Seven Ways to Streamline Winterization Planning and Service Scheduling
By Edward MacFawn, President of BiT DMS, an MRAA Platinum Partner
As fall approaches, dealers still need to move older inventory, prepare for new model-year boats, manage slips and storage and handle seasonal service work simultaneously. Toss winterization into the mix and you have quite the juggling act.
7 Ways to Manage Winterization Season
Here are our top seven tips on how to manage winterization season without overwhelming your service department.
1. Start early.
The dealerships and service centers that begin this process while they’re still busy in the throes of the season are the ones that are a step ahead of the competition. If you haven’t already begun preparing for winterization season, now’s the time.
2. Identify customers’ boats that need winterization.
Use your dealer management system (DMS) to review customer records, service history and boat information to identify owners who should be contacted before appointments fill up. When you proactively reach out, most customers will appreciate the reminder.
3. Schedule work around your available capacity.
By being proactive and getting winterization taken care of sooner rather than later, you can use your service calendar and work orders to organize appointments, assign technicians and avoid overbooking. More importantly, doing this effectively helps you maximize technician availability and keeps work moving efficiently. As the old saying goes, you have to make hay while the sun shines.
4. Create templates for consistent winterization work orders.
You know what your customers need and if you’ve been in business for a while, you’ll be able to predict those needs 99% of the time. Bundle parts and labor into flat-rate packages to expedite the work order process. Throughout the year, have your team document requested services, customer instructions, boat details and additional maintenance recommendations in customer or boat records to help standardize future work orders.
5. Prepare parts and supplies in advance.
Use your DMS to look for trends from one year to the next. Before the winterization season begins, check inventory for antifreeze, filters, oil and other seasonal supplies. By having the parts you need on hand, you increase throughput and move jobs through more quickly.
6. Keep your customers informed.
Send appointment reminders, answer questions, request approvals and share status updates through embedded text messaging within your DMS. Clear, consistent communication helps customers stay informed and confident that their boat is in good hands. An updated customer is a happy customer.
7. Document completed work.
Record completed winterization procedures, products used, equipment condition, customer approvals and technician notes in the boat’s service history. This creates a reliable record for future service visits and helps protect the dealership if questions arise about what was or wasn’t completed.
Avoid the Mad Dash
Winterization season doesn’t have to feel like a mad scramble. With the right dealer management system, your team can stay ahead of the rush, keep customers informed and complete more work without sacrificing quality. Winter may be coming, but with these tips, you’ll be ready for it.
About the Author
For more than 21 years, Edward MacFawn, President of BiT DMS, has helped boat dealers and marine service centers increase profitability by bringing greater efficiency, visibility and control to their operations. Drawing on his background in finance and operations, including experience with KPMG and Honeywell, Edward has focused BiT on solving the real-world challenges that affect marine businesses every day.
Under Edward’s leadership, BiT has helped dealers connect sales, service, parts, inventory, slips/storage and customer communication through one integrated system. He spearheaded what industry reporting identified as the first web-based marine dealer management system in 2013 and later championed embedded two-way text messaging within the DMS. These innovations have helped marine businesses reduce administrative friction, improve customer responsiveness and make better decisions using more accurate, accessible information.
Today, Edward continues to guide BiT in developing practical technology around the way boat dealers and service centers actually work. His mission remains clear: Give independent marine businesses the tools to operate more efficiently, serve customers more effectively and build stronger, more profitable companies without sacrificing flexibility or personal service.
To learn more about the pivot month and closing your Q3 cleanly, visit the September MRAA Spotlight page.
Editor’s note: MRAA publishes partner-contributed articles to provide marine retailers with practical education, subject-matter expertise and industry perspective. MRAA maintains editorial oversight of partner-contributed content and may edit submissions for clarity, relevance, AP style, search visibility and alignment with MRAA’s dealer-first educational standards. Recommendations should be considered alongside each dealership’s goals, processes, team capacity and business needs.
