The MHEDA Journal - Third Quarter, 2012 - (Page 13)

ASK YOUR EXPERT ADVICE Q BOARD “Many material handing dealerships are enduring an ever-increasing number on inquiries regarding either: • Health and Safety Pre-Qualification forms with exceptional documentation and data. (For example OSHA 300 & 300A reporting, EMR rating, Drug Screening information and Background Check procedures, SIC/ NASIC Codes, Dunn’s # and Certificates of Insurance). • Written Sustainability Plans and Procedures (including details of how our respective dealerships are working to reduce our carbon footprint). Our challenge as a dealership is that the requested information is held by several different departments throughout our organizations. Any suggestions of how you manage this in your organization?” — Jim MacGregor VP Operations Toyota Forklifts of Atlanta Jerry Weidmann President Wisconsin Lift Truck Corp. Brookfield, WI We receive requests for this type of information on a regular basis. Typically, the requests are associated with a bid process for larger transactions. In our company the requests will come in through our fleet services group or one of our sales managers. The requests frequently differ and as such have to be managed based on the content of the requests. The fleet manager or sales manager acts as the quarterback for a response, but the information for the response is generally routed to specific individuals within our firm based on their area of responsibility. • Our CFO is responsible for reviewing contracts and terms and conditions. Based on his review, questions are routed to others. Our CFO coordinates the issuance of insurance certificates. • Human Resources will review information requests for background checks, training history for technicians, special training required of staff to comply with customer requests, drug screening information, etc. If we are awarded the business, compliance for these areas will be managed by our HR personnel. • Our safety manager reports to HR. Questions on OSHA reporting and EMR rating will generally be managed by our safety manager. • Sustainability plans are managed by our COO. Because these requests are not all the same, we coordinate the responses from the managers responsible for each area through our sales managers or fleet services manager. A Mark Milovich President Lift Atlanta, Inc. Decatur, GA We are a little fortunate that we are a relatively small dealership. With only two offices, we do not have much of a problem combining this information. Our controller, who oversees our accounting and HR departments, collects and maintains this information for us. When we get these types of requests from customers or potential customers, I know exactly where to go to get the information. Someone needs to take the lead on this, and I would suggest someone like your controller, who is not part of the normal everyday operations affected by OSHA regs, etc. It helps to add a level of integrity to the information if its management is kept outside of the departments that are regulated by OSHA and safety requirements. A Brad Baker Vice President Cardinal Carryor, Inc. Louisville, KY This trend will continue to grow. Our salesmen do ask as part of trial closing for a list of all required documents for the contract or to be set up and approved as a vendor. Asking may give the salesman some idea of where the order stands and will give the office people more time to gather the information. A The MHEDA Journal | Third Quar ter 2 012 13

Table of Contents for the Digital Edition of The MHEDA Journal - Third Quarter, 2012

President’s Perspective
From the Desk of Liz Richards
Ask Your Board
MHEDA Member Profile
At Work
Best of the Best Distributors
Training and Engaging Technical Talent
For a Successful Onboarding Experience… Be Prepared and Make Time for New Hires
Analyzing the DiSC Results
Help Stamp Out Budgeting
Distributor Salespeople Reveal Their Greatest Challenges
When Sales People Become Bread Men
The Why and How of Twitter
Managing Interruptions: Be Polite, Be Honest and Get to It
MHEDA Convention 2012
New Members
Spotlight on Association News
MHEDA University Calendar
MHEDA Milestones
New Products
Index of Advertisers by Product Category

The MHEDA Journal - Third Quarter, 2012