Reporting cycle
From the month-end extract to the covering note on the aftersales table.
This is the standing rhythm for the aftersales board pack. Occupancy reviews and one-off briefings skip the later months; they still begin with the same honesty about what the files can support.
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Agree the contents list
Before any file arrives we write down which labour codes count as productive, whether courtesy-car movements belong in occupancy, and whether bodyshop VINs stay out of the aftersales pack. Dual-franchise yards get two columns from month one if the clocks are already split.
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Walk the bays once
Helen or Callum spends a half-day at the workshop. The aim is to see how advisors open a job card and how technicians clock waiting time. We do not rearrange the diary. We do wear whatever PPE your induction requires.
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Receive the month-end extract
Closed repair orders, clocking, parts attached to customer-pay work, and the open campaign list. If Monday batch-closing is your habit, send the extract after that close, not before, and we will print the lag.
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Draft to the aftersales manager only
The first issue of a new engagement, and any month with a code shock, goes to the named aftersales contact. They correct misclassified internals. The board does not see a draft full of our guesses.
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Issue the pack on the standing weekday
Covering note in plain English, then the tables. A thirty-minute call in that week for exceptions: a recall dump, a snow day, a technician on long-term leave. We do not add a new chart because a meeting felt dull.
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Keep the contents list still
Year-on-year columns only work if January’s occupancy means the same as July’s. If you add a franchise or a valet building, we reopen the list rather than silently stretching the old one.
If you are not ready for a monthly date
Commission a service bay occupancy review or a throughput study first. Those visits often show whether the clocking file can support a pack at all. When it cannot, we will say so rather than sell a standing weekday.