Common Pitfalls for Parts Managers—and How to Overcome Them

In the latest episode of The Parts Management Podcast , host Kaylee Felio engages in a powerful conversation with Chuck Hartle, a seasoned industry expert, to uncover the challenges parts managers face daily and offer practical solutions to overcome them.

Lack of Training: The Unspoken Reality

Most parts managers don’t choose the role—it chooses them. As Chuck explains, many were top-performing advisors or highly organized individuals who were thrust into management without formal training. While this “trial by fire” approach fosters resilience, it often leaves managers playing catch-up on essential skills like inventory control, pricing strategies, and process optimization. ?? Solution: Tap into available resources like webinars, podcasts, and educational links. Continuous learning is key to filling the training gap.

Special Orders: Chaos or Opportunity?

Special orders can be a double-edged sword. Mismanaged processes lead to delayed follow-ups, inventory buildup, and dissatisfied customers. Chuck shares a proven strategy:

? Assign follow-up responsibilities to a dedicated team or individual.

? Incentivize their efforts with bonuses or commissions tied to getting customers back in.

? Implement robust communication strategies—even if it means “killing them with kindness” to ensure follow-through.

Lost Sales: Friend or Foe?

Lost sales are a common sticking point for parts managers. Overposting can skew inventory data, while underposting can hinder future stocking decisions. Chuck’s simplified approach clears the confusion:

? Post a lost sale only if a customer doesn’t commit (e.g., they walk away or say “forget it”). ? Never post a lost sale if you’re fulfilling the demand through a special order or emergency purchase.

Over-Reliance on ASR Programs

ASR (Automatic Stock Replenishment) programs like RIM and ARO can create a false sense of security. Chuck highlights that while these tools help replenish inventory, they don’t account for non-guaranteed parts or unique dealership demands. ?? Solution: Supplement ASR programs by running daily stock orders for non-guaranteed parts and re-evaluating phase-in criteria.

Key Takeaways for Parts Managers:

Properly managing special orders and follow-ups can drastically improve inventory efficiency.

Lost sales should reflect true demand, not inflated or inaccurate data.

Training and education are not just helpful—they’re necessary for long-term success.

Quote of the Episode: "Special orders can make or break your inventory. Assigning follow-up responsibility to a dedicated team ensures no order falls through the cracks." – Chuck Hartle

?? Ready to take control of your inventory and avoid these common pitfalls?

Listen to the full episode now: https://www.partsedge.com/blog/chuck-hartle-tackling-common-pitfalls-for-parts-managers

Connect With Us: We want to hear from you! What challenges do you face in your parts department, and how have you overcome them? Share your insights in the comments or message us directly.