If you’re going to invest in an in-house mechanic role, you want to make sure their time is being used in a productive manner.
“For us, in the early days there were days where mechanics might not have something to work on,” says Kevin McHale, principal of McHale Landscape Design, Inc., based in Upper Marlboro, Maryland. “You have to expect that when you first start the program, but pretty quickly it changes to where you never have enough mechanics.”
Danielle Padilla, president of Padilla Group, Inc., based in Brentwood, California, notes that if you don’t have enough repairs and services to fill at least 30 hours a week, it’s best to find a team member on staff who can work as a part-time mechanic.
The Power of Preventive Maintenance
While originally, you may hire a mechanic to help with repairs, shifting their focus to preventative maintenance can make a huge difference in your overall efficiency.
Nelson Alvarado, director of fleet and asset strategy for Russell Landscape Group, headquartered in Sugar Hill, Georgia, says they are working toward a more preventive maintenance-focused model. Currently, their mechanics spend about 50% of their time on preventive maintenance and 50% on repair work on mowers and small engines.
McHale has a similar 50/50 split in the type of work they are doing.
“If you set up a good schedule with preventative maintenance, the PM program can always keep a mechanic busy if that’s your first mechanic,” McHale says. “I think that’s where the ownership and managers need to be involved: commit to it, that you’re going to keep this person busy and that you’re going to grow your company, and as you grow it, this person is a great investment to have. You may not see immediate returns, but if you do it right and you plan properly, you definitely will see a return.”
Padilla notes that their repairs are minimal since most of their equipment is new and they switched to electric. She says they do their preventive maintenance on a monthly and quarterly basis.
Creating A Productive Work Schedule
Your mechanic’s work hours should be scheduled to support your operations. Jake McHale, fleet manager of McHale, says their mechanics work from 6 a.m. to 2:30 p.m.
“The early start really helps with the downtime,” Jake McHale says. “We can get in 30 minutes to an hour before any of the crews arrive, and have a couple of preventive maintenance services done and their trucks ready to go by the time the guys get there instead of having the guys waiting around for their vehicles to be ready to go. We can also use that time in the morning before the crews arrive to address any issues that may have come in overnight.”
Alvarado says they also have staggered shifts with coverage starting from 6 a.m. through the afternoon. During peak season, overtime may occur from time to time.
Padilla says because her part-time mechanics also work on crews, their schedules are slightly different, working from 2:30 p.m. to 6 p.m. on weekdays and 7 a.m. to noon on weekends as needed.
Have a Clear Workflow
It’s also critical to create a viable workflow for your mechanic so things don’t slip through the cracks.
“Without strong processes, work orders, and accountability, it’s easy to lose visibility into what the mechanic is working on and whether priorities are being addressed effectively,” Alvarado says.
Part of that workflow should include tracking the maintenance history and repair costs of individual assets. At McHale, they have a tracking system that allows them to evaluate whether it is still worth repairing a specific piece of equipment. Jake McHale says they try not to go over 40% in repairs compared to the cost of replacing it.
Padilla says they used AssetTiger to track costs in the past and now they are switching to Aspire’s Equipment module.
“We always compare the cost of the repair to the value of the machine,” Padilla says. “We review the costs in the system, we know the current value of the equipment, and we look at how often it’s breaking down.”
She says if a piece of equipment keeps breaking, they will also make sure it’s not a crew issue where they need retraining rather than replace the machine.
Another element to having productive mechanics is knowing when it is best to still outsource a repair. Alvarado says they will still send major engine and hydraulic repairs out to specialty shops.
“Our mechanics create the most value through preventive maintenance, equipment inspections, inventory control, and day-to-day operational support,” Alvarado says.
Additional Job Functions
Even though your mechanic’s main focus should be on keeping fleet and equipment maintenance on track, don’t overlook some of the other areas where they can assist as well.
“Mechanics can help with facility-related tasks, equipment inspections, inventory management, air filters, shop organization, and other operational needs,” Alvarado says. “The key is having a clear workflow and priorities.”
McHale says their mechanics help with everything from changing light bulbs in the office to accepting deliveries and loading trucks.
“We’ve always been able to lean on mechanics,” Kevin McHale says. “Having someone there at the office capable has been really beneficial.”
McHale’s mechanics are also able to fabricate elements as needed.
“We find ourselves oftentimes fabricating pieces for landscape jobs that they might not be able to find anywhere else,” Jake McHale says. “Myself and one of my lead technicians have a lot of experience with welding and fabricating, and we take on the challenges with open arms because it’s a good change of pace and generally, we’re never too busy to help the company make money.”
Ultimately, the ROI generated by an in-house mechanic is driven by how intentional you are about the role. The more proactive the position becomes, the easier it is to prevent downtime and maximize their time.
