I'm going to propose that you do now what took me years to do: get your shop (and even yourself) organized. I'll be the first to admit that for a long time, I stood by the adage that “chaos is a byproduct of being busy,” and I would always cast off any notion that organization would reflect positively on the bottom line. If anyone challenged my environment, I would be quick to respond, “It's this way because we're busy, and that's a good thing.” Boy, was I wrong. It turns out that being organized contributes positively to the net income, without a doubt. The problem was that I was partially correct in that when you’re busy, there is more garbage, replaced parts, and tools lying around. That much is true. But if you begin with organization and follow it through the process, the “messes” you make are short. I'll admit that it is a lifestyle change; it doesn't happen overnight. If you're already one who considers your shop and person to be organized, I applaud your efforts. Even if you are that person, I'll cover some topics to make sure you're where you should be and maybe even shed some light on some tools and tricks to improve what you have.
A bit about my background is in order so you understand where I'm coming from. I've been in the collision repair field for quite some time. I've held roles briefly in the insurance arena and shop management, but most of my time was spent as a technician up until I went into training. The few shops in which I worked gave little insight into how other shops operate. The time I spent as an insurance appraiser gave me only a glimpse into different shops. My latest endeavor has been doing assessments and delivering training all over the country. This has afforded me the opportunity to couple my many years of experience as a technician/manager with the ability to spend enough time in all different sizes of shops in all parts of the country in rural and urban locations. This has given me a unique perspective. The most interesting thing I think worth noting is that all who have wondered or used their setting as an excuse can rest easy in this advice. The most important thing I've learned is that no matter the size, age, or location of a shop, organization is a key ingredient in the most successful operations. I'm not necessarily defining success in dollars but rather in the quality of life. The “dollars” are important; don't misunderstand me on that point. I will argue that organization will typically improve your bottom line. I've lived it and reaped the benefits myself. I've witnessed countless others do it, as well.
A focus on tools
At this point, I need to break down organization into two areas. Shop and personal. They have similar positive effects, and when done together they will enhance each other. I'll address each and give examples of how to begin the journey. I'll start with the personal aspect and cover the shop side after. In a collision repair shop, there are typically a few separate areas or functions. Within each “area,” there are typically different people in roles. Some smaller shops, and even large ones, for that matter, may have a person performing functions in different areas of the shop. Personal organization knows no limits, nor does it have minimum requirements. As an example, in the shop, technicians mostly work from toolboxes, tool carts, or both. As a technician, one of the most helpful things I did to get organized was to invest in tool racks for sockets, wrenches, pliers, and other hand tools. This was only after many years of throwing all my most-used tools into the top of my cart and subsequently digging for each particular tool when I needed it. I was the “I know where everything is” respondent whenever questioned about my madness. I'll admit that I wasn't smart enough to take the leap of organization on my own. It was actually a fluke of sorts. I had recently purchased a new tool cart, and for the first time in my career, it had a fold-up side shelf on it. It was at that time I decided to invest in the hand tool organizers. The result was that all of my most commonly used tools stayed in their proper place when not in use. The tools in use for a particular job or for the day ended up on the side shelf. When the job or day was over, the tools were easily returned to the rack. Simple, right?
It took many years for this old dog to learn that new trick. Personal organization can transfer to the refinish department, office, detail, and any other component of a shop. It doesn't have to be every second of the day, but an organized person is more apt to get more done with less effort. A refinish technician should be more proficient with an organized masking or prep station. An estimator, repair planner, or production manager will be more efficient, as well, with an organized workspace, whether that is in the office or by using a station out in the shop to write repair plans while accessing the OEM information needed. No shop will realize full or even better efficiency if the people who work there are not organized.
On the shop floor
That brings us to the topic of shop organization. Let me recap this important point. Neither size nor location matter when addressing this conversation; there are many ways a shop can get organized or improve upon what they currently have. Some are low-cost solutions, and others require an expenditure.
I probably hit a nerve with that last suggestion. I completely understand what you may be thinking. It's a hard pill to swallow to spend money when you can't see an immediate tangible result. I can only imagine the shops I train in that haven't jumped on the organization bandwagon think it's only possible for deep-pocket large corporations. I promise you that is not the case. More often than not, it's the privately-owned, single-location shops that have been benefiting from organization, as well as large dealerships, independents, and MSOs. I do see it in shops large and small, regardless of location, though.
One of the first steps is to assess what the shop layout is and plan an improvement strategy. I realize you work in the environment each day, but approach it as if you are an outsider walking into the shop for the first time. Imagine yourself as a parts cart salesman and convince yourself the implementation of your product will reap rewards, but you must first set up the shop so that they work as intended.
Is there a staging/storage area for the carts when not in use at the vehicle? Typically, the carts are used for teardown/blueprinting and then moved into the parts-receiving area to be loaded with parts as they are received. One of the key takeaways to be successful in this approach is to implement the changes and stay the course. Most big changes take time. With cart usage, make sure they are being utilized as intended, not as permanent storage racks that never move.
There are low-cost solutions to increase shop organization. One way is to have designated areas for equipment. An example would be having all welders (STRSW, MIG/MAG, and plastic) staged in one location in the shop. If space allows, it is best to store them in the same area as the A/C machines, dent-pulling equipment, or any other piece of large mobile equipment. This serves a couple of different functions. Foremost, it allows the technicians to quickly assess what equipment is available when needed. It also keeps the machines out of harm's way when not in use, as well as having one central location to monitor their condition and keep related consumables nearby. Machine-condition assessments are also performed more quickly when they’re stored together. The designated area is also a highly visible location for safety-related posters/signage.
Taping or painting the floor layout is a great way to promote a better flow through the shop, as well as promoting safe practices such as designated walkways, refuse-collection areas, and any other location identifications.
When you think about our business and the equipment we use daily, there are several associated unsafe components. We deal with high-voltage electricity, compressed air, extension cords, water, and maybe even open flames. I won't even get into the personal safety aspects such as heavy objects and all the other possible scenarios for injury. An organized shop can help minimize those risks. Organization can also help reduce the risk of damage to customer vehicles or to the shop.
Once you have your shop organized, it's time to look in the mirror. I speak mostly to those out in the shop, but with a little common sense applied, most of my suggestions carry over into the office. As I wrote in the beginning, I was not the most organized technician for most of my career. There are tools and equipment out there to help those of us with organizational issues. One of the most fundamental ways one can improve one's life in the shop is with tool organization.
There are several quality products on the market designed to increase organizational efficiency in a toolbox/cart. There are purpose-built carts for parts storage, masking, body repair, and even estimating/repair planning. I would suggest taking note of your air-supply system and looking outside the box to see if another product may help in your quest to increase efficiency. Fastener and product bins or shelves can contribute to the goal.
I hope I have given you some starting points to consider before beginning your journey. I will contend that it is not a straight or short path, but the effort will be rewarded. Consistency is key to making organization work. Everyone must be on board, and sometimes that takes time. Your leadership is what matters here. Lead by example and make the investment. It will pay dividends in many ways, if done correctly.
