Pickup Process for Temporary Fence Rental Companies

Removing temporary fencing efficiently and timeously is just as important to customer satisfaction as delivery and setup.

Companies expect their fencing to arrive on time and be picked up on schedule. While delivery delays may have a more noticeable impact, removal delays can also impact a client's bottom line.

Companies can be charged if they do not clear an event space on time. The start of a customer's next job can be delayed if personnel must stay behind until the temporary fencing is removed.

An efficient temporary fence removal process can help fence rental companies reduce costs, protect equipment, and satisfy customers. The following guide discusses critical steps in fence removal.

Step 1. Prepare for Pickup  

Before arriving to remove temporary fencing, businesses should use a pre-pickup checklist to ensure they have the right equipment for teardown and transport. They will also want to confirm removal instructions and schedules.

Confirm Schedules

Pickup dates should be included in any rental contract; however, schedules can change. Checking with the client before the pickup date and time can minimize disruptions. If there is a removal window, confirm the start and end times.

Finalizing pickup instructions with a customer can avoid misunderstandings. For example, some locations may have restricted hours, limited access, or security clearance requirements. Even nature can impact a pickup schedule. Storms can down power lines or make roads impassable.

Communicating with customers during a pre-pickup check can help avoid disruptions and delays, improve efficiencies, and reduce costs.

Collect Equipment

Identify the equipment needed to remove a temporary fence. What tools are necessary to remove panels? Are racks available to transport panels on location? Pulling equipment beforehand minimizes potential damage and wasted time.

Frantically grabbing equipment as a team rushes out the door can lead to unwanted damage to equipment and property. It also increases the odds that a critical tool is left behind, making the removal less efficient. It may even require someone to make a trip to bring the tool to the removal site.

Removal equipment may include rakes, shovels, or other landscaping tools. Gravel may need to be smoothed. Adverse weather conditions may require ground management tools to move mud or debris. Having the right tools can improve efficiency and lower costs.

Step 2. Manage Pickup Schedules

For new fence rental companies, managing pickup schedules may not be as crucial if they only have one or two jobs a week; however, the number of weekly jobs will increase as business grows.

Coordinating multiple daily pickups suddenly becomes central to profitability. Poor resource allocation can lead to increased costs, potential delays, and lower efficiency. 

Optimize Schedules

Look at the fence rental size and the site's location for a given date. Estimate how long it will take to remove and transport the temporary fence at each location. Then, assign a priority. For example, a job with a two- to three-day pickup window may have a lower priority than one that must be removed in the next 24 hours.

Finally, look at the transit time to and from each location. Is it possible to consolidate pickups to reduce travel time? How can the pickups be assigned to minimize mileage? Just as trucking companies use scheduling software to maximize their return on investment, rental companies can evaluate the most cost-effective routes for fence removals.

Keep Clients and Teams Informed

Preparing a daily delivery schedule with estimated arrival times lets removal teams know which jobs to complete and in what order. The schedule should also highlight special instructions, such as gaining access, to avoid delays once a crew arrives.

Finalize pickup arrangements with clients, including an arrival window to ensure they are available when a team arrives. Be sure to remind clients of any tasks they must complete before removal begins and indicate the crew will contact them at least 30 minutes before arrival.

Step 3. Onsite Pickup

Fence rental companies should have a pickup checklist for teams to ensure all tasks are completed and equipment is handled to minimize damage. They should also ensure that teams have been trained on the safest ways to disassemble and transport fencing.

Disassemble Temporary Fences

Removing temporary fence panels is different from post-driven fences. Crews should be trained to disassemble mesh and panel fencing appropriately. Knowing the best methods for removing fencing minimizes damage and extends the fencing's usable life.

Remove the clamps from the panels first; following that, stands and bases for a more efficient and safe process. Training should include multiple ways to remove fencing because not every site will have the perfect environment for fence removal.  

Use Transport Racks

Disassembling fencing is the first step in removing a temporary fence. Transporting the fencing to another site or storage facility is the second. Unless panels are secure, they can shift during transit, causing damage. Using racks designed to move panels minimizes the risk of in-transit damage.

Storing temporary fence panels on racks reduces wear and tear. Wheeled racks allow employees to relocate panels in storage without manually handling individual panels. They can extend the usable life of temporary fencing.

Step 4. Closeout Procedures

Documented closeout procedures ensure consistent customer experience and protect rental companies from equipment loss or customer complaints. A listing of the delivered components can be used as a starting point for verifying inventory.

Take Pictures

The delivery team should have pictures of the site before and after installation. Make the digital images available to the pickup crew for comparison. Any damage should be documented with pictures before removal begins.

The removal crew should take photos of the site and fencing upon arrival and before any removal is started. These before and after photographs document the site and fence conditions in case of disputes.

Inventory Equipment

The delivery crew should have verified that the items listed on the order were left at the customer's site. Pickup crews should have a copy of the verified list to ensure all components are returned.

Receive Customer Sign-off

Closeout processes should require the client or designee to review and sign off on the closeout paperwork. The client sign-off means that the site is in acceptable condition and clear of all equipment. 

Conduct Final Inspection

The pickup team should walk through the area one last time, ensuring no equipment is left behind. Before leaving, they should take a final set of photos to document the site's condition after the job is completed.

Strengthening Customer Relationships Post-Pickup

The personal touch goes a long way in building customer loyalty. Craft a “Thank You” email to send a client a few days after pickup and include a link to a website evaluation for customer feedback. If calling the customer, use the website evaluation format to gain feedback. Consistent data collection makes it easier for data analytics to provide insights.

Loyalty programs improve customer retention rates. A 2024 study by Merkle found that a well-designed loyalty program has an 84% impact on a customer's decision to remain with a brand. For many, loyalty programs foster engagement and emotional connections that influence buying decisions.

Rental companies should also use follow-up conversations to highlight their other products and services. Offer recurring order placement for customers with annual or ongoing events. Instead of waiting for clients to call, rental companies can contact clients to confirm a new order based on the last one. The service removes one task from an event planner's checklist.

For more ideas on growing your business, check out our guide with actionable tips to expand your customer base and increase profits.