Snow and Ice Management Playbook 2024-2025
The "Snow and Ice Management Playbook 2024-2025" provides facility managers with a comprehensive, data-driven guide to adapt to increasingly unpredictable winter conditions—highlighting the 2024-2025 season's record-low snowfall in the Midwest, unexpected snow in warmer regions, and emphasizing agile planning, budgeting, technology adoption, professional partnerships, and continuous training to ensure safety and operational continuity.
The 2024-2025
Snow and Ice Management Playbook
How to Prepare, Respond, and Thrive in a New Winter Reality
Table of Contents
Introduction: Navigating the New Winter Landscape .....1
Chapter 1: Understanding the 2024-2025 Winter Outlook .....2
Chapter 2: Developing a Comprehensive Snow and Ice Management Plan .....4
Chapter 3: Budgeting for Winter Operations .....5
Chapter 4: Embracing Technology and Sustainability.....7
Chapter 5: Partnering with Professional Snow Removal Services .....9
Chapter 6: Continuous Improvement and Training .....10
Conclusion: Proactive Planning for Winter Success .....11
Introduction: Navigating the New Winter Landscape
Winter is no longer the predictable season it once was. Facility managers now face a landscape marked by erratic snowfall patterns, unexpected temperature swings, and shifting storm behaviors. These changes challenge traditional snow and ice management strategies, demanding a more agile and informed approach.
This guide offers a comprehensive overview to equip you with the tools and insights necessary to navigate this evolving winter environment. By leveraging data-driven strategies and embracing proactive planning, you can ensure safety and maintain operational continuity during the winter months.
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Chapter 1: Understanding the 2024–2025 Winter Outlook
Climate Trends and Regional Impacts
The 2024-2025 winter season underscored the evolving nature of winter weather, marked by unprecedented variability and extremes. From record-low snowfall in some regions to severe cold snaps in others, the season highlighted the critical need for facility managers to adopt agile and proactive strategies.
• Record-Low Snowfall in the Midwest: Chicago experienced its <u>least snowy winter in 88 years,</u> with well below normal precipitation and snowfall.
• Unexpected Snowfall in Warmer Areas: In January 2025, a rare winter storm brought snow to typically warmer regions: <u>Southeastern Texas and southwestern</u> <u>Louisiana experienced their first-ever blizzard warning</u>, while Milton, FL, recorded 10 inches of snow – the most ever documented in Florida’s history.
• Severe Cold Waves Across the US: Beaumont, TX set an all-time monthly record low of 11°F, while Baton Rouge, LA recorded a low of 7°F. <u>Wind chills in parts</u> <u>of the Midwest</u> dropped to as low as -54°F, posing significant risks to public health and infrastructure.
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warmer regions: Southeastern Texas and southwestern
Snow Removal
These shifting patterns necessitate a more dynamic approach to snow and ice removal. Facility managers must be prepared for sudden weather changes, regional disparities in snowfall, and the need for adaptable response strategies.
• Embrace Flexibility: Develop adaptable response plans that can handle both unseasonal warmth and unexpected cold snaps.
• Invest in Real-Time Monitoring: Utilize advanced forecasting tools and real-time data to make informed decisions quickly.
• Prioritize Sustainability: Adopt eco-friendly practices in snow and ice management to mitigate environmental impact and align with evolving regulations.
Lessen supported clients through these extremes by completing over 78,000 work orders across 48 states during 12 snow events – a reflection of the increasing demand for fast, coordinated, multi-site service. Unpredictability is the new normal: facility leaders who adapt will be best positioned to manage risk and control costs no matter what the weather brings.
Chapter 2: Developing a Comprehensive
Snow and Ice Management Plan
Snow and ice don’t wait for convenience, they demand preparation, coordination, and a tested game plan. From assessing vulnerabilities to aligning teams and technology, the following will help ensure your facility can respond swiftly and safely when the weather hits.
Facility Assessment and Risk Identification
Conduct a thorough assessment of your facility to identify high-risk areas prone to snow and ice accumulation. Focus on entrances, walkways, parking lots, and loading docks. Evaluate the infrastructure for vulnerabilities, such as inadequate drainage or uneven surfaces, which could exacerbate winter hazards.
Prioritization and Resource Allocation
Establish a hierarchy of areas based on their criticality to operations and safety. Emergency exits, main entrances, and high-traffic zones should receive immediate attention during snow events. Allocate resources, including personnel and equipment, accordingly, to ensure efficient response times.
Clear Communication Protocols
Create detailed protocols outlining the procedures for snow and ice removal before, during, and after weather events. Include guidelines for equipment usage, de-icing methods, and safety measures. Ensure clear communication channels are established among staff, contractors, and stakeholders to facilitate coordinated efforts.
By identifying vulnerabilities, aligning priorities, and establishing clear communication protocols, facility teams can minimize disruption and maintain operational continuity throughout the season.
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Chapter 3: Budgeting for Winter Operations
Budgeting for snow and ice management goes beyond trucks, salt, and labor. It 's about building a financial plan that accounts for both direct and indirect costs of keeping your facilities safe and operational during the winter months.
| Direct Costs | Personnel | Wages, overtime,and training for staff involved in snow removal. |
|---|---|---|
| Direct Costs | Equipment | Purchase, lease,or maintenance of snowplows,spreaders,and other machinery. |
| Direct Costs | Materials | Procurement of de-icing agents,sand,and other consumables. |
| Direct Costs | Contingency Funds | Reserves for unexpected severe weather events or equipment failures. |
| Indirect Costs to Consider | Internal Coordination Time | Facility managers and operations teams often spend dozens of hours per season chasing vendor responses,clarifying service scope,or managing miscommunications. |
| Indirect Costs to Consider | Liability and Risk Exposure | Delays in service or incomplete clearing increase the likelihood of slip-and-fall incidents,leading to costly claims,legal fees,and insurance complications. |
| Indirect Costs to Consider | Productive Disruption | Improper or late snow removal impacts access to sites,disrupts customer flow,and reduces operational continuity. |
| Indirect Costs to Consider | Reputation Damage | Missed service windows or poorly executed work can affect a customer's experience at your location and affect brand trust and reputation. |
Leveraging Historical Data
Use past seasons to build smarter forecasts.
Lessen-managed sites found that during the 2024- 25 season, deicing services accounted for 68% of total snow-related work orders and 54% of total snow removal costs. Meanwhile, plowing made up 32% of work orders but drove 44% of total costs-a clear indication that different service types carry varying financial weight. Across all managed properties, the average cost per snow event was $362.Cost efficiencies weren't achieved by simply reducing service frequency they came from faster vendor mobilization stronger customer support,and less downtime for facilities teams and businesses.
2024-2025 SIM Season
| Service | % Work Orders | % Total Cost |
|---|---|---|
| Deicing | 68% | 54% |
| Plowing | 32% | 44% |
Average cost per snow event: $362
Average cost per snow event: $362
Chapter 4: Embracing Technology and Sustainability
The right tools and platforms can mean the difference between a seamless snow response and operational chaos. By leveraging smart technologies and adopting sustainable practices, facility teams can enhance visibility, reduce environmental impact, and improve service speed across every site.
Technology-Driven Efficiencies
• GPS-enabled equipment for precise deicing and service tracking
• Autonomous snowplows to address labor shortages and improve consistency
• Live dashboards and route optimization software that reduce fuel use and delays
• Predictive analytics and historical data to forecast resource needs and prepare for regional storm patterns
Lessen TM , which provide automated service alerts,
• Mobile apps and reporting platforms like One by <sup>TM</sup> Lessen, which provide automated service alerts, timestamped reports, and before-and-after documentation for compliance and transparency
Lessen-managed sites experienced a 33 minute average snow/ice response time to address service requests when necessary at all times of day.
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Sustainable Snow Management Solutions
• Brine and organic-based deicers that reduce runoff pollution and landscape damage
• Electric-powered snow equipment that lowers emissions and noise in sensitive areas
• Heated pavements and permeable surfaces that naturally mitigate snow and ice buildup, reducing reliance on chemicals
Embracing tech-driven and sustainable snow management isn’t about replacing people – it’s about empowering teams to work smarter, faster, and more transparently. As the stakes rise each winter, facilities that leverage the right tools will be the ones that stay ahead of the storm.
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Chapter 5: Partnering with Professional Snow Removal Services
Managing winter operations at scale requires more than just reacting to
snowfall – it demands trusted partnerships with service providers who
understand the stakes. Facility teams must align with reliable, qualified
vendors who can deliver consistent performance under pressure to
protect your properties and reduce liability, complaints, and
unplanned costs.
Selecting Qualified Contractors
When outsourcing snow and ice removal, choose partners with proven experience, proper certifications, and a commitment to sustainable practices. Confirm they have the necessary equipment and personnel to meet your facility’s specific needs. Around-the-clock service availability is a must to receive rapid response no matter when a storm hits.
Contractual Agreements and Service Level Expectations
Establish clear contracts outlining the scope of services, response times, de-icing procedures, snow pile locations, documentation standards and performance metrics. Define expectations for communication, reporting, and accountability to ensure alignment between your facility’s requirements and the contractor’s capabilities. Incorporate measurable service level agreements (SLAs) to ensure accountability and consistent performance. Include penalty clauses for non-compliance to confirm vendors adhere to your winter readiness standards.
In an unpredictable winter landscape, aligning with qualified, accountable service providers is one of the most effective ways facility teams can safeguard their operations, reduce risk, and maintain tenant trust when it matters most.
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Chapter 6: Continuous Improvement and Training
Winter preparedness doesn’t end with the final snowfall – it evolves with each season. Facility teams that prioritize reflection, training, and benchmarking are better poised to reduce future risks and improve operational performance year over year.
Post-Season Review and Analysis
Conduct a comprehensive review at the end of each winter season to assess the effectiveness of snow and ice management strategies. Analyze incident reports, budget adherence, and stakeholder feedback to identify areas for improvement.
Staff Training and Development
Invest in ongoing training for staff involved in winter operations. Stay updated on the latest best practices, safety protocols, and technological advancements to enhance the team’s proficiency and preparedness.
Benchmark Your Success
Continuous improvement starts with clear benchmarks. Lessen clients who conducted annual reviews saw a 91% proactive service execution rate – meaning the vast majority of services were completed without the customer having to call for a service request. This not only reduces internal coordination time but also builds trust through reliability. Use metrics like service completion rates, incident reports, and cost per event to evaluate performance season over season. Comparing your results to similar properties or industry averages can uncover actionable opportunities for cost savings, operational efficiency, and better vendor accountability.
The best winter strategies are never static. By committing to continuous improvement, your team can build resilience, reduce costs, and elevate service delivery no matter what winter brings next.
Conclusion: Proactive Planning for Winter Success
Effective snow and ice management is a critical component of facility operations, directly impacting safety, accessibility, and business continuity. As winter becomes more unpredictable, facility managers can navigate the season with greater confidence and resilience by planning proactively, leveraging data-driven strategies, and adopting innovative technologies and sustainable practices.
Lessen helps multi-site operators do just that. From intelligent weather tracking and detailed service reporting to a vetted national network of snow removal professionals, Lessen delivers a responsive, transparent, and accountable winter service at scale. Backed by dedicated 24/7 support, performance data and predictive analytics, property teams gain the visibility and control they need to reduce risk and stay ahead of every storm.
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Ready to simplify your snow and ice removal operations?
Connect with our team at <u>[email protected]</u> or visit lessen.com/snow-and-ice-management to connect with our Sales team and discuss how Lessen can support your snow and ice management strategy.