3 Steps to Get Your Team Involved in Driving Consistent Business Results

Contractors, imagine your most experienced technician or dispatcher suddenly leaving the company (Distributors, imagine the same scenario with one of your top-performing inside sales team members.) They take their knowledge with them, chaos ensues, and ultimately, the business suffers as progress is stunted.  

In the complex world of HVAC, the key to leveling up your business is driving consistent results. How do you get consistent, high-quality results? Through effective procedure documentation with your team. This works for both contractors and distributors. 

So, where do you start to generate the key processes and procedures necessary to drive consistent results? By involving your team in their creation. 

Here are three steps to getting your team involved in this process, which will safeguard your operations, boost efficiency and morale in your company, and drive improved business results. 

Set Clear Goals & Expectations

The first step in getting your team involved in creating effective procedures is to set clear goals and expectations. Begin by defining the specific objectives you aim to achieve with documented procedures. These objectives may include improving consistency across different teams, reducing errors in task execution, and enhancing overall customer satisfaction. Clearly defined goals provide a roadmap for your team, ensuring everyone understands the importance of this initiative and how it aligns with the broader business strategy.

It’s also crucial to communicate the underlying reasons for creating procedures. When team members understand the value and purpose behind procedures, they are more likely to engage actively and contribute their insights.

For example, consider a distribution company that aims to reduce delivery errors. By setting clear goals and communicating the importance of accuracy, the team has the end goal in mind when they begin to develop procedures to streamline their logistics. This approach reduces mistakes and boosts employee morale as team members gain insight into how their contributions produce tangible results.

Develop & Document Procedures Together

Once you have set goals and expectations, the next step is to develop and document procedures collaboratively. Work with your team to map out each procedure, breaking down the process into simple, actionable steps that are easy to follow. Let your team have plenty of input – maybe even lead the way – since they are the ones typically doing the work in the field. This collaborative approach ensures procedures are comprehensive and practical, reflecting the real-world challenges and nuances team members face daily.

Enhancing documentation with visual aids such as screenshots, flowcharts, or screen recordings can significantly improve understanding and retention. Visual aids help clarify complex tasks and ensure everyone understands the process, reducing the likelihood of errors.

For instance, an HVAC company may map out its maintenance procedures using flowcharts to visualize each step. This approach would make it easier for new hires to grasp the process quickly and effectively, reducing the learning curve.

In addition to visual aids, incorporate step-by-step instructions with clear, concise language. Avoid jargon or overly technical terms that might confuse team members who are unfamiliar with specific industry terminology. The goal is to create procedures that are accessible to everyone but detailed enough to be helpful to those executing the process.

Review & Refine Procedures Regularly

The final step is to treat procedures as living documents requiring regular review and refinement. Schedule periodic reviews to ensure procedures remain relevant and effective, especially as your business evolves and adapts to new challenges and opportunities. Regular reviews help identify areas where procedures may need to be updated or improved, ensuring they continue to serve the business’s needs.

Create a feedback loop where team members can suggest improvements or updates based on their experiences. Encourage open communication and actively seek input from those directly executing the procedures. This continuous improvement mindset ensures procedures align with best practices and reflect the latest industry standards.

Consider implementing a system for tracking procedure changes and updates, such as a digital procedure log. This log can record the date of the last review, the person responsible for the update, and any changes made. A well-maintained log provides transparency and accountability, ensuring everyone knows current procedures.

Involving your team in creating procedures is not just a task; it’s a strategic move that can transform your business. 

Implementing these three steps is easier said than done. It requires managers and company leadership to invest in time and resources. However, the successful payoff of that investment can include improved performance, increased jobsatisfaction, and a stronger, more resilient business. 

Start engaging your team in the procedure creation process today and stay ahead in the competitive HVAC industry of tomorrow.