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Kevin Gray
Nov 162 min read

Leadership Lessons from the Front Lines and Extended Season Success

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

  1. Team Leadership & Culture

  2. Operational Excellence

  3. Customer Experience Engineering

  4. Strategic Planning

  5. 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:


Connect with Phil:



PASER Manual: PASER Manual

Residential PDF Slide Deck: Residential Slide Deck

Commercial PDF Slide Deck: Commercial Slide Deck




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