The Huddle - Episode 151 - Summer Rush: Managing Workloads During Peak Season
This week, Jose takes the mic solo to dive into the real challenges flooring crews face during the busiest time of the year — the summer rush. From overloaded schedules to crew burnout, Jose shares practical tips and honest reflections on how to handle high-pressure workloads while keeping your standards strong and your team motivated. 💡
Why Tune In?
Learn how to prepare for peak season chaos
Discover effective workload management strategies
Hear personal stories and insights from Jose’s own experience in the field
Get tips on maintaining quality while meeting deadlines
Whether you're an installer, crew leader, or business owner, this episode is a must-listen for navigating the busiest months in commercial flooring.
🎧 Don’t miss it — hit play and ride the wave of summer success.
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and there we have it uh welcome everyone welcome to the huddle u Paul's not here
so I'm going to try to wing his uh his little intro um I'm not going to defer it like Daniel does but uh uh welcome to
the huddle it's your uh your weekly playbook uh to gain forward progress in your flooring career
we do our best to offer uh flooring insights um and try to keep up with
technology but that doesn't always work um as never I am joined by nobody today
so this is a first i am a a solo act today so forgive me if it gets a little boring i do apologize we will wait for a
couple more people to join the live here um so that we get some interaction
because uh even though I'm uh decent at keeping the conversation
going even if it is off topic I I I would like uh some questions um and
maybe some additional insight uh uh from some of the audience before we get going so we'll give it a minute or
two um but while we wait uh today's episode is going to be
um about the summer season right like uh how you manage your workload how do you
prep for your workload um and try to go over a couple of the things that uh are involved in the summer season so uh
questions and feedback during this episode would be greatly appreciated since I am the the lone wolf today
um of course we're joined Ashley behind the scenes but she will never ever get on the live camera unless we
accidentally turn her camera on which we can't
do so hopefully everybody had a good holiday um we actually uh did something brand
new and and participated in our local parade which was
uh a great learning experience not only for uh us but the kids we had our
children tossing out candy to everybody um until we ran out
because they're very giving f they threw handfuls at everybody and it's like you
guys you can't do that we still got a mile and a half left to
go but it's first time live and learn
bear with me over here while uh we wait for a couple more people to
join we won't wait too long to get started though and I have a feeling that this will be a little bit of a shorter
one uh because it is uh just me myself and I talking to
myself because nobody's on yet nobody wanted to join last minute
either so thank you uh for those of you that had did have time to text and ask
uh for letting me know if you could or could not make it obviously they could
not well I think there's nothing else to do but we're just going to dive right
into it we're just going to start talking about it and if you guys have any questions bring them on and if you
guys have any uh any insight any advice for any other installers bring it on
um the the more prepared that one can be for this summer workload the better you
are so um well let's just start this out by uh I'm just going to go over a little bit
of how we're prepared and and how effective our um willingness to
be prepared is and how how it works out um right before the summer workload and
has been pretty consistent over the last few years is you have a little bit of a calm
before the storm the calm before the storm is more or less on the
installation side because uh in the office we are jam-packed we are trying
to get everything out we're trying to um trying to win bids trying to uh go out
and do measures on some negotiated work we're trying to maintain relationships like we're we're super busy and whenever
there's a lull in the in the field happen to make a lot of phone calls and try to get
the that window that slow window full of work or at least try to keep the when
you have employees try to keep them semi busy right um and if we can't do that then we just do some training we do some
uh um some hands-on um I think we had uh uh some OSHA certification going on
during that but guess what the summer workload is here it's in full force um
and just started and we're already feeling it we got a lot of uh a lot of items that kind of uh bottlenecked to uh
the end of May beginning of June um which is fine like we expect it you know like we're
we're you can never be ready for it but you got to expect it you have to expect
it um and anybody watching on on some of the other socials like I I don't have uh visuals on a lot of the socials that
Daniel does so if you guys are commenting on something else I might not be able to see it i just wanted to kind of forewarn you
guys on that um so the summer workload is here for us
for for the most part i mean it's just going to start building up uh and in order for us to get ready we kind of get
the guys prepped a little bit start talking about a little bit of the schedule in the meetings or um as we
start wrapping up projects start saying "All right well this has been added to our our um our workload where are we
sitting on these projects for this week how are we looking on this one monthl long project how are we looking on this
two-day project all it takes is uh falling behind on one or two of them to put you in a bad spot and sometimes it's
not always our fault um excuse me a second let me hang up
on office phone always rings as soon as we jump on every time got to remember to
turn that off um but as soon as uh the workload hits
that's when we you still going to scramble them i I don't think you're really ever fully prepared for it um and
if you are then maybe you're fully prepared for the work that that you have as a PM or as a salesperson but um the
company as a whole is probably never fully prepared for it no matter what they say uh and I'll use today as an
example um got uh all the vehicles are out on projects i had planned on picking up
material uh with the trailer and the truck and uh
no trailer breaks all right i'm getting no no power to the trailer brakes that's
an audible that I didn't plan for um not only that is I also had a doctor's appointment audible I didn't plan for um
well I did plan for the doctor's appointment but I didn't plan on them taking forever um but the trailer break issue is you
know we just had it we just went through all of the trailers we wanted the dump trailers the enclosed trailers to make
sure everything was working everything was working tip top um and it just happens to be probably my truck and the
wire connections so um had to push off the pickup and try to get it done tomorrow
so what am I going to be doing tonight fixing uh fixing all the wiring for my trailer or for my truck to make sure
that I can go pick that up for for the crews in the morning because now the the vehicles are scheduled elsewhere um I
did not plan on picking or having them pick up material uh crews are spread thin to accommodate multiple starts um
in multiple locations so just one of those things part of the
summer workload right you got to either take it all with a smile take it on the chin with a smile like that or are you
going to complain about it and make things worse um I choose not to complain about it I guess even though I am
complaining about it uh to everyone here i'm
venting uh so that's one of the things to look out for um and and obviously the if you're independent you're a
subcontractor I think it's easier for you if you're like just a one crew deal to to maintain
um your vehicles and be ready for for the workload i just I wonder if anyone
as an independent gets ready for the summer workload you know do the the
stores that you're working at or the flooring contractors that you work with do they prep you for what's coming up
ahead or are they just kind of hoping that you're able to adjust to whatever they throw at
you i'd like to to know a little bit of that if anybody wants to chime
in um another thing that we try to look out for is
burnout that's a real thing you know and then burnout is How many hours are you spending on on
the floor how many hours are you spending in the office how much time are you taking off to give your body some
rest um burnout's a real thing you can do it in the winter you can do it in the summer uh mental burnout um physical
burnout i mean there's a lot of different ways to look at that and I would say summertime brings on like a
whole new attitude from people because in the winter here in Michigan you know it snows and although people really love
to go home and like do nothing but there's nothing to do there's nothing to do unless you have family events
scheduled unless you have somewhere to go um you get a you want to get out of
work early to go home and sit down inside and do nothing um fortunately for
us we have kids in sports so I guess there's always something to do when it
comes to the sports portion there's always a practice there's always a store to go to
[Music] um but the burnout is real when you
don't get to spend time with your family either so I wonder how everyone is able to keep track of
that i'm going to keep saying I wonder because I want someone to jump in and and ask some questions um you know no
need to be shy you know what's that old saying the only uh
dumb question is the one you don't ask we all know that that's not true but just going to go ahead and say it right
now anyway um managing subs how does
uh that goes back to the other question I had too about the the summer season with the the subs when when when you
salesman are managing the subs do you really get them ready do you talk to them before do you ask them how busy do
they want to be um are you manipulating labor rates to
reflect to reflect how um how busy it is during that time uh
during the summer workloads do your rates go up to reflect how busy you are right because time is
valuable um how does that work out sorry about this phone
here we're just someone should just enter
it it ain't going to be me
oh anyway do do your rates go up do you do you do the um the summer inflation um if you don't
want the project are you jacking up your numbers a little bit and then if you get
it it's worth your time or are you just saying no to work
um other other flooring outfits i'd like to I'd like to know like I'd like to learn a little bit more how do you guys
handle employees uh during summer because summer is when everybody wants to take a vacation um we
have a couple vacations or a couple Yeah we have one vacation coming up and miscellaneous days off and you know
and wondering how everybody likes to approach that as far as um accommodating requests do you require
a request or you just employees just like "Hey I got to take these days off."
You know I know that employee versus contractor or or trade contractor is going to be a little bit different you
at the end of the day no one really has control over the subs they could do whatever they want they could call in day of like "Hey
I can't do that job." doesn't do them um any good for any of their relationships but it is very
possible that that could happen that's happened to us a few times and uh it
doesn't always leave the best taste in your mouth um and
um when I was a sub when we I mean we still are but when when we were doing uh
when 100% of our work was through another flooring contractor um I would
never do that like I would they counted on me i was there um and if something
happened to put us behind I would be honest about it look at Mr jorge let's see what he got on
here says uh most of the sales reps now that go on site to measure i've noticed
some are super green seems like there is uh no communication with the installer most
times I got to put things together myself seems like they need more experience
um Jorge you are spot on brother there's a there's a a lot to be said for that
and um they're probably super green because
you know people the companies are getting ready for the summer workload they do bring on a couple more uh staff
as far as sales and unfortunately they got to start somewhere if they have no experience in the flooring industry
um and a lot of their growth comes through building the relationships with the installers and learning how to work
with specific installers and but also you have the sales um associates that
want to learn the craft as well right like they want to learn how to be better um I know that uh CFI had uh hosted a
couple programs down at like TAI for some of that um where
uh office staff or sales teams PM someone who doesn't have the installation
uh background is uh was able to get their hands on the product you know feel
it touch it smell it you know learn a little bit of what uh the installers do
day in day out um it's kind of hard to do that over the course of two or three days but it is
something uh that would definitely help uh as someone who's
green um and also uh FCICA's got the SIM
program which ties uh the installation to the the office
right it kind of connects those uh those missing links there ties them together it creates transparency um from start to
finish of a project um when I say start to finish from consultation to final
install um there's a lot of uh steps included in that that help
out but the the communication part like that I
think that that part is uh it's really on both sides right like it's up to the
installer to to communicate um is especially if you don't feel there is a
extensive knowledge base there with the sales associate or the salesperson or
even the designer sometimes the architect man it's like it's never ending uh
but if you're willing to reach out and say hey I'd like to chat about this i'm I'm I'm certain that they'll say okay
yeah let's figure it out you can ask uh as the installer you can ask "Hey why is
this going in here what were you being told um is this what they wanted um do
you understand that this is the wrong material uh I noticed that you don't have any transitions on this uh on this
takeoff uh and it could help them build up their system a little bit as well
um and then salespeople ask ask the installers ask them um why they need
specific products right why do you like Artex uh why do you like working with uh
XYZ manufacturer adhesive manufacturer um why do you prefer to work with uh you
know XYZ carpet manufacturer um you know what would you prefer to work with that
would be a really good question um in the stores who have the employees and the sales
staff be intentional about introducing your sales team with your installers um
you know some personalities don't gel well and you know you're putting you're
putting a team out there that represents your company uh why wouldn't you do your best to create some sort of synergy
between the installers and the sales teams is um I guess to to me that's a no-brainer
but you know it's because of the experience right I was the new guy I was
the new installer I was the the seasoned installer I I I was the new office guy
you know I was the the the gentleman that had to go out and and find
um other installers uh for disciplines that that we don't do in house or that
we didn't do at the time in house uh so knowing what I didn't like through
past relationships really helped us build what we what we do like and it does open up the the door for
conversation um even though I'm really really bad at keeping
um keeping up with with uh relationships like that um and I think everybody is to
some point but you don't call on an installer until they're needed right so everything's kind of uh out of sight out
of mind um that sounds bad but it's but that's life in general
um unless someone's just so much part of your everyday that like I got to call I
gota call my homie haven't talked to him today um and some relationships are like that
between installers uh and sales teams and and flooring contractors and
flooring stores um cherish all that for sure let me get get a drink of my coffee
here because it's cold in the
office um what else you guys got out there um getting ready for the summer
workload uh like like Hora do you um how do you maintain some of your
equipment that you use for all of the surging and all that do you go through any of that at some point and make sure that everything is in working order i
know when you use it every day it's a little bit different because as it as you use it you you can maintain it you
can see what's needs to be replaced uh but what about uh other equipment that's
sitting idle in uh your garage a storage unit a warehouse
um does does everybody out there go through their equipment make sure everything's working before the summer
or before a big job hits um and it doesn't have to be the summer workload
like sometimes you just have a large project that you need to be prepared for with a lot of moving parts and making
sure that you're set up for all those moving parts is huge
um and like like Daniel says all the time we're primarily commercial
so for us we got to go through our equipment a lot um I mean we have equipment in the warehouse right now
that needs to be repaired or replaced um and if I can't get to it we got to find
someone who can [Music] uh and sometimes it's uh one of those uh
hard pills to swallow where it's going to be more beneficial for me to pay
somebody to fix it than it is for me to spend the time fixing it since time is very slim
um for me anyway but I like taking stuff apart and
fixing it and getting it ready i like doing all that until I break it because I'm mad because I can't figure it out
that does happen i'll be honest um see what
other what else is
there when you're um summer workload what how about balance right like
balancing quality versus speed at what point what point is
the actually at no point really should speed supersede quality i'll be honest
now you have enough experience and you're getting to a to a point where you
can be proficient the speed will be there right because now you don't have to go back
um sometimes you have clients that just want you to hurry hurry hurry
uh I like a challenge but not at my expense right i don't mind being challenged but
I don't want it to be at our expense uh make sure you uh you have some items in
place to protect yourself especially if that were to happen or you're going out of order on a large project as far as
the the layout and maybe the sequence maybe you're in there before they have
the windows in [Music] um Mr
jorge I use my surging machine maybe once a week since the machines are industrial they need a little
maintenance the key is leveling all the carpets so the parts don't bend under
force so you know what i'm just gonna I like that
so part of maintenance is uh making sure that you're using the machines and the equipment properly and he's absolutely
right um and and that goes for your tools as well misuse will cause your uh your
tools to to wear prematurely um they will
break yes Mr benjamin solo yes Mr rin by
myself today daniel was like "You know what i'm just not gonna go on there today because
I I really really want my brother's microphone to work really well." So that's why uh that's why he's not here
today actually no his uh his son had a a baseball game that got moved and
overlapped um and he's doing the recording I believe so and I believe
this is the first week of districts for varsity so yeah I mean it's pretty
important this his freshman year uh he's pitching for varsity so you
know it's I want to say it's kind of a big deal it's kind of a big deal so he's got to make a big deal about it support
his his family his son and that goes that falls under the uh avoid burnout
right that's that mental burnout where you feel like you're letting people down um you don't ever want to do that
feel that way anyway you will let people down back to uh what Jorge had put about
the the maintenance it it does sound like using equipment properly can only
benefit you in the long run um and I will actually confirm that because we
have grinders uh you know walkbehind grinders uh we have a lot of equipment that if it's not used properly it it
will it will break you will break parts um you will break attachments um and
some of these parts and attachments are not an overnight thing and they're not a typical item that breaks on some of the
equipment but when it does oh yeah yeah you put put yourself in a in a bad
situation um as a matter of fact we're helping out another uh another local
company uh one of their ride-on machines had went down and they have a battery charger that was the wrong one and
they're in the middle of a big demo um so they actually have one of my machines right now which I don't typically let go
out but um this company Mr mr ken Walsh gives us work as well and uh he helps
fill my schedule sometimes when when we're um at a crawl for work in the field so he helps me I help him right um
and that could come in handy during your summer workload just so you know
um how does everyone invest in them their team invest in themselves for for
the summer workload are you uh giving them you know obviously
employees are different than subcontractors right so yeah let's go to the employee side um do we do everything right here
probably not we do our very best uh to to help out you know we're just you know
smaller smaller outfits so it's a little bit harder to just like throw money at everything
like here you guys go awesome there you go um get ready because the next three
months you're going to hate your life because we got so much work no it's uh trying to create balance and and
trying to make sure that not only do they have the right equipment right but they have the right tools
if things are broken we need to know if the things need to get replaced we need to know we got the refrigerator stocked
with refreshments for them to to grab in the morning or in the evening when they get out of work
um we try to do our best to accommodate um everyone
without without favoring you know a person or two everything's should it
seems to be pretty equal and if it's not man they got to tell us right
um so investing into the team essentially he's investing into the
company uh w with the equipment uh and the let's just call them like the the
party favors uh and I'm talking about like energy drinks and snacks and candy
and like whatever whatever can help uh someone's day get a little bit brighter
if they have something to go to um the ramen that we have in the cabinet though
that's for us in the office because we're we like to be fat
sometimes um does everybody know what to look for for burnout for red flags
um with the crews with the subcontractors um do you care right
is it uh is it something that is this ever a conversation between
u anyone and their subs no probably should be um do I have
it no but they come in we have a couple guys that that come in and they chat for a while they'll come in on their days
off uh get ready for the work week and we'll chat it up a little bit but you know it I'm in here almost seven days a
week i'm in here seven days a week uh not always for very long but this is my
home away from home and sometimes it's to meet uh someone picking up material for a project starting on a Monday just
so they have what they need and we'll chat it up we'll catch up a little bit and I think that that helps with some of
the uh the mental game right uh the mindset talk about uh ah guess what
happened last week you know so and so did this and did that and talk through
it uh their conversations help give us insight
um I want to look for with not only with their projects that that that we're giving them but uh future projects right
that if it's a residential project and they hit a scenario that I've never seen before I love to talk about it because I
just wanna I want to learn about it so I can be better um if we can
prevent I'd rather prevent any issues uh and and solve any problems um before
they they pop up than to react that's for
sure i'm just looking here for for some other uh some other talking points here i
ain't got nobody to bounce some off of mouth is getting dry talking a lot already got a dusty voice
it's unique i guess everybody knows who it
is i can't prank call anyone that's for sure
um when you guys have a when everybody has a summer workload that that that hits
uh do you say no to projects or do you still try to take everything
on um like I'm I'm not only asking for the audience I'm asking for me
um do you say no to a project because it's not not lucrative there's not
enough money in it or do you say no to a project because it's too large
um even though it's something you know you can handle right but you're just not sure where your schedule's going to fall
um I guess that that's where I'm going with that like you know in the winter months I'll
put an example in the winter months when we say a residential project falls in
our lap it's you know 150 yards up and down um
and do I treat that the same in the winter as I do in the summer
um I'm asking myself questions and I'm going to answer my own questions here you guys yeah it's what I'm
doing i treat it the same as in the client approach um but as far
as plugging the project in it's definitely got to be more strategic for me in the summer months than it is than
it does in the winter months um and I only say that because of the the schedules
like it's um harder to plug in
a a one or two day project when you've already have your
next nine weeks scheduled out right you already have your next 12 weeks scheduled out but then there's also the
variables in those 12 weeks where are we going to fall behind if we get ahead
so you try to I try to try to get ahead on some of the easier projects in order
to fit some of the other ones in like that um because hopefully that makes sense um so Mr mr rollin here said uh
you your mind needs that one day to
rest it does it does need that one day to rest it probably needs more than one
day um and And R I'm just gonna I feel like you're
attacking me right now brother because you said I work because I told you I work seven days a week i think most business owners work
seven days a week i don't work seven days a week in that aspect where I'm 100% focused on getting bids out looking
at like no sometimes my work is to to come in here and do some reading uh
watch a video learn how to use some of the software and like that's still some
of my work so I don't always come in here and and you know and and try to oneup anybody i come here to try to be a
better version of myself and unfortunately there's a lot of distractions at home uh with kiddos and
dogs so it's hard to stay focused there so I I do come to the office for the peace and the quiet um it's just way
easier that way mr
had I'm assuming that says I say no to a job because it's not been scheduled
within a certain time frame
so I I think that goes right off what I was saying
is I would rather say no to a project and maybe pass them a couple
references before I say yes to a project and
really put them in a bad spot or put myself in a bad spot or the crew's in a bad spot uh there's nothing worse than
setting yourself up for failure hold on one second i
think somebody was here i don't know who it is i'm a little
scared no it's probably just my son
don't know anyway back on track here sorry I'm used to having other people to take over
while I take care of a couple things here
um what else is going on for the summer workload for people um do you you know
and I'm asking some questions too because I really want to learn like h how the the outlook is for for some companies uh like Ran you you have you
have a full service uh flooring you're a full service flooring contractor um you
know I don't I don't necessarily know what your sales team looks like but
like how much of the the like for 2025 for the summer of 2025 did you start
preparing in 2024 do you have uh any any locations or any websites or
any people connections that you kind of lean on for um for the the let's the economic
forecast to prep for any of that um do you have anybody that shoots you information through a pipeline that says
"Hey uh so and so company is bidding on you know $200 million worth of work for
2025 we expect to win you know 50% of
that you know I don't know if anybody does that for you um uh we do a lot of uh networking so we
get a lot of a lot of information [Music] um through our our our our social
capital as far as where the forecast is going to be what what we have to look forward to as far as our local economy
versus um the the US and you
know it's always looking good man there's always seems to be a lot of people investing here in in in Michigan
and in Grand Rapids and a lot of philanthropy going on uh as far as them
you know wanting to invest in properties and and have some growth right like
they're trying to trying to build more places for more
people to live to increase the census around here right you increase the census you got to increase uh the work
you increase the work uh and then uh that increases spending people get comfortable spend a little more um the
more people that are coming here to invest the more commercial and industrial properties that are going up are getting renovated you know that's
the kind of things that that we try to follow to try to help us get ready for summer workload does it dictate how busy
we are no it don't no because we'll we'll do our best to be as busy as possible um but it does help us
when when we find out you know that you know they're investing you know hundred million
dollars in the medical industry right like okay the medical industry what do they do are they adding on they
renovating is it equipment you know is it staff so we try to find that out so we know um what what portion is going to
be busy or potentially be busy it does help a little bit but you still got to pick and choose the battles you
gota There's only a handful of of contractors that you're going to work with
um got to try to find your people
right 35 years i work seven days a week my mind is a better place with that day
of rest i believe you and I don't know if
you guys notice behind me here but over my right shoulder I've always had these gloves right like these are my gloves
that don't need any work some of them have been used some of them have not um
I do find myself taking care of a lot of gloves this summer
um I do it because I like it and it gives me peace it brings me balance and
it does distract me from everything um I just like to tear them apart
release them recondition them try to do try to find those little hobbies like
that that that can help uh a reset I guess if that's what you want to call it
i do have a hard time sleeping though i'm not one of those eight hour a night sleepers i try to be
and it doesn't always work out for me plus I'm getting old i got to wake up and go pee in the middle of the night
that um then it's hard to go back to
sleep the dogs want to hang out they think you're up for the day it's
annoying mr brendan Collins well thank you sir i appreciate
it we do uh we do our best sometimes it doesn't seem like we
do our best man but we're always trying to do our best over here and I'm sure most people are always trying to do
their best um you know and the the ones that that work hard at their craft whatever
they're doing whether it's summer winter fall um people know when you're not putting
forth full effort people know when you're putting forth a lot
and as an outsider looking in on someone else you always have you always tend to
see the burnout before they feel the burnout right so if you guys got co-workers brothers sisters uh employees
uh contractors and you guys notice something um out of the ordinary hey feel free to
say something that it never it never really hurts anyone to say "Hey man you
doing all right are you sure some people be like "Yeah dude i'm
doing fine." Why why you say that oh is my nose hair getting too long or something you think I'm letting
myself go carlos agreeing there to uh Mr
rollins see what Mr rollins's got to say to this right here been doing this long enough to be
ready for any slow or slam time i keep an eye out on trends i also don't have
all my eggs in one basket that's Yeah it's pretty smart if one thing slows
down I can they pick up on other things and you know that's
um that's a gift there Ran that's that's a gift that you have there for that and
and I'll say that it's hard to it's hard to keep all
your eggs in one basket because you know how many times are you
going to are you going to drop that basket or let that basket empty out before you realize that it's better to
be safe get a nice rotation going on have something on the back burner at all times um but it all depends on what type
of person you are how busy you want to be
well everyone I definitely do have to cut this short i got to get my son over to baseball
practice um and usually Daniel's here to take care of some things while I get my
phone calls and my text messages out or my text out while we're on the podcast but I can
hear I can hear my son not getting ready for baseball as bad as that sounds right
so I want to thank everyone for showing up i know that uh just me myself and I
today if you guys have any u little nuggets you want to add to this uh on
the recording go ahead and add to it i'm sure that you'll get some kind of response at some point
um and if you haven't already I want you to to like subscribe like not like share
uh whatever you want to do it's okay by us but we definitely appreciate you guys coming out every week um and thank you
everyone for the comments today really helped out since I was flying solo everyone have a good day thanks
again
