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As a highway superintendent, managing your department’s workload is a balancing act between limited resources, urgent needs, and long-term planning. With miles of roadway, countless infrastructure assets, and ever-changing weather conditions, knowing what to tackle first can feel overwhelming. But one principle should always rise above the rest: public safety is the top priority.
Here’s a structured approach to help prioritize your highway department’s schedule while keeping your town safe, functional, and prepared.
Safety-First: Address Immediate Hazards
Jobs that affect the safety of the traveling public must always come first. These include:
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Downed stop signs or traffic signals
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Potholes or sinkholes that pose a danger to drivers
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Blocked or collapsed culverts that risk flooding
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Roadside debris or fallen trees after a storm
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Snow and ice control during winter storms
Have a clear protocol in place for your crew to recognize, report, and respond to these issues promptly. Create a standing list of “critical response tasks” and make sure your team understands that these jobs override the regular schedule.
Plan Preventive Maintenance Before It Becomes Reactive
Once immediate hazards are handled, shift your attention to preventive maintenance. These tasks may not seem urgent today, but neglecting them can lead to larger safety issues or costlier repairs down the road:
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Crack sealing and surface treatments
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Catch basin clean-outs
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Shoulder grading
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Tree trimming for visibility and clearance
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Drainage repairs before rainy seasons
Keep track of historical trouble spots, like roads that always develop frost heaves or ditches that overflow, and schedule work accordingly.
Schedule Around Seasons and Equipment
Certain tasks are best done during specific seasons, and others depend on the availability of specialty equipment. Use a yearly calendar to help organize your schedule:
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Spring: Sweeping, culvert flushing, patching roads
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Summer: Ditching, paving, roadside mowing
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Fall: Grading gravel roads, shoulder work, equipment prep for winter
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Winter: Snow plowing, sanding, equipment maintenance
Take into account your equipment rotation and crew certifications. If your grader is down for service or your excavator operator is on vacation, shift the work accordingly.
Stay Ahead of Resident Concerns
Public requests may not always be emergencies, but timely responses matter. Use a work order system to log calls and emails from residents. Prioritize based on:
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Proximity to school zones, senior housing, or high-traffic areas
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Whether the issue presents a minor hazard (e.g., poor drainage causing icy patches)
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Whether the repair can be bundled with other nearby jobs to maximize efficiency
Keeping good records also helps justify decisions and protects your department from complaints.
Plan for the Long-Term
Every work schedule should also reflect part of your long-range goals:
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Equipment replacement timelines
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Road resurfacing cycles
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ADA sidewalk upgrades
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Stormwater compliance work (MS4, where applicable)
These items don’t always feel urgent, but building them into your schedule ensures your department isn’t just surviving. It’s preparing for the future.
Final Tip: Use a Prioritization Framework
Consider using a simple scoring system to rank jobs based on factors like safety risk, asset condition, cost, and time sensitivity. Even a basic red-yellow-green code on a spreadsheet or whiteboard can help your team stay aligned and ready.
Running a highway department is no small task. By placing safety at the center of your scheduling decisions and maintaining a structured, seasonally-aware plan, you can tackle today’s emergencies without losing sight of tomorrow’s needs. A well-prioritized work schedule keeps your roads safer, your residents happier, and your department running smoothly.