6 steps to prepare employees for heating season

As the heating season approaches, propane industry employers must prepare their operations to meet the increased demand and challenges associated with colder weather.

Johnson

Winter preparedness is not only crucial for maintaining a steady supply chain but also for ensuring the safety and well-being of your employees and customers alike. Here are some key considerations to gear up for winter.

1. Inventory management and forecasts: Winter is the peak season for propane usage, and it’s essential to have a robust inventory management plan in place. Start by analyzing historical data to forecast demand accurately. This will help you maintain adequate stock levels and avoid shortages – which can be stressful on your staff – during critical times. Collaborate with suppliers to ensure timely deliveries and consider implementing a just-in-time inventory system to keep storage facilities optimally stocked.

2. Employee training and safety: Winter weather can introduce new risks for employees working in the field. Train all employees on winter safety protocols, including how to handle icy conditions, proper attire and safe driving practices. Regularly review and update safety procedures and consider conducting refresher training sessions to keep safety top of mind.

• Safety training: Review safety protocols, particularly for handling propane, driving in winter conditions and responding to emergencies.
• Equipment operation: Ensure all employees are proficient in operating and maintaining equipment, such as trucks and delivery systems.
• Customer service: Train staff to handle customer inquiries and concerns, especially about delivery schedules and safety. Customers can be impatient during the cold season. Give your CSRs tips and tools to manage difficult callers, and remind them not to take it personally.

3. Scheduling and staffing: As winter approaches, demand for propane reaches its peak, making it crucial to ramp up your workforce. Hiring seasonal workers is not just about meeting increased demand – it’s about keeping people warm and safe when temperatures drop.

Seasonal workers are essential during the winter to support full-time staff and maintain the reliability and efficiency of propane delivery services. By hiring additional workers, companies can prevent delays, manage the increased workload and maintain the high standards of service that customers expect. Seasonal employment opportunities also provide a vital source of income for individuals seeking temporary work, which is good for the industry and the community.

Optimizing schedules is a crucial factor in planning for winter. Adjust your employees’ schedules to cover peak demand times, with enough coverage for both deliveries and emergency calls.

4. Fleet maintenance and winterization: We all know that next to employees, your fleet is the backbone of your delivery operations, and it’s vital that all vehicles are in top condition before winter begins. Schedule maintenance checks to winterize your fleet, including checking tire conditions, batteries and fluid levels. Equip vehicles with emergency kits, and ensure drivers are trained in winter driving techniques. Having a fleet ready to handle harsh conditions will minimize downtime and secure timely deliveries.

5. Customer communication: Proactive communication is essential during the winter. Guide your CSRs on how to educate customers on the importance of monitoring their propane levels, and encourage customers to schedule deliveries before their tanks are critically low. Use automated systems to send reminders and alerts, and consider offering incentives for early refills. Clear communication prevents last-minute emergencies and facilitates a smooth supply chain.

6. Emergency preparedness: Winter storms and severe weather can lead to unexpected disruptions. Develop an emergency response plan that includes contingency strategies for supply chain interruptions, power outages and road closures. Train employees on emergency procedures, and establish backup communication to stay connected with both staff and customers during emergencies.

By taking these steps, propane industry employers can be certain they are ready to meet the demands of the season while maintaining safety and efficiency. Preparing your team will not only help your business thrive during the winter months. It will also foster trust with your customers and community.

Kathy Johnson is executive vice president and chief human resource officer for EDP. With more than 20 years of HR experience, Johnson has an undergraduate degree from DePaul University and a Master’s of Jurisprudence in Employment and Labor Law from Tulane University. She can be reached at kjohnson@edplp.net or 312-254-5977.

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