Preparing Your Wash for Winter Operations:

It’s the middle of summer, the days are long and the sun is hot.  Now is the  time to start thinking about one’s winter preparations.  Car wash operators are notorious for forgetting the nagging winter issues once the weather warms up.  The sun is a feel good prescription for the winter blues but don’t let it dash one’s memory of all the items that need to be addressed before the cold weather hits.  Taking care of these general maintenance and winter prep items will make a wash more profitable during the cold weather.  As a operator/owner, there is nothing worse than thinking – I should have taken care of this last summer!

Planning for winter can be overwhelming because of many issues that need to be addressed.  The best way to tackle all the items is to develop a plan of attack.  Many operators “claim” they have a winter preparations plan but when asked to view it they say “its all up in my head”.  As a good owner/operator once told me if you don’t have it written down, it’s not a plan.  With that in mind, one should sharpen their pencil and write down a list of items needing addressed; consider it a brainstorm session.  One’s next step is to categorize the similar items, such as, building maintenance, equipment preventative maintenance, back up supplies and lot maintenance.  The following are some common items that one should consider when developing one’s plan.   

Building Maintenance

• General Painting
•  Whether it is structural and/or concrete post guards it is a must to keep exposed items protected from winter oxidation.
• Trough Insulation
• Trough hoses freeze and break, damaging the surrounding insulation.  Many operators neglect replacing the insulation after a hose or fitting is changed.  This leaves a mess and reduces the freeze protection level, exposing the new hardware to future freeze ups.  One should take the time to look through the entire trough and replace any damaged insulation. 
• Roof
• Summer is a great time to check one’s roof for leaks and possible weak areas.  If one has a steel roof evaluate the need for a coat of sealer and if the roof is shingled look for any damaged/torn shingles.  Replacing them now will be a lot easier than when it is below freezing and water is dripping into your pump room. 
• Lighting
• Important to every wash is ample lighting.  Many operators have working lights but do not take the time to clean the glass lenses.  Dirty lenses can reduce the available light by 25% or more.  A well lit car wash improves security and will attract customers.

Equipment Preventative Maintenance

• Weep System
• Weep sensors need to be cross checked to verify they are reading the correct temperature.  Using either a handheld temperature gauge, the displayed temperature in your vehicle and/or the local weather forecast verify your sensor is with in three degrees plus or minus.  If one’s sensor is outside of this range a good investment may be to have it serviced and/or replaced.  Keep in mind if one’s sensor is in or out of direct sunlight this will affect the reading. 
• Weep control solenoids need to be checked for proper operation.  Since weep systems operate using normally open solenoids operators tend to unplug their control systems in the summer and shut the water supply off to the solenoid.  Periodically, check to make sure the solenoid is not opening and closing properly.  By shutting off the water supply for long periods of time, this creates a place for any loose debris to build up.  The resulting debris (line oxidation and/or contamination) can plug up the solenoid and create major issues when the first freeze hits.  Water flow will be restricted or stopped causing unnecessary freeze ups.   
• Floor Heat System
• Recirculation pumps should be jogged throughout the summer to keep the impellors and seals lubricated.  If the pump will not turn over, shut it off and disconnect the power at the main breaker.  Using a pair of pliers, grip and rotate the shaft.  Once the impeller is loose, turn the power back on and jog the pump.    
• Run the entire system for 30 minutes once per month – check for any leaks in the associated plumbing and proper anti-freeze level.  Check intake and discharge venting for obstructions. 
• If ones trough heat system is integrated into the floor heat system make sure to cycle it and check for leaks or suspect lines, changing where appropriate. 
• Boilers
• If one heats water year round this is a non-issue.  If one does not, follow the same plan as the floor heat system.  Run the boiler for 30 minutes once a month.  Look for leaks, check intake and discharge venting for obstructions.
• Pumps
• Depending on what make and model of high pressure pumps one has follow the manufactures guidelines for changing oil, inspecting high and low pressure seals and greasing (if required) the electric motors.  Make sure to follow the manufactures guidelines.  Over and/or under lubrication can cause sever damage to pumps and motors. 
• Vacuums
• If one does not have a extra set of vacuum bags, this is a must.  Each vacuum should have its bags washed and dried at least once before the winter season.  Using the extra set, replace one vacuum bag at a time, washing/drying the dirty ones and using them for the next and next and so on.  Always check motor and coin acceptor operations.  Fix those pesky cherry switches and/or suspect coin acceptors before it is cold.  There is nothing worse than trying to wire a coin mechanism or vacuum motor when it is snowing and blowing!
• If one has combination vacuums such as combo fragrance or shampoo/spot remover, make sure you have stocked up on your “winter”  fragrances and shampoo/spot remover
• Locks
• One of the most overlooked items to prepare for the winter time is locks.  Ironically it takes the least amount of time and effort to service.   Using either a aerosol can or oil drops, lubricate each tumbler (lock).  Make sure to work the lock several times to ensure the oil has spread throughout the lock, coating each mechanical piece.  This helps fight corrosion because the oil will naturally repel water.
• Coin Boxes
• Coin boxes are in the direct fire of moisture intrusion.  This leads to corrosion and eventual shorts inside the box.  Inspect each box for suspect wiring and corroded fittings.  Replace the corroded fittings and apply a light coat of di-electric grease to protect for the up coming winter season. 

Back Up Parts

• Swivels, Hoses and Guns
• Winter conditions are hard on swivels, hoses and guns.  Make sure one’s back up supplies are in good shape, including an appropriate level of stock.  Always keep in mind the following situation, one’s weep system fails due to loss of power, solenoid plugs and or any other reason.  If ones car wash freezes up the hoses, swivels and guns will be the “durable” items needing replaced.  The question to the owner/operator, “Do I have enough stock to get my car wash back up and running?”   Make sure one has ample stock or can re-stock quickly. 

Lot Maintenance

• Parking Lot
• The summer is a great time to tend to parking lot damage created by the freeze/thaw effect and snow plowing.  If one has a concrete or asphalt parking lot, evaluate cracks, pot holes and faded parking lot markings.  If one is not well versed in parking lot maintenance contact your local contractor to address the issues.  The cost to maintain an existing lot is considerably less than having to replace it.  Keeping your lot well maintained is a good capital cost avoidance measure.
• Snow Plowing
• Investigate the cost to sign a contract for winter snow removal.  Most contractors will give discounts for upfront deposits made in the summer.    
• Car Wash Pits
• Check your pits debris level and clean if necessary.  Secondly, don’t forget to check the parking lot interceptor.   Remember it is always easier to clean them out when they are not completely full.  If this service is contracted out, make sure to schedule it before the snow flies. 

 

After reviewing some of the basic winter preparation items, one must keep in mind that all car washes are different.  Each wash has it own special nuances which must be accounted for.  Make documented plans accordingly.  Engage the plan by assigning responsibility to a person(s) and document when the task was completed..  Post your customized plan in the pump room or most visible location. 

One’s plan does not need to be an electronic spread sheet.  A piece of paper, ruler and pencil will create the exact same plan.  Most important, complete the car wash plan before winter arrives!

National Pride Equipment would like to introduce its NEW high speed roll-up “Car Wash Door”.  Tailored for in-bay automatics and tunnels the door has many features to help owner/operators improve profitability and reduce door maintenance time.  The door comes equipped with vinyl vision panels, fiberglass wind bars, watertight high cycle motor, corrosive resistant hardware, fiberglass tracks and a bend-away system.  The panels are constructed out of puncture resistant vinyl and are heat sealed to resist rot and corrosion.  The bend-away system minimizes car damage form accidental impact.  The fiberglass tracks incorporate a maintenance free automatic reset system designed to re-align after impact for continued operation.  The “Car Wash Door” will keep overspray down, minimize heat loss, help prevent freeze-ups and keep you running during freezing temperatures.  Contact Trent Walter to discuss these and many other options.    

When I mention vacuum islands to current or potential customers, I can see the wheels in their heads turning.  Unfortunately, not always for good reasons, car wash operators consider the maintenance, vandalism and “trash” that goes along with the washes up keep. Car wash owners typically look at vacuum islands as a necessary evil, instead of seeing their true value.  Contrary to popular belief, vacuum islands are one of the most under-rated revenue generation points at car washes, vacuum islands can draw customers into your wash increasing revenue in other cost centers such as self-service bays, in-bay automatics, tunnels, pet washes… etc.  The following are concepts that could be addressed by an owner/operator to increase revenue. 

Appearance – What customer wants to use equipment that looks worn out?  Regardless of the functionality of your equipment, if it appears in bad shape, customers are going to be less likely to spend the money to use your equipment.  Proper maintenance of your vacuums should include routine changes in hoses, claws, couplers and sun faded decals.  Keep an extra hose on the shelf and rotate them out as necessary.  Cleaning the old hoses is easy, power wash them and hang to dry.  Vacuum claws can be bought for under $2 so there is no excuse for not replacing them when they are damaged.  Typical life span of vacuum decals is 3-5 years, based on weather climate and exposure to sun.  Keeping the area around your vacuum clean is just as important.  Over-filled trash cans and pop bottles laying around are a deterrent.  Don’t underestimate the eye appeal of sweeping or blowing off your lot on a regular basis. 

Functionality – As a consumer, there is nothing worse than putting money into a machine and nothing happening.  People are creatures of habit.  If they don’t get what they expect the first time they are not going to be willing to try again later.  The flip side is, if they get excellent performance and are satisfied with their expenditure, they will be back.  It is very important to inspect/test your equipment on a regular basis.  How many self-service operators are guilty of using a remote to start their bays when they wash them down? How do you know if your coin acceptor or bill acceptor is functioning properly if you don’t test them?  Same is true for vacuums, you should regularly check you coin/bill acceptors, making sure there is ample suction.  If you have a combo vacuum, test all of the functions – air machine, spot remover, fragrance, turbo vac…etc

 Maintenance – Some of the external items have been mentioned in previous sections such as hoses and decals.  Other internal items should be checked on a routine schedule, including vacuum bags, door gaskets and scent/shampoo hoses.  It is a good practice to keep an extra set of vacuum bags on site.  Based on usage, vacuum bags should be taken out, washed and dried on a regular frequency.  As you may have heard the cliché “The life of an engine is dependent on regular changing of the oil filter”, well the same is true for your vacuum motors.  Cleaning your vacuum bags is beneficiary in two ways.  One, the customer gets more suction when the bags are clean. Two, you vacuum motors will last longer since less debris is being pulled through the cloth bags into the motors.  Door gaskets can be visually inspected while you are dumping the collected debris.  If you suspect the gasket has been compromised cycle the vacuum and check the suction.  You will know right away if there is a problem.  Door gaskets are less than $6, while motor gaskets are less than $2.  Make sure you have a back-up on the shelf.  Replacing gaskets in cold weather can be difficult.  If you have one that is suspect, change it before the snow flies.  Some adhesive will not set in cold climates.  If you have a combo vacuum, it is a good habit to do visual inspection of the suction hose.  Overtime they become brittle and loose their flexibility.  Operators can fracture the lines when changing out solutions.  Make sure to take time to look them over every couple months.

  Security – This one is easy – GET A 24 HOUR SURVEILLANCE SYSTEM.  Any car wash operating in the 21st  century should have a security system.  There are very simple packages for 8,16 and 24 camera systems available for around 5-10k.  It all depends on how much coverage you want of your operation.  If you look at your total investment cost of your operations, does it make sense to not have one?  Some insurance companies offer financial breaks for washes with active systems.  If you don’t have the capital to purchase a surveillance system, the next best steps are to insure your lighting is in good condition.  It is a well knonw fact that criminals will stray away from well-lit areas.  I have visited countless washes that have proper light placement; yet half of the bulbs are burnt out and/or the lenses are so dirty the light is not as effective.  Another overlooked step is to empty your vaults on a daily basis!  If a thief breaks into one coin vault and hits pay dirt, rest assured he will continue on or come back later for more.  If he gets into the first vault and there is a minimal amount of money, he will move on.

  Vacuum Options – With all of the options available on vacuums one can easily be perplexed considering what options are right for them.  Knowing you want to get ahead of the competition down the street you have to ask yourself one simple question, “What differentiates my wash from his?”  The following are a list of options that can help drive revenue towards your wash and away from the competition.  

• Three motor vacuum
• Dollar bill acceptor
• Credit card acceptor
• Combo vacuum

The American way has always been “more is better”.  One might take advantage of that fact by installing a vacuum that has an additional charge for the use of three motors vs. two.  People will pay the up charge, thus generating you more revenue. 

As an owner you need to prepare for the future of currency in the car wash industry, one in which quarters are not allowed!  Bill acceptors at a minimum should be a standard feature on any new equipment you purchase.  Industry price points for start up on new vacuums range from $1 to $2.  You may think this is an irrelative thought, but I ask you to recall how you paid for your gas 10 years ago.  You always went inside to pay with cash.  Now a majority of customers pay at the pump.  Hence, the car wash industry is evolving away from quarters towards the use of dollars and credit cards.  This leads me into my next point, if you are installing a combo vacuum such as JE Adams Ultra 6 in 1, a credit card swipe should be in the picture.  With the options available on combo vacuums, customers are enticed to not only vacuum their car but clean the carpets, add fragrance and more.

Combo vacuums offer the customer several options.  After vacuuming the car the customer can spend more time applying a fragrance, cleaning the coffee stain on the floor mat and/or adding air to a low tire.  These choices keep them at your vacuum longer, spending more money.  Don’t forget, car wash owners are in the business of selling time!   

Island Location –   As an owner/operator your must keep traffic flow in mind when building a new car wash or installing new vacuum islands.  I would not recommend putting vacuum islands in front of self-service bays.  This blocks the flow of traffic and can cause loss of revenue in your bays.  On busy days you need to maximize profit.  If a bay is being held up by a customer vacuuming out their car, you are losing dollars every minute. Additionally, customers will spend more time if they don’t feel a pressure to move forward into the bay.  Space permitting, vacuum islands should be located out of the flow of traffic.    If you don’t have the room, locate your combo vacuums in front of low volume bays. 

On average, self-service owners generate $210/month per vacuum or $2520/year (PC&D January 2008).  The cost range of a combo vacuum is $3,000 – $6,000 based on options.  The typical self-service car wash can generate enough revenue to pay off multiple vacuums in one to two years.  With such a short payback period it is cost justified to add or upgrade your current vacuums.  As stated above, differentiating your wash from the competition will drive business directly to you!  Drawing business to your self-service bays, pet washes, in-bay automatics and other on site cost centers which benefit the owner.  Don’t look at vacuum islands as a headache but as a solid source for revenue and good investment for the future.     

With recent trends in the economy many car wash owners are focusing their efforts on cost effective ways to keep existing customers and bring in new ones.  There are several different strategies that can be used when promoting and/or marketing a wash.  Most owners are familiar with banners, signs and advertising in the paper.  Other ways to market a wash include community involvement, customer appreciation and face to face product education.  

Signs and Banners:
Banners are a cost effective way to get a new message across, such as the addition of a high end wax to an in-bay automatic or triple-foam polish to self-service bays.  As an owner one must promote all changes and/or upgrades to one’s wash.  A 3’ x 8’ vinyl banner can cost as little as $150.  Depending on the complexity of one’s company logo and additional graphics this cost can escalate.  Sticking with something simple, for example “Try Our New Triple-Foam Polish” and using a three or four color scheme will cost approximately $200 per banner. 
One might ask how a banner is going to increase their business.  A banners message draws attention and generates consumer interest, particularly, to potential new customers passing by.  If the current location they support does not have this function they will be intrigued to try it out.  It is critical to have the banner positioned properly.  One’s goal is to have as many customers passing by view the new banner.   

Once the customer is using one’s location the next key is to have the proper bay signage to both instruct and market one’s selections.  Self-service car washes should have the following signs posted in each bay.  The primary signage should be the instruction menus.  The menu should have short descriptions of products available and how the products should be applied.  Secondary signs should highlight any new products that have been added such as in-bay dryer instructions, triple-foam polish and tire dressing.   Based on the number of function, instruction menus will range in cost from $50 – $125 per bay.  Secondary signs such as triple-foam polish and tire dressing will range from $20 – $35 per sign.  Keeping in mind over signing your bays can be confusing to customers.  It can be overwhelming to a customer when he/she pulls into a bay and sees the whole wall covered with different signs.  Additionally, one may not be able to recognize any changes or new products.  When installing new marketing or instruction signs evaluate the existing signs, determine the importance of each and whether any of them could be removed.   Remember, the goal is to market and promote the new functions and/or changes. 

In-bay automatics have a few areas of opportunity.  The appropriate use of banners, menu boards and wind master signs can help increase your washes volume and average ticket price.  As in the case with self-service washes, anytime one adds a feature such as a weather guard all season protectant, wheel cleaner or triple-foam polish make sure to create and hang banners to make customers aware of the change.  Again make sure to place the banners in a location visible to passing by customers.   

Another opportunity is to define you wash packages.  One should have a menu board to help the customer distinguish the differences between each package.   If the customer does not know what the benefit of the higher end package is he/she will not be willing to pay for it.  When the customer pulls up to an autocashier and views the following menu, what information is available to make the proper choice?

Looking at the next menu one can see that each wash package is clearly defined.  The customer can see what the top package has to offer enabling them to make a more valued choice.  This not only promotes a higher average ticket but repeat business.  The customer gets what he/she expects and doesn’t leave the wash feeling mislead.
Ideally this menu should be attached to or printed as a decal for your auto cashier.  Other options include printing out the menu as an insert for a driveway windmaster sign holder or wall mount unit.  Select the option that keeps the menu in the closest visual range to the autocashier and customer.  
Education:
Over the past few years the self-service industry has seen many upgrades specifically to the appearance and function of meter boxes.   Standard eight function meter boxes are being replaced with 10 and even 12 functions.  The upgraded boxes have credit card readers, bill acceptors and fleet card systems.  Considering the magnitude of these changes, does the customer really know how to use them properly?  Better yet, do they understand their benefit?  As an owner what can be done to market and promote the changes? 

Many owners spend countless dollars to upgrade their facility but fall short on face to face customer education.  If the customer does not understand the change they will be less likely to try them out.  Even with the proper instruction signs a small portion of customers will shy away from the new products.  This is a great opportunity for one to develop both personal relationships while educating customers.  It may sound a little old fashion but time spent at your wash educating the customer on product benefits and proper use is priceless.  For example, a car wash owner spends money to upgrade his bay package to include in-bay dryer systems.  They install the units, hang the provided instruction signs and months later are upset since they are not seeing the increased profits as advertised.  Where did they go wrong?  Again, do not underestimate the benefit of going into a bay and dropping a few quarters into the meter box to demonstrate the proper use and function of a new product.  Time spent physically educating your customers is time building future equity.  Don’t forget, as a self-service owner the goal is to sell time to the customer.  The more functions they use during each visit, the more time in the bay hence, increased revenue. 

Considering in-bay automatics, is a little more difficult task.  It never hurts to help customers evaluate their selection while waiting in line.  Offer a free upgrade to the next or best package available.  Make sure to point out what the differences between the packages are and why they get more value out of the top package.  With the current economic state customers are going to be more interested in the up keep of their vehicles.  Explaining how the higher end wash packages help preserve the cars finish is a must!       

Customer Appreciation:
Another simple way to promote one’s wash is to have a customer appreciation event.   This yearly event should be centered on thanking one’s regular customers while trying to drawing in new clients.  Typical events are held over the weekend giving the customers discounted wash rates.   Make sure to supply food items such as pop, chips, pop corn and hot dogs.  Don’t over complicate the event, just keep it simple and focus on face time with customers and showing them your appreciation.   

Community Involvement:
Many car wash owners over look being involved with their local communities. Involvement with rotary or local kids groups can help to promote one’s wash through association.  Committed long term customers are typically involved in local fundraising groups.  One’s association with these groups can help to drive up your regular business.  People are willing to help those who are giving back to the community.  Volunteering one’s wash for a local fundraiser is a diamond in the rough.  Short term one may be set back a few dollars for chemicals and utility costs.  Long term one has drawn in new clients which may not have tried the wash under regular circumstances.  Secondly, you are supporting a good cause and helping out the community.  With economic times being as tough as they are, reaching out to one’s community will go a long way to increasing business and build a loyal customer base.   

The marketing of one’s wash will continue to evolve as time goes on.  The aforementioned items just begin to scratch the surface of marketing and promoting one’s wash.  There is no right or wrong ways to go about this heavily discussed topic.  Rather more and less expensive ways to go about implementing the tasks.  At the end of the day any opportunity exercised or efforts put towards promoting/marketing one’s wash is a good investment.