Before the first snow.
Agree on the plan.

A site map is more useful than a vague promise.

Snow and ice management begins with understanding the property. A parking area, a public entrance, a loading dock, and a narrow walkway have different access needs. Mark the areas included in the proposed service and identify the areas retained by another party. A clear map helps everyone understand the expected work.

Set service priorities.

• Entrances, walkways, accessible routes, and emergency access.
• Loading and delivery areas.
• Parking areas and traffic circulation.
• Snow storage locations and areas that must remain clear.
• Restricted spaces, sensitive surfaces, and drainage concerns.

Confirm which areas take priority when several locations need attention at the same time.

Discuss triggers and service windows.

The proposal should explain how service is initiated, what conditions are monitored, and how work is scheduled. Discuss overnight operations, early opening times, deliveries, and changes in occupancy. Avoid assuming that two providers mean the same thing by a “snow event” or “ice visit.”

Clarify responsibilities between visits.

Ask who monitors the property during operating hours, how changing conditions are reported, and who authorizes additional work. Weather, traffic, drainage, and temperature changes can alter conditions after a service visit. No provider can guarantee that an outdoor surface will remain permanently free of hazards.

Agree on communication and records.

Identify the property contact, dispatch route, and escalation process. Discuss what service records will be available and how issues should be reported. For a portfolio, keep site instructions separate so a shared contact list does not replace the details needed at each building.

Connect winter care with the rest of the property plan.

Entrance matting, litter cleanup, exterior condition, and routine cleaning can all affect how a building operates during winter. Review the interfaces between providers and keep the scope clear. Explore exterior and seasonal property care or see coordinated facility services.