How a Small Crew Delivers Million-Dollar Results Through Communication, Quality & Customer Service
Introduction
Kevin Gray takes us behind the scenes of managing a 5-person asphalt paving crew during an unexpectedly extended season. As temperatures stay mild and projects keep flowing, discover how this lean team delivers million-dollar results through exceptional communication, laser-focused quality control, and unwavering customer service.
Episode Highlights
Team Leadership & Culture
Operational Excellence
Customer Experience Engineering
Strategic Planning
Growth Management
1) Team Leadership & Culture
Text crew members the night before with exact meeting locations, required equipment, and job specifications to prevent morning confusion
Keep detailed checklists for each crew member's equipment location and morning responsibilities
Hold 10-minute planning sessions at start of each job to review drainage, grades, and potential challenges
Create winter contingency plans with each crew member, including snow removal opportunities and unemployment options
2) Operational Excellence
Start Valvoline projects at 4am to complete demo, grade work, and base layer before business hours
Position dump trucks in specific locations around the lot to minimize paver stopping time
Schedule jobs in 2-3 day clusters in same geographic area to reduce transportation time and costs
Complete equipment maintenance checks daily instead of weekly due to no central repair facility
3) Customer Experience Engineering
Walk the property with customers before project start to identify and mark all drainage points
Provide detailed timeline of project phases including exact times for lot section closures
Take photos of completed drainage tests showing water flow to document proper installation
Call customers 3 days after project completion to check satisfaction and address any concerns
4) Strategic Planning
Track equipment repair costs in detail - replace when monthly repairs exceed 15% of replacement cost
Review CRM quarterly for job type patterns to guide equipment purchase decisions
Plan 2025 growth around 3-man prep crews separate from paving crews to increase daily job capacity
Maintain $25,000 emergency equipment repair fund during peak season
5) Offseason Planning for Asphalt Paving Companies
Group 3-4 small jobs (under 5 tons) on same day within 5-mile radius
Require 50% deposits on all jobs over $10,000 to maintain cash flow
Keep crew size at 5 until reaching consistent $200,000 monthly revenue
Build 2-hour buffer into daily schedules for equipment issues or weather delays
Whether you're running a large paving operation or just starting out with a small crew, this episode provides actionable insights for maximizing your team's potential. Kevin's experience demonstrates that success isn't just about crew size or equipment - it's about strategic planning, clear communication, and unwavering commitment to quality. As we head into winter planning season, these lessons become even more crucial for contractors looking to build sustainable, profitable operations.
Resources
Connect with Kevin:
on LinkedIn: linkedin.com/in/kevgray
thru email: kevin@paveitforwardllc.com
Connect with Phil:
on LinkedIn:
thru email: phil@mirrormvp.com
PASER Manual: PASER Manual
Residential PDF Slide Deck: Residential Slide Deck
Commercial PDF Slide Deck: Commercial Slide Deck
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