HVAC installs sometimes come with surprises. Some of them are good, like when you have a really nice customer who buys you lunch or leaves you a generous tip. But HVAC installs can also come with plenty of bad surprises, like a defective part, not enough space to install the unit, an incorrectly sized platform top for the new equipment, payment misunderstandings, and running out of materials. The good news is that we can eliminate a lot of those bad surprises with proper planning.

Of course, proper planning is easier said than done. But if you can create a checklist that’ll walk through every major step of the install from the proposal to the beginning of the actual install, you can save yourself a lot of heartache.  

Identify the Big Chunks of the WHOLE Install Process

You probably imagine an install in a few main phases: remove old equipment, install the new, test, start up the equipment, and commission it. Think even bigger than that. Where does the install REALLY start?

With the first site visit and proposal.  

That may be DAYS before the install actually takes place, but you’re gathering crucial information that’ll save a lot of heartache: measurements, detailed site photos, and awareness of potential obstacles.

Even on the day of the install, there are prep phases. We always prepare at the shop (such as loading up the truck and checking supplies), and our teams have a pre-install huddle at the site.

When you build out your checklist, use these big, broad phases as your headings. It’ll probably differ a bit by company, but at Kalos, we have these four:

• Sales Call
• Day/Night Before
• Before Leaving the Shop
• On-Site Pre-Install Huddle

When you build a checklist, those will be your headings. When you check all the boxes under one heading, you’ll know you have everything you need to check off the next set. 

Identify the Biggest Pain Points

Our residential installers sat in a room and rattled off the biggest problems with our installs, and we put them on a whiteboard. It’s not an exhaustive list, but some of the big pain points were:

• Coordinating heavy lifts
• Bushes and condenser access
• Improper measurements
• Last-minute platform replacements
• Missing parts
• Defective parts out of the box

Of course, we have seen more problems with defective equipment out of the box over the last few years, but the rest can be solved by having a solid plan.

Write down every common problem during installs. To help brainstorm, think about the things that cause:

• Delays
• Rework
• Scope changes
• Callbacks

Write them all down. It’s okay if you have a long, messy list. We’ll make sense of it later.

Turn Pain Points Into Action Items

Now that you know what you’re trying to avoid, think about HOW you can avoid those. Write down the preventative measures.

Let’s look at our team’s examples:

Coordinating Heavy Lifts

Look at the job photos and your team. Figure out how you need to leverage your combined strength or this particular job.

Bushes and Condenser Access 

Document obstacles at the first site visit, including bushes or other existing units, by taking pictures. If there is no way around bushes, ask the homeowner if you can cut them back on the day of the install.

Improper or Incomplete Measurements 

Take thorough measurements on the day of the first site visit. Include the following:

• Existing unit dimensions
• Clearances (such as between the condenser and the wall)
• Total available space (such as in a closet)
• Platform size

Last-minute Platform or Plenum Adjustments 

Take photos of the platform and plenum condition. Share measurements during the first site visit and state in writing whether a replacement is needed or if there are space challenges.

Missing Parts

Check to make sure you have everything before you leave the shop (or account for missing truck stock in advance). This applies to common materials, like wire nuts, and add-ons, like surge protectors.

Organize and Sequence the Action Items Under Your Headings

Now, you put the action items under the headings where they belong. Here are some examples:

Sales Call

• Take complete measurements
• Take photos of platform and plenum condition
• Take photos of condenser access
• Note any access challenges (e.g., gates, bushes crowding condenser install space, etc.)

Day/Night Before

• Review the proposal to understand the scope
• Check to make sure there are enough common materials on the truck (wire nuts, brazing alloys, PVC primer and glue, PVC fittings, etc.)

Before Leaving the Shop

• Coordinate heavy lifts
• Check to make sure you have the large materials/upgrades on the truck (line sets, breakers, surge protectors, etc.)
• Make sure all equipment in the box is there
• Make sure any add-ons work (e.g., UV light ballasts), if possible

On-Site Pre-Install

• Hold the safety meeting
• Verify measurements from the sales call
• Verify condition and needs for electrical infrastructure, platforms, and ductwork
• Verify access points and obtain access when needed

Again, that’s not an exhaustive list and may be different for your company, but we have a sequence of task “buckets” we can implement at clear points in the pre-install process. If you need, you can go a step further and sequence the individual tasks under each heading (such as verifying access points before the safety meeting during the pre-install).

All you have to do now is turn those bullet points into a checklist. Print one out for each job or keep a few laminated copies that you can mark up with a dry-erase marker and reuse. 

What Does This Accomplish?

Checklists can be annoying or feel like extra work. But having a clear template and taking an extra 15–30 minutes to plan out your install up front can save you a lot of time in the long run, specifically in trips to the shop or even callbacks. 

When you’re not scrambling back to the shop to get a material you’re missing, making unexpected platform adjustments, or dealing with callbacks from other jobs, you can take your time on the things that matter: brazing leak-free joints, doing a standing pressure test for a full hour at the right pressure, making sure the pitch on the drain line is right, and so on.

P.S. — You can also watch our video covering pre-install items and common pain points.