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Ultimate Guide to Hiring HVAC Technicians: Finding, Training, & Managing

Ultimate Guide to Hiring HVAC Technicians: Finding, Training, & Managing

September 4, 2018

Kindra K., Marketing Coordinator

Having a hard time finding good technicians? You’re not alone. The country’s  unemployment rate is the lowest it has been in half a century, and  fewer young people are going into skilled trade work. But don’t lose hope. Quality folks are out there. And, this guide is full of tips to help you find them, hire, train, and manage a successful team.

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Finding HVAC technicians

First, let’s look at a couple of traditional ways companies find skilled technicians.

Placing job ads

Place ads in local newspapers, on job sites, and hanging fliers in supply houses. This used to be the easiest way to get the word out to experienced candidates looking for a job. Nowadays, however, most skilled workers are already employed and not necessarily looking. With fewer skilled technicians on the market, you might need to employ other tactics in addition to the ads to ensure you have the best pick of candidates.

Strengths: Ads — especially online — cast a wide net and can help you find folks that aren’t already in your network.

Weaknesses: The downside of casting a wide net is that you end up with lots of responses from folks who are not a good fit. Either they’re not qualified or they are trained, but there’s a good reason why they’re unemployed.

Hiring HVAC techs

Tip: Techs might be looking for better rates or benefits, or more hours. Make your ad stand out by clearly stating what you have to offer over other local companies. Examples would be offering a guaranteed forty hours or dental insurance.

Vocational schools

With a shortage of skilled workers, companies are relying more heavily on HVAC schools for new hires.

Strengths: Folks fresh out of school are cheaper, moldable, and eager to learn. You can start fresh instead of being forced to break bad habits and perspectives that don’t align with your company.

Weaknesses: It can take months or years of on-the-job training to get a green worker to the same level as an experienced hire.

Tip: Want to find the cream of the crop? Maintain friendships with the instructors and ask for introductions to their best students.

Your network

Even newer companies have connections, and it’s probably a wider network than you realize. Ask local contractors, suppliers, and other trade professionals that you work with to spread the word for you. If you’re a member of the local union, contact them, as well.

Don’t forget that your network includes your current employees! In a recent survey,  35% of trade companies hired technicians based off of employee referrals.

Strengths: Other trade professionals are likely to know—and be able to vouch for—good workers.

Weaknesses: This approach is hit-or-miss, especially when few professionals are looking for work.

Tip:  Pay it forward by always being ready to connect professionals. When folks have earned work from your connections, they’ll be more prepared to help you out in turn.

What Situation-Based Questions Should I Ask When Interviewing?

Aside from the necessary education and skills to enter the workforce, there are several other factors to consider before deciding whether or not you’re going to hire a prospect. In order to get a good read on your potential worker, ask applicants situational questions to get a sense of their work ethic and character.

Working in uncomfortable situations:

Q: Are you comfortable being around chemicals, working in confined spaces, or standing on a ladder to make necessary repairs?

  • Since a technician is the person called in to fix any malfunctions, it’s likely the applicant will often work in overly hot or overly cold conditions. Even if temperatures don’t reach an extreme, many HVAC systems require work to be done in cramped and awkward spaces.

  • Make sure the prospect isn’t claustrophobic or scared of heights because a job may involve climbing into a tight vent or making repairs to a unit on the outside of a tall building.

  • Also, keep in mind there are a few possible dangers of working with HVAC materials. Harmful refrigerants, electric shocks, and carbon monoxide poisoning are all dangers and risks a technician must be aware of.

Possibility of working odd hours:

Q:  Are you willing to go above and beyond to provide service, even if that means being on-call?

  • Broken HVAC systems have potentially catastrophic effects on both businesses and residential homes, which is why clients typically want to have repairs done as soon as possible. When an emergency strikes late at night or on a weekend, a technician may have to work outside of normal 9 to 5 hours.

Physical fitness:

Q: Are you capable of lifting 50 pounds, pushing heavy equipment, carrying ladders, and operating large vehicles?

  • A technician doesn’t need to be an Olympic athlete to work as a qualified HVAC technician. However, the job can be physically demanding at times, so it’s something to keep in mind as you hire.

Good customer service:

  • Q: Is customer service important to you? How will you respond to picky customers?

    • To be a great HVAC technician, a technician can’t just be good at fixing air conditioners—talking with clients is a big part of the job as well. A great team member will have patience with difficult customers, listen carefully to their concerns, and always show respect for their home. A technician with good customer skills could help you with word-of-mouth referrals and gain your more clients.

HVAC technician job descriptions vary on a wide scale across many different industries. Keep that in mind as you search for technicians with niche HVAC experience, such as:

  • Aerospace products and parts manufacturing

  • Colleges, universities, and other places of higher education

  • Industrial and commercial machinery or equipment repairs

  • Wired telecommunications carriers

  • Natural gas distribution and management

  • Hardware wholesale merchants

  • Household goods maintenance and repair

  • Building equipment contractors

Hiring the right HVAC technician

There’s a lot to consider about each candidate, including their work history, credentials and technical know-how, as well as their soft skills and how well they fit into your existing team. Taking the time to make the right hire will save you effort in the long run.

Weed out candidates with a technical skills test

You might not always have time to train someone and need a capable technician ready on day one. This is where a technical test comes in handy.

Technicians can say whatever they want on their resume, but do they really know what they’re talking about? Weed out candidates with a written or on-site skills test. Check out  example questions from the NOCTI Job Ready Assessment test.

Contact multiple references

Asking multiple references about a person’s work performance and character can give you a more honest and complete sense of how they’ll be on the job.

HR expert  Bruce Anderson recommends asking for the names and contact information from your candidate’s previous employers instead of simply asking for general references.

Prioritize soft skills and a willingness to learn

Companies often face the dilemma of prioritizing technical skills and experience or soft skills and personality fit. If you are able to do more on-the-job training, consider prioritizing soft skills — like customer service and promptness — over technical knowledge. According to  soft skills trainer Steve Coscia, “more 80% of a mechanical worker’s future success will be based on his or her soft skills.”

In the long run, it’s easier to teach a hard worker technical skills than it is to nurture a stronger work ethic. Personality assessment tests can help you discern whether a candidate would be a good fit for your company.

Of course, a general aptitude for skilled trade work is necessary and isn’t for everyone. Candidates should at least be able to pass basic mechanical aptitude tests.

Hiring and interview advice from the experts

Common hiring mistakes for business owners:

"One of the common hiring mistakes I often see is not getting enough input from team members within the same department. Current team members often have a better grasp of the daily duties and technical specifics that the job will require. It is important to do more than just talk when interviewing new technicians. Presentations, hands-on demonstrations, or specific tests can often tell you more about the unique skills of the individual. Sometimes, it is a mistake to only talk about skills, education, and past experience. It is also important to discuss real life situations that the candidate will most likely encounter if she or he gets the position. How would he or she handle it?"

- Jason Mattox, Associate Vice President and Academic Division Head of Northeast Mississippi Community College

"The biggest hiring mistake I see is when the employer is so desperate to fill the position that he or she refuses to spend any time in the interview process. Most candidates can get through a 15 or 30 minutes interview process and say or do exactly what is expected. Truthfully, it takes much longer to actually get to know the candidate than a 15 minutes conversation.

Another common mistake is not assessing the candidates prior to hiring them. Skill assessments are quite common, but the missing piece is the more critical behavioral assessments. Cultural fit is more important than ever today and without understanding the why behind someone's behavior, it will be difficult to make sure they are set up for success on the team.

I've also noticed that another common hiring mistake is hiring too fast. All employers should "hire slow and fire quick". Employers often times do the opposite and it will take them too long to dismiss a bad hire. This is especially critical in field services where a poor performer is more difficult to manage or even spot".

- Ryan Englin, CEO of Core Matters, LLC

Common interview mistakes for job seekers:

"One huge mistake that job seekers should avoid is not being punctual. If you are late to the interview, then you probably will be late to work. Another mistake is not researching the applied position or the company you are applying to. If you're really interested in working for the company, then you should do your homework and research the company before showing up to the interview. It is also important to not bring negative energy into an interview. Why not greet your future boss with a smile and be as personable as possible? Above all, do not badmouth prior employers or positions."

- Jason Mattox, Associate Vice President and Academic Division Head of Northeast Mississippi Community College

"Assuming that the employer is not questioning your work ethic, work history, or skills based on the quality of your application is a mistake that job seekers tend to make. Take the time to present your best self. Fill in gaps in employment with real explanations, show up on time to the interview, do not cancel the first interview and respond to inquiries in a timely manner are all equally important.

Another common mistake that job seekers make is not getting to know the company first. Most employers like to hire people that are genuinely interested in the company, work, and culture. Take some time to learn about the company and read up on the company online through news coverage or press that they may have received. By far, the biggest interview mistakes I see is not showing up to the interview, not being prepared, or simply being late to the interview. "

- Ryan Englin, CEO of Core Matters, LLC

Training HVAC technicians on the job

No matter the experience level of your new hire, everyone will require some training, whether it’s understanding your specific company’s culture and expectations or on-the-job technical training.

After you’ve made a hire, set clear expectations about what is expected of your employee in these first few months — and in general — from people that work for you.

Train on technical and soft skills

ACHR News recommends training new employees in four areas: mechanical skills, time management, customer service, and troubleshooting. For instance, even if they have a good understanding of HVAC systems and how to repair them, how good are they at troubleshooting for basic or advanced problems? These can be two very different skill sets.

HVAC systems aren’t the only technology technicians need to be trained on. Have your new hire practice using your internal systems — such as updating arrival times, setting estimates, and invoicing — before they need to do these with your customers.

Institute a trial period

Hvac hiring timeline

Set a 30 to 90 day trial period with clear expectations about what they should be able to do and understand by the end of the trial.

Your new HVAC techs should also understand what will happen if they fail certain parts of their assessment. During this trial period, your new hire will do a mix of training and job shadowing and slowly taking on more of their own responsibilities.

A well-documented trial period eases the process of letting someone go who isn’t do a good job.

Offer incentives early on

Offering incentives for hard work and exemplary service sets a precedent that good work is not just expected, but will be rewarded. Incentives — such as raises, bonuses, or time off — build goodwill and company loyalty and can counterbalance the anxiety of the trial period.

Managing HVAC techs

According to Steve Howard, founder of an HVAC training and consultant group,  one of the top reasons that HVAC businesses close is the failure of the owner/technician to fully move into a managerial role.

As you grow your business and your team, so do your responsibilities.

So what does it take to manage a successful team?

Encourage autonomy from Your employees

The goal is to employ a team of technicians that are capable of managing themselves. When you’re confident your team can do their jobs without being micromanaged, you can focus on the big picture.

HVAC tech scorecard

Hold each team member accountable for their performance through weekly or monthly required reports. When these reports are available to the entire team, individuals can track their performance compared to that of their co-workers. Be honest and transparent about how they are performing individually and collectively.

Maintain incentives for good performance

Incentives aren’t just for new hires. Matt Michel, CEO of Service Roundtable,  explains, “Pay wages for time on the job and you will get time on the job. Pay incentives for productivity and that’s what you will get.” He goes on to explain that incentives don’t have to be financial. Recognition can be just as rewarding.

Bruce Breeden, founder of Field Service Resources, LLC, suggests  offering incentives for advanced training, such as licenses and credentials.


Wondering how much to pay an HVAC tech in your area? See our detailed breakdown of How Much Does an HVAC Technician make in Every State? [Infographic]


Use the right tools

The right technology can make managing a team simple and efficient. Keep track of your team with a live map. Keep them up-to-date about new service requests and changes to old jobs with a centralized scheduling and dispatch tool. These tools should be easy-to-use for you and your team.

Making the most out of each employee is critical to the success of your business. Throughout the entire process — from hiring to managing employees — honest and clear expectations, and a willingness to train and reward each industrious person will pay off.

Housecall Pro is rated the #1 software to run your HVAC, Plumbing, Electrical, Carpet Cleaning and other home service businesses. Our features allow you to schedule and dispatch jobs, get booked online, send invoice and receive payment within minutes whether if you are in the office or out in the field. This comprehensive software can help you grow revenue by 30% in one year and save up to 500 hours a year. Join all the other successful home service businesses who have already started and try Housecall Pro for 14 days free today.


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