The 180-Day Blueprint Overview
0–30 Days: Foundation, Setup & Organizational Structure
Goal: Build the foundational structure, strategy, and processes BEFORE selling volume.
Framework:
1. Define Department Mission & Objectives
- Clarify target segments (small business, trades, fleet, gov, rental) as part of our 180-Day Blueprint Overview.
- Set 12-month unit target and revenue expectations.
- Identify internal success benchmarks (e.g., repeat accounts, upfit partnerships).
2. Organizational Structure & Roles
- Assign a hands-on Commercial Leader (player/coach).
- Clarify responsibilities: prospecting, quoting, inventory, CRM, and deliveries.
- Begin crafting job descriptions for future hiring phases.
3. Infrastructure Setup
- Configure CRM with Commercial tags, pipelines, and prospect lists.
- Create basic templates: quote, spec sheet, delivery checklist.
- Set up email sequences for business outreach.
4. Build Your Top 100 Target Account List
- Identify local businesses by industry segment.
- Prioritize by need, fleet age, and purchase cycle.
- Add to CRM with activity tasks.
5. Establish Upfitter & Vendor Relationships
- Meet with body companies, service providers, and vinyl/graphics vendors.
- Align on turnaround times, pricing, and workflow.
6. Inventory Strategy – The First 30 Days
- Decide the first 20–40 units to stock (or reassign).
- Focus on fast-turning vocational configurations.
- Nothing exotic — pure utility.
Output: A fully structured but lean commercial operation ready to begin controlled outreach and early sales cycles.
31–60 Days: Initial Launch, Prospecting, & Early Sales Cycle Development
Goal: Begin active outreach, quote activity, and first written deals.
Framework:
1. Launch Prospecting Rhythm
- Daily: calls, emails, field drop-ins.
- Weekly: 50–75 meaningful business contacts.
- Track all activities in CRM.
2. Build Early Quote Volume
- Begin quoting simple units first (pickups, cargo vans, dumps).
- Quote with speed + accuracy to build trust.
3. Create Your Commercial Sales Process
- 7 Steps:
- Needs analysis
- Application discovery
- Spec confirmation
- Quote preparation
- Presentation
- Delivery
- Post-sale follow-up
4. Strengthen Upfitter Systems
- Begin actual work in progress (WIP) tracking for units at upfitters.
- Document timeline expectations with each vendor.
5. Build Service & Parts Integration
- Meet with Service Director to create:
- Fleet PM package options
- Commercial check-in lanes
- Dedicated fleet advisor path
- Uptime scheduling protocol
6. Start Developing Your Fleet Account Library
- File: all contacts, business cycles, compliance needs.
- Set renewal reminders for future fleet cycles.
Output: Consistent prospecting, increasing quotes, early orders, and the first real operational rhythm.
61–120 Days: Operational Stability, Core Accounts, & Process Refinement
Goal: Build sustainable momentum, refine systems, and generate consistent monthly unit sales.
Framework:
1. Refine Inventory Based on Actual Demand
- Review first 60 days of quote activity and reorder accordingly.
- Increase stock of configurations that turn quickly.
- Begin ordering 90–180 days ahead (rolling order strategy).
2. Establish 10–20 Anchor Accounts
These accounts:
- buy repeatedly
- trust your turnaround
- feed into Fixed Ops
Build a cadence:
- Monthly calls
- Quarterly fleet review meetings
3. Strengthen Internal SOPs
Document:
- Quote SOP
- Delivery SOP
- WIP tracking SOP
- CRM SOP
- Upfitter coordination SOP
- Government lead handling
- Dealer trades for commercial units
4. Introduce Government Sales
- Attend local gov meeting schedule.
- Register with state/local bid systems.
- Assemble bid response toolkit (templates, compliance docs).
5. Expand Fixed Ops Integration
- Launch or refine PM contract program.
- Build a commercial-exclusive service path (or after-hours drop).
6. Evaluate Staffing Needs for Next Phase
- Consider adding 1 sales rep as pipeline grows.
- Outline requirements for part-time or full-time Commercial Admin.
Output: A department gaining traction, generating repeatable processes, reducing inefficiencies, and building accounts with long-term potential.
121–180 Days: Scaling, Hiring, KPI Tracking & Full Market Penetration
Goal: Move from “functional” to high-performance with measurable metrics and scalable infrastructure.
Framework:
1. Implement KPI Dashboard
Track:
- Units sold (new + commercial)
- Gross PVR and blended profit
- Inventory days-to-turn
- % repeat business
- Quote-to-order ratio
- Aged inventory %
- Upfitter timeline metrics
- Service RO volume from commercial customers
2. Bring on Supporting Staff (As Needed)
- Commercial Sales Rep #2
- Commercial Admin (shared or dedicated)
- Lot/delivery coordinator (part-time → full-time)
- Align pay plans to department goals
3. Expand Inventory & Order Planning
- Increase unit volume with confidence.
- Broaden segment offering:
- Utility bodies
- Dumps
- Cutaways
- Transit upfits
- Municipal-ready units
4. Deepen Key Account Penetration
- Formal account review meetings
- Offer lifecycle planning
- Quote upcoming budget cycles
- Expand into:
- Local fleet
- Government
- Medium-duty opportunities
5. Create a Low-Cost, High-ROI Marketing Plan
- Email sequences
- Targeted LinkedIn outreach
- Local trade organizations
- Industry networking events
- Fleet service-only promotions
Output: A fully functioning commercial department with scalable systems, predictable sales, repeatable processes, and expanding market penetration.
181 Days & Onward: Optimization, Expansion & Long-Term Profitability
Goal: Turn the department into a refined, predictable, highly profitable business unit.
Framework:
1. Strategic Expansion
- Add segments:
- Government
- Rental/towing
- Medium duty
- Fleet management partnerships
- Expand PM + maintenance contract sales.
2. Multi-Year Order & Inventory Program
- Plan for 12–24 months.
- Lock in allocation with OEM representatives.
- Control floorplan through better turning velocity.
3. Advanced Government Sales
- Bid-writing specialization
- Cooperative purchasing
- Multi-year RFP programs
- Municipal fleet takeover campaigns
4. Full Fixed Ops Alignment
- Increase:
- Tech hours
- RO count
- Commercial tire business
- Fleet accounts under PM service
- Integrate commercial checkout lanes and fleet service specialists.
5. Leadership & Team Development
- Training program for new hires.
- Ride-along evaluation templates.
- Monthly coaching & performance reviews.
6. Long-Term KPI Expansion
Track:
- Absorption contribution
- Fleet PM contract penetration
- Annual account retention
- Upfitter partnership ROI
- Lifetime value per fleet client
Output: A mature, profitable, predictable Commercial Fleet Department integrated across all dealership operations, especially Fixed Ops.
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 delivers 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.
