The task of collecting the correct documentation and generating reports for client review regarding services completed can be daunting. I've found creating a documented standard operating procedure for field crews is a valuable solution.

Begin With the End in Mind

The process to create a standard operating procedure (SOP) is straightforward and easy to complete. The objective is to generate a report that succinctly communicates the details collected that clients want to see and ensures you're covered in the event of a slip and fall claim. The benefit is a notable decrease in risk and a significant increase in client satisfaction. Both of which are good news for your bottom line.

When collecting data from snow removal crews it is important not only to ask the basic questions of what work was performed, but also to gather information about the conditions at the time of service.

Through industry research with several experts we've found the following are the important questions to ask.

Questions to Ask at Arrival

What is current snow depth? None, trace, 1-2 inches, 2-4 inches, or 4-8 inches?
Is it currently snowing? If yes, heavily or lightly?
Is it currently windy? If yes, strongly or gently?
What is current temperature? Below zero, 0-10 degrees, 11-20 degrees, 21-32 degrees, over 32 degrees?
What is the return status? Not needed, 1-2 hours, 2-4 hours, 4+ hours?

Details About Services Completed to Collect

Was ice melt applied? If yes, where? How much in pounds?
Plowing? If yes, how many labor hours?
Shoveling? If yes, how many labor hours?
Any other services you might be performing on the site?

Additional Details to Consider

Timestamp and GPS tracking at arrival and departure. Data that is unalterable when collected improves credibility in the eyes of clients significantly.
Photos and videos before and after services completed. Click here to learn more about how to take photos correctly. You can also share this video with your field crews. Click here to view.
Consider reaching out to your insurance agent, association leadership, and lawyer to review the questions your crews will be asked at the time of service.