Jumpstart Your Dealership's Efficiency: Begin the Organization Process Today

Posted By: Johnathan Aguero Dealer Education,

blackpurl guest blog dms

Guest Blogger:  Johnathan Aguero, Blackpurl, Inc.

If you own or manage a trailer dealership, you're no stranger to the challenges of running a successful business. Staying on top of inventory, managing staff, and ensuring a good customer experience can be challenging tasks. But what if we told you that the key to unlocking your trailer dealership's true potential lies in one simple concept: organization?


In this blog post, we'll explore the importance of implementing an effective organization process in your dealership, provide practical tips and checklists to help you get started, and suggest organization goals to achieve.

Assess Your Current Situation:

Before taking action, it's crucial to have a clear understanding of your dealership's current operations. Taking a step back and evaluating different aspects of your business will provide valuable insights to guide your organizational efforts and let you know where to focus first.

  • Inventory: Evaluate stock levels, tracking methods, and ordering processes.
  • The Shop: Assess work order flow, technician productivity, and technician efficiency.
  • General Staffing: Review employee roles, responsibilities, and training
  • Customer Experience: Analyze customer interactions, feedback, and overall satisfaction.
  • Sales Workflow Efficiency: Identify areas where double-entry happens, people or processes are creating a bottleneck, and other areas for improvement.
  • Dealership Software/Platform (DMS or DMP): Review how well you are using it, ease of use, modern connectivity.

Define Your Objectives:

With a solid grasp of your current situation, it's time to set clear objectives for the process of getting organized.

For example, consider goals around customer wait times, fewer mistakes per week, increased sales, technician efficiency, and increased employee retention.

By using SMART goals, you'll ensure that your time is spent on specific, measurable, and attainable targets.

  • Make objectives SMART: Specific, Measurable, Achievable, Relevant, and Time-bound
  • Align goals with your dealership's overall mission
  • Prioritize goals based on urgency and potential impact
  • Communicate the objectives clearly to your team

Develop a Plan:

Once you have your objectives in place, it's time to create a detailed plan to achieve them. Involving your team in the planning process is essential, as their buy-in and understanding of the plan will contribute significantly to its success.

  • Break down objectives into smaller, manageable tasks
  • Assign deadlines and responsible parties for each task
  • Involve your team in the planning process and encourage input
  • Create a visual representation of your plan, such as a Gantt chart or a project timeline

Delegate and Empower:

Effective delegation is a critical component of any successful organization process. By delegating tasks to your team members and empowering them to take ownership of their responsibilities, you can ensure that everyone is working efficiently and collaboratively towards your objectives. This not only frees up your time to focus on higher-level tasks but also fosters a sense of accountability and pride among your staff.

  • Clearly define roles and responsibilities for each team member
  • Match tasks to employee strengths and expertise
  • Encourage collaboration and teamwork
  • Provide training and resources to support employee growth and success
  • Ensure user permissions are correctly set in your Dealership Management Software


Implement Efficient Systems:

 Efficient systems are the backbone of a well-organized dealership. By evaluating your existing systems and identifying areas for improvement, you can streamline operations, reduce errors, and enhance overall efficiency. Implementing new systems or optimizing existing ones will ensure that your team is working in harmony and that your dealership runs smoothly, allowing you to focus on delivering exceptional customer experiences and driving growth.

  • Evaluate existing systems, such as your dealership management, CRM, in-dealership messaging, accounting software
  • Pay special attention to your DMS/dealership management platform as it’s the single source of truth for your operation
  • Research and implement new systems or optimize existing ones
  • Provide training and support for employees to adopt new systems
  • Monitor system performance and address issues promptly

Establish Clear Communication Channels:

Effective communication is essential for successful dealership organization. By establishing clear communication channels, you can ensure that your team is well-informed and understands their responsibilities, as well as how their tasks contribute to the dealership's overall objectives. Open and transparent communication fosters a sense of unity and collaboration within your team, enabling everyone to work together effectively towards shared goals.

  • Schedule regular team meetings to discuss progress, challenges, and updates
  • Implement an internal messaging platform or email system for quick communication
  • Encourage open feedback and be approachable
  • Celebrate successes and recognize individual and team achievements

Monitor and Adjust:

As you implement your organization plan, regularly assess your progress and adjust your strategies as needed. Monitoring your progress allows you to identify areas where your plan is succeeding and areas that need improvement, ensuring that your dealership continues to evolve and grow. By remaining open to feedback, you can create a dealership that thrives in a competitive market.

  • Regularly assess progress toward objectives using key performance indicators (KPIs).
  • Collect feedback from your team and customers to identify areas for improvement.
  • Adjust strategies and systems as needed.
  • Create a culture of continuous improvement and new ideas.

As you embark on your organization journey, remember that leveraging technology can greatly enhance your efforts and streamline your processes. In the next section, we'll discuss the impact a dealership management software can have on your organization process.

A Dealership Management Platform (DMP)often called DMSis a powerful tool that can greatly facilitate and enhance processes in your dealership. This type of platform integrates all aspects of your dealership's operations, streamlining processes, improving customer service, and providing valuable decision-making insights.

 Integrating a management platform into your organization can have a significant impact on your trailer dealership's efficiency, profitability, and overall success.

Here’s how a dealership platform helps:

  • Centralized Data Management: A DMS consolidates your dealership's inventory and transaction data in one centralized location, making it easily accessible for all team members. This enables you to make informed decisions based on real-time data, improving the effectiveness of your organization process.

  • Streamlined Inventory Management: Easily track and manage your inventory, ensuring that you have the right products on hand to meet customer demand. Automated reordering and accurate stock level tracking help to optimize your inventory turnover and minimize costly errors. Bonus: identify the most profitable and in-demand products in your inventory.

  • Better Customer Management: A management platform allows you to track and manage customer quotes, open jobs, and history, helping you to deliver personalized experiences and strengthen customer relationships. By understanding your customers' needs, you can tailor your process to provide exceptional service and increase customer loyalty and referrals.

  • Accelerated Sales: A DMS streamlines the sales process, from quoting to finalizing transactions. It will be quick to find the right items for a customer and give them a faster, easier check out experience. It can also enhance the professionalism of your document presentation.

  • Improved Service Scheduling and Performance Tracking: Simplify service scheduling, ensuring that you make as much profit as possible in service. Additionally, you can easily track technician performance, allowing you to identify areas for improvement and provide targeted training and support.

  • Seamless Integration with Third-Party Platforms: A DMS can often be integrated with other platforms you may use, such as ecommerce platforms, accounting platforms, or customer relationship management (CRM) tools. These integrations allow you to get more done in less time.

  • Comprehensive Reporting: Most dealership management software options provide dealership-specific reporting tools, enabling you to understand your performance. With this sort of reporting, you can identify trends, monitor progress, and make data-driven adjustments to your organization process as needed.

 Organizing your dealership may seem at first like a daunting task, but with a solid plan, a commitment to organization, and the checklists provided, anyone can do it.

Ultimately, no matter the tools and systems you've got in your toolbox, it's time to dive in and start the organization process today. By putting in the elbow grease and getting organized, you'll watch your trailer dealership prosper.

Jonathan Aguero will be speaking at the 2023 NATDA Trailer Show.  Check out his sessions: The Future of Selling (Panel Discussion) and The Path to Organization (view show schedule here).  And don't forget to visit BlackPurl in the Expo Hall at booth #631.

About Blackpurl

 Blackpurl is designed to be simple, powerful, and connected, making it the perfect choice to facilitate organization. By leveraging Blackpurl's cloud-native and user-friendly platform, you'll be able to manage your inventory more effectively, provide better customer experiences, and get more done with the team you have.

 Contact Blackpurl today to find out how it can be a game-changer in streamlining your processes and driving growth in your dealership.


Guest posts and comments represent the diversity of opinion within the light to medium-duty trailer industry. The views and opinions expressed in these articles are those of the author and do not necessarily reflect the official position of the North American Trailer Dealers Association who shall not be held liable for any inaccuracies presented.