How To Subcontract Work During Peak Times

The demand for your services as a trade business owner will ebb and flow. That’s something all fields of the trade understand. With that in mind, how do you best manage peak times effectively to ensure that all client's needs are met and employee satisfaction remains high? You also have to keep in mind that during your peak working periods, turnaround times will become more difficult, and equipment and materials may be stretched thin.

The most important thing to do under these circumstances is not to get stressed, as there are solutions. One of the more sought-after ways busy trade businesses continue to efficiently manage working throughout the demanding months is subcontracting. But how do you do it?

As a leading trade business management software in the UK, we’ve seen our fair share of tradesmen utilising subcontractors. We’ve put together a guide to help others in the industry, whether electricians, gas engineers, or construction crews, do the same. 

Needs & Expectations:

Subcontractors are not one-size-fits-all, and neither are your clients. Before calling and sourcing your new subcontractors, you MUST know what you’re looking for in terms of skill set, qualifications and experience. To do so, look at your current work output and workforce. In addition, you must be able to identify what their main focus will be. Setting clear expectations and briefing their tasks concisely will set you both up for a successful partnership. Never call a subcontractor without knowing what you need them for. It will be a waste of time for both of you.

Know Who You’re Working With:

What specific skills and expertise do your current staff have that you need to look for in potential subcontractors? Your new help should work to the same or similar standard as your current team; otherwise, your credibility could take a hit. In addition, you could hire someone who feels out of their depth when taking on tasks for you, resulting in stress and burnout. Always analyse your list of subcontractors, looking for previous reviews/references, specialist training they have taken and how in-demand their own services are. Once you’ve collected a shortlist of potential people, vet them. This process may seem tiresome; however, it’s essential if you wish to remain compliant and mitigate future risks.

The Finer Details & Agreements:

So now we have your subcontractors confirmed, and the next priority is establishing your terms of work. If you’ve never come across the foundations of a subcontractor agreement before, conduct some research beforehand; however, these will include the scope of work, your payment terms, expectations throughout the agreement and any deadlines that must be met. With a detailed agreement plan in place, signed by both parties, you not only protect your business from any liability and risk, but you can also hold each other accountable throughout your partnership. Finally, and something significantly important to consider, you must also brief your subcontractors on safety standards, dispute settlements and quality control procedures.

Communicating With Subcontractors:

Whether it’s with stakeholders, office staff, on-site management, or business owners, consistent, reliable, and effective communication is key to the smooth operations of a company. The foundation of every successful partnership with subcontractors is clear, honest and transparent communication. From day one of your new agreement, regular updates, reports, and frequent meetings are a must so everyone remains aligned on needs, expectations and improvements that can be made. For any small or established trade business, trade management software like Powered Now provides the tools required in such a collaborative environment, with quick and easy access to information and comms channels for on-the-go contact across teams.

Performance Reviews:

While you may have hired the best of the best when it comes to subcontracts, that’s not to say they won’t make mistakes or lack quality in areas you consider to be significantly important. That’s why regular on-site monitoring, review 1-2-1s and quality checks are a must. With the help of a management tool you can ensure subcontractors meet your expectations, follow regulations and perform services to deadlines. These insights help to mitigate issues early and maintain progression and productivity during your peak periods.

Building Relationships:

Being able to rely on the same subcontractors yearly or during reoccurring peak periods is a huge benefit for trade businesses. At the end of the day, you know exactly who will be assisting your company, the quality of their work and their reliability. These ongoing relationships minimise the time spent scouring forums and pages looking for new subcontractors and setting up new agreements. A positive relationship from the first day can encourage them to work with you for years to come, and it may also contribute to whether they prioritise your work over others asking for their help.

To conclude, subcontracting during peak times can significantly help busy trade businesses manage workload, maintain quality, and meet customer expectations. By implementing the structured processes mentioned above, you can set your company up for success by hiring the right people at the right time who help bring your in-demand services to clients on time and within budget. Is it time to take the next step and hire subcontractors as part of your ongoing operations?