A signed snow removal contract can create a sense that winter is handled. But the contract is only part of the plan.

Commercial properties are complex operating environments. Every site has its own traffic patterns, tenant schedules, accessibility requirements, loading areas and risk points. If those details have not been worked through before the first snowfall, they tend to surface during an active storm.

In Ontario, snow- and ice-related injury claims are subject to a 60-day written-notice requirement under the Occupiers’ Liability Act. That requirement is one reason documentation, accountability and service records matter from the moment an incident occurs.

The better approach begins before the season. Walk the property, establish priorities, define service triggers and agree on how work will be documented. For portfolio managers, that means setting a consistent winter standard across every property while accounting for the operational realities of each site.

Here are seven questions every property manager should be able to answer before winter arrives.

1. Which areas need to be cleared first?

“Clear the property” is rarely precise enough.

An office building may need its parking entrance and main pedestrian route open before employees arrive. A distribution facility may prioritize loading bays and truck access. A multi-residential property will have different concerns, including accessible entrances, waste collection points and routes used by residents throughout the day.

Priority areas should be identified in advance and reflect how the property functions at different hours.

2. Are the service expectations clear?

Terms such as “prompt service” leave room for interpretation. A strong winter plan defines what triggers service, when work is expected to begin and what condition the property should be left in.

Property teams should understand:

• When plowing and de-icing services are activated
• Which areas are included in the scope
• How service changes during prolonged or back-to-back storms
• What happens while snow continues to fall
• Which services may result in additional costs
• Clear expectations give facility teams a reliable reference when tenants or occupants have questions.

3. Has the winter plan been documented and walked with the right people?

A detailed site plan creates one shared source of truth for everyone working on the property. It should identify priority zones, snow-piling locations, muster points, fire-department access and other critical areas, ensuring the plan remains clear even when personnel change.

The pre-season walkthrough should then bring together every stakeholder affected by snow operations. Security, facilities and shipping and receiving may have very different priorities. Understanding those realities upfront allows the contractor to resolve conflicts, balance operational needs and build them into the plan before the first snowfall.

4. Where will the snow go?

Snow storage is often treated as a problem for later in the season. By then, the best locations may already be full.

Snow piles can reduce visibility, block parking, interfere with loading operations and create drainage problems. The plan should identify where snow can be safely stored, how much capacity the site has and the threshold for off-site removal.

These decisions protect circulation, parking and sightlines throughout winter.

5. Have pedestrian movement and accessibility been considered?

Winter plans often get built around vehicles. But entrances, sidewalks, ramps, stairs and the connections between parking areas and buildings are used on foot by people with a wide range of mobility.

The objective is a continuous, usable route through the property. Clearing individual areas is not enough if the connections between them remain difficult or unsafe.

6. How will communication work during a storm?

Property teams should know who is monitoring conditions, when crews have been dispatched and what work has been completed.

Before the season, confirm:

• Who the primary contact is
• How service updates will be shared
• How urgent issues will be escalated
• What reporting will be available
• Who can approve additional work

A clear process helps property teams respond confidently and reduces the need to chase updates during a storm.

7. Does the contractor have the capacity to deliver the plan?

A proposal may describe the right service. The next question is whether the contractor has the people, equipment and contingency planning to deliver it consistently.

Property managers should understand how crews and equipment are allocated, what backup capacity exists and how priorities will be managed during a regional storm when every property requires service at once.

For portfolio operators, consistency matters as much as capacity. Service standards, reporting and escalation processes need to work across every site. Contractors commit their winter resources well before the forecast changes, particularly for larger or more operationally complex properties.

Winter readiness is an operating decision

Snow removal affects access, tenant experience, business continuity and the workload placed on property teams. Across a portfolio, small gaps in planning can quickly become recurring operational problems.

A well-prepared winter program combines consistent service standards with a clear understanding of how each property needs to function. Priorities are established. Responsibilities are understood. Service is documented. Escalation paths are in place before they are needed.

The first snowfall should put that plan into action, not reveal what was missed.

Strathmore works with commercial property owners and managers to plan and deliver snow and ice management across individual properties and multi-site portfolios. Our teams combine pre-season site planning, operational capacity and clear reporting to help properties keep moving throughout winter. Learn more at strathmore.pro.