Our industry is built upon excellent customer service based on consistency, organization and attention to detail. Well-organized route service trucks are required to fulfill these goals.

Question: Our company is in need of a plan to have each of our service trucks carry not only the same equipment but have that equipment stored in the same place on each vehicle. What are your suggestions?

Answer: Organization ensures efficiency. In a route business, time is a primary concern. The idea of creating a standard list and location of supplies, parts, tools, safety equipment and required documents on each service vehicle should be a high priority for PROs.

While the specific details of each vehicle will be slightly different (based on the make and model of each truck), please use these ideas as general guides and adapt them as needed to the specifics of your fleet.

Organization of truck cab

Route service technicians spend the majority of their time in the cab. It must be well-organized with safety being the prime objective. Here are some suggestions for this critical space:

• Store the current proof of insurance card above the sun visor on the driver’s side. This critical paperwork is often requested by various officials.
• Have secure areas to place cellphones, notebook computers and similar equipment so that they do not move, slide or fall while traveling.
• Have the necessary charging equipment for electronic devices secured and stored close by.
• Behind the passenger seat, store a fully stocked and frequently inspected first-aid kit. 
• Be aware of the location of the fire extinguisher and ensure that it has a current inspection date clearly posted and visible. Most importantly, the fire extinguisher must be secured to the vehicle.
• Safety Kit — many PROs will have a small bag with a strap or handles to carry PPE such as a hard hat, safety glasses, gloves, reflective safety vest (although some companies require drivers to wear these at all times).
• Handles on the safety kit are secured in the passenger seat by the passenger seat belt. If a second passenger is inside the truck, the kit can be stored on the floor between their feet and the door.
• Control Book — contains various documents and information that is occasionally needed such as:

    – Daily completed “Truck Pre-Check Inspection Form.”

    – Current DOT Vehicle Inspection Form.

    – Duplicate copy of insurance card.

    – Any required waste hauler permits or wastewater treatment approval documentation. 

    – Necessary company required blank forms that may be needed while on route. For example, “Incident Report Form,” “Spill Report Form,” or similar documentation.

    – Company address, phone number and other contact information.

    – Cellphone numbers of managers, office staff and fellow drivers. In the event that a cellphone loses power — or is lost altogether — contact with the appropriate team members can still take place.

   – Can be stored behind the passenger seat for easy access. It is recommended that the book cover be brightly colored so it is easily spotted in the truck (bright red is a popular color). Some PROs will use a flexible file to store these documents and then fold to fit into the glove compartment.

• Driver’s personal items — generally a small cooler or insulated bag for water and food — secured by passenger seat belt or strap. These items should be removed at the end of each day.

Truck storage areas

Generally, the driver’s side work box(es) would carry service supplies such as toilet paper, paper towels, labeled spray bottles of cleaners and related items needed on each service stop.

The passenger side work box(es) generally carry supplies, parts and tools that are used less frequently. A few tips from PROs that we have received over the years include:

• Extra unit parts — a toilet seat, extra door latches, toilet paper rods and locks.
• Small toolbox — hammer, screwdrivers, pliers, rivet gun with rivets.
• Extra unit strap — in the event that one of the two straps breaks or is lost.

These items should be frequently inspected to confirm their presence, and quantities are available when needed.

Other suggestions

Some PROs designate a specific team member to stock the route service trucks at the end of the day and include truck organization as part of that process. In this way, the driver who is assigned that particular vehicle on the next route day — whether the regular driver or another team member is familiar with the location of all pertinent documentation, equipment and supplies on that vehicle. 

We also recommend documenting the truck organization plan for training, for reference and for future updates and improvements.

Another idea that has been shared in the past is creating one checklist to inspect both the truck and the supplies content. This form combines the DOT Pre-Trip and Post-Trip Inspection Reports with an OSHA Safety Checklist and the truck organization checklist. One inspection of the entire vehicle from front to back and from side to side, ensures that the truck is ready to safely and properly run the daily route.   

FINAL THOUGHTS

Consistency and organization are keys to a successful business. By adopting practices where service vehicles are properly stocked and maintained, customer service will exceed expectations.