0–30 Days: Foundation, Setup & Organizational Structure (Expanded Guide)
Primary Goal: Build the structural backbone, systems, and early rhythms that enable a Commercial/Fleet/Government (CFG) department to launch quickly, operate leanly, and scale efficiently.
SECTION 1: Define Department Mission & Objectives (Days 1–3)
In the Foundation Setup & Organizational Structure phase, this section clarifies the department’s purpose, objectives, and intended beneficiaries.
1.1 Clarify Your Mission Statement
Your mission should speak to:
- Serving local business, fleet, and government customers
- Providing specialized configurations and uptime-focused solutions
- Becoming a long-term partner, not just a sales vendor
Example: “Deliver fast, accurate, and reliable commercial vehicle solutions that maximize uptime, support business growth, and drive long-term partnerships with local fleets and government agencies.”
1.2 Set 12-Month Objectives
Define what success looks like:
Volume Goals:
- 15–25 units/month by Month 6
- 150–250 units/year, depending on PMA size
Gross Revenue Goals:
- Healthy blended PVR
- Back-end focus: warranties, maintenance plans, commercial accessories
Fixed Ops Goals:
- Increase RO count by 10–20% within 12 months
- Establish 15–30 fleet PM contracts
- Raise the absorption contribution significantly
1.3 Identify Your Core Customer Segments
Break your PMA into segments:
- Trades (HVAC, plumbing, electrical, telecom)
- Delivery/logistics
- Service companies
- Municipal & government entities
- Rental companies
- Landscaping & construction
- Medium-duty & specialty segments
This segmentation dictates everything from inventory to prospecting.
SECTION 2: Organizational Structure & Role Definition (Days 1–7)
Commercial success requires a player-coach model up front to keep costs low.
2.1 Establish the Hands-On Commercial Leader
One person must own:
- Account acquisition
- Quote creation
- Inventory plans
- Upfitter coordination
- Deliveries
- CRM
- Customer follow-up
This leader must be someone who is:
- Hands-on
- Comfortable in the field
- Organized
- Process-driven
- Not a desk jockey
2.2 Draft the Initial Role Responsibilities
Primary Responsibilities:
A. Sales & Prospecting
- Daily outreach
- Field visits
- Discovery conversations
- Quote generation
B. Inventory & Ordering
- Initial selections
- Maintaining aged inventory reports
- Managing pipeline orders
C. Upfitter Management
- Weekly WIP updates
- Price negotiation
- Delivery coordination
D. CRM & Reporting
- Building account lists
- Tracking quote activity
- Forecasting commitments
E. Delivery & Follow-Up
- Ensuring vehicles are clean, upfitted correctly, and presented professionally
- Executing a fast follow-up after delivery
2.3 Prepare Future Staffing Framework
You do NOT hire them now — but you define what comes later.
- Commercial Sales Rep #2
- Admin/Title/Billing Support
- Dedicated Driver/Jockey
- Fleet Service Advisor
- BDC Support (optional)
This makes growth predictable and planned.
SECTION 3: Infrastructure Setup (Days 3–10)
This is where the operational “machine” gets assembled.
3.1 CRM Setup for Commercial Business
Retail CRM setups do NOT work for commercial.
You must build:
- Custom pipelines:
- New lead
- Initial contact
- Discovery
- Pending quote
- Quote sent
- In negotiation
- Ordered
- Delivered
- Follow-up cadence
- Account tags:
- Trade type
- Fleet size
- Renewal cycle
- Priority level
- Government vs private
- Reminder systems:
- Semi-annual fleet reviews
- PM service reminders
- Renewal cycles
- Expiring leases
- Account birthdays (fleet purchase cycles)
3.2 Build Reusable Templates
These save massive time and ensure professionalism.
- Quote template
- Build sheet/spec sheet template
- “Needs analysis” questionnaire
- WIP (work-in-progress) tracking sheet
- Delivery checklist
- Email sequences for outreach
- Service introduction script
- Government sales introduction template
3.3 Establish Dealership Internal Alignment
Meet with:
- Service Director
- Parts Manager
- GM
- Controller
- Title/Billing Clerk
- Lot Manager
- Upfit coordinators
Purpose:
- Clarify the commercial process
- Define new workflows
- Set communication expectations
- Set timelines for delivery readiness
This prevents chaos later.
SECTION 4: Build Your Top 100 Target Account List (Days 5–15)
This is the heartbeat of the first 90 days.
4.1 Identify Local Businesses in Your PMA
Use:
- Google Maps
- Chamber of Commerce lists
- Local business directories
- Industrial parks
- Construction zones
- Upfitter referrals
- DOT registries
4.2 Prioritize Using Commercial Scoring
Criteria:
- Fleet size
- Current vehicles
- Purchase cycles
- Age of fleet
- Type of industry
- Proximity
- Estimated need
4.3 Build the Account Profiles
For each business, record:
- Key decision-makers
- Fleet size
- Vehicle applications
- Current pain points
- Budget season timing
- Upfitting requirements
- Competitors they buy from
4.4 Load Everything Into CRM
Every account begins with:
- A task
- A call
- An email
- A drop-in
- The next step
This is the core pipeline that drives the entire 180-day plan.
SECTION 5: Establish Upfitter, Vendor & Partner Relationships (Days 10–20)
Your ability to deliver the appropriate configurations quickly is a significant competitive advantage.
5.1 Meet All Relevant Upfitters
Categories include:
- Utility body
- Service body
- Reading/Knapheide
- Dump body
- Flatbeds
- Ladder racks
- Shelving
- Refrigeration
- Towing/beds
5.2 Negotiate Processes & Pricing
Clarify:
- Standard price sheets
- Turnaround timelines
- Access to chassis pools
- Status update cadence
- Floorplan rules (who carries units during upfit?)
- Delivery expectations
- Warranty processes
5.3 Establish Communication Rhythm with Upfitters
- Weekly check-in calls
- WIP report (shared spreadsheet)
- Estimated completion dates
- Photos of finished units
- Immediate delivery scheduling
This prevents delays, miscommunication, and aging.
SECTION 6: Inventory Strategy & First 30 Days of Stocking (Days 10–30)
The initial inventory is lean, strategic, and fast-turning.
6.1 Choose Your Initial Stock Mix
Recommend a focused first batch of:
- Light/Heavy Duty work trucks (XL)
- Cargo vans (130/148)
- Small upfit-ready cutaways
- Basic service bodies
- Basic dumps
Avoid exotic units that age immediately.
6.2 Set Up a 180-Day Rolling Order Plan
Even before unit #1 is sold, you must:
- Project demand
- Align with OEM ordering windows
- Build a monthly order rhythm
- Track allocation
- Review upfit timing/constraints
A Commercial Department cannot survive on random one-off ordering.
6.3 Implement Inventory Controls
To prevent aging:
- Set maximum age standards
- Track days-to-turn by segment
- Create liquidate-and-reinvest rules
- Build relationships with dealers for trades
This protects the floor plan and ensures profitability.
SECTION 7: Begin Initial Outreach (Days 15–30)
This is your soft launch before the complete 31–60-day outreach phase begins.
7.1 Light Prospecting Campaign
The goal is to start conversations, not to sell aggressively.
- 10–15 calls/day
- Basic introduction emails
- 5–10 drop-ins/week
- Deliver a commercial leave-behind packet
7.2 Focus on Discovery Conversations
Ask:
- What they use now
- What they like/dislike
- How old their vehicles are
- What their next cycle looks like
- Upfit needs
- Service expectations
7.3 Early Quote Activity
Even if the quote is simple, create and track it.
Quotes serve as:
- Needs analysis tools
- Relationship openers
- Pipeline builders
- Trust builders
7.4 Introduce Key Stakeholders
Introduce:
- Service
- Parts
- Upfit coordinator
- Lot manager/delivery specialist
To show professionalism and structure.
SECTION 8: End-of-30-Day Evaluation & Adjustments
At Day 30, review:
Activity Metrics
- # of accounts added
- # of contacts made
- # of quotes generated
- # of onsite meetings
- # of Upfitter relationships established
Infrastructure Review
- CRM functioning?
- Inventory aligned correctly?
- Templates refined?
- Department communication in sync?
Next 30 Days Priorities
Set goals for:
- Outreach volume
- Inventory adjustments
- Quotes-to-orders path
- Upfitter scheduling
- Deeper prospect segmentation
Ready to Turn Your Commercial, Fleet & Government Strategy into Measurable Growth?
You’ve seen the 180-Day Blueprint Overview—a proven, step-by-step roadmap for building a high-performance Commercial, Fleet, and Government department from the ground up. This blueprint is designed to take your dealership from foundational setup to full market penetration, predictable processes, and long-term profitability.
However, fundamental transformation happens when the plan is implemented correctly.
Don’t attempt to do this alone.
I work directly with Dealer Principals, COOs, GMs, and Commercial Directors to implement each phase of the 180-Day Blueprint, ensuring alignment across sales, inventory, upfits, F&I, and Fixed Operations—so the strategy turns into measurable results.
If you want faster execution, fewer costly missteps, and a department built to scale, let’s talk.
Schedule a call today, and let’s implement your 180-Day Blueprint together.
