Advanced Review-Getting Strategy for HVAC Companies

Customer reviews are the lifeblood of your HVAC business, driving trust, credibility, and local SEO rankings. But what happens when you’ve already implemented the basics—automated review request systems, templates, and good scripts—and still find that your competition is outpacing you? Or worse, if you’re late to the market and need to catch up quickly?

This blog dives into an advanced strategy designed to help HVAC companies drastically boost their review counts in short bursts. By running team contests, you can motivate your technicians to generate a flood of glowing customer reviews, bolstering your reputation and converting satisfied customers into vocal advocates.

If you’ve already mastered the basics of review collection, this tried-and-true strategy can elevate your efforts to new heights. Here’s how it works, how to implement it, and what pitfalls to avoid.

The Core Strategy: Team Contests

Team contests are internal competitions designed to incentivize HVAC technicians to actively encourage customer reviews during their daily jobs. By gamifying the review process, you can unlock team members’ competitive spirits and drive them to engage with customers more effectively.

Why Team Contests Work

When done right, team contests can transform your review acquisition strategy. Here’s how they stack up compared to other systems:

• • Automation alone generates about a 15% review rate.

• • Strong scripts/processes can drive up to 30%.

• • Contests can push you to 60% or higher.

Successful team contests tap into both customer and technician motivations. They give customers a reason to leave a review (“mention my tech’s name and help them win!”) and technicians a compelling incentive to ask for reviews enthusiastically.

Avram Gonzales, Chief Strategist at Digital Harvest, sums it up perfectly:

“You can double it again with a contest. And you’ve gotta structure it a very specific way.”

However, for maximum impact, this strategy requires at least a few active crews—and scales with larger teams.

How Team Contests Work: The Mechanics

Implementing a team contest involves adding a competitive layer to your existing review process. Here’s how it works, step by step:

1. 1. Technicians complete a job and follow the standard review request process.

1. 1. Add the contest hook. The tech tells the customer, “If you mention my name in your Google review, I’ll earn a raffle entry for an awesome prize!”

1. 1. Customers are motivated by the tech’s personal story (e.g., what winning means to the technician).

1. 1. Technicians are driven by the chance to win an exciting prize, fostering friendly competition.

The Tools You’ll Need

• • QR Codes on Business Cards: Create cards that link customers directly to your review page via a QR code. Include space for technicians to write their names.

• • Leave-Behind Items: Pair the QR code with a small item like a magnet or mini gift. These visual prompts make it harder for customers to forget the review request.

• • Team Leaderboards: Use a poster board, whiteboard, or digital tracker to display progress. This transparency reinforces accountability and keeps the contest top-of-mind for participants.

For example, imagine this leave-behind strategy in action that one of our clients did in the past:

A tech leaves a business card with a handwritten note and small gift attached, like a flower in a stand. The personal touch makes the ask for a review not just transactional but memorable.

“It all comes down to one great strategy.” — Avram Gonzales  

Executing the Team Contest for Success

Running a successful team contest requires careful planning and thoughtful execution to keep your team motivated and engaged while driving results. Here’s a breakdown of best practices to ensure your contest not only meets but exceeds expectations.

Marketing Calendar Integration

Timing is everything.

To maximize participation and impact, schedule your team contests during peak seasons, such as spring or fall for industries like HVAC. These are times when your team is already interacting with more customers, creating an ideal opportunity to encourage extra effort.

Aim to organize contests 2–3 times per year. This strikes a balance—enough to spark excitement without causing fatigue, as too many contests can dilute enthusiasm over time.

Logistics

Preparation is key to any successful contest.

Announce the details at least two weeks in advance to give participants time to get excited and prepare themselves. Follow up with a team reminder one week before kick-off to keep it front-of-mind.

On launch day, set the tone by making it a celebration—host a team meeting, cater a lunch, or build excitement in your own unique way.

Training Your Team

Equip your team with the tools and confidence they need to succeed.

Take time to teach them tactics like asking for reviews in a friendly and non-pushy way. Encourage storytelling—sharing personal reasons why the prize matters can build excitement and emotional connection.

These little touches often lead to higher participation and better outcomes.

Visual Motivation

Keep the contest energy alive with a visible leaderboard that’s updated regularly. Use tools like a poster board, whiteboard, or even digital trackers to display progress. Place these in high-traffic common areas so the entire team can see how the competition is shaping up week by week.

Visibility builds accountability and fuels motivation as participants see their efforts paying off.

Leave-Behind Materials

Leave-behind materials are crucial for success. A simple QR card with space for the tech’s name helps customers easily complete their reviews while crediting the right team member. You can take it a step further with contest-specific materials, like branded cards or themed flyers.

For an extra touch, pair the QR cards with small gifts—think pens, candy bars, or even something seasonal—to make the ask more memorable.

By following these steps, you’ll create a clear, exciting, and engaging contest framework that your team will get behind every time!

What Not to Do: Incentive Planning & Pitfalls

Planning contest incentives takes careful thought to avoid pitfalls and boost engagement. From choosing appealing prizes to structuring the contest fairly, several factors matter. Here’s a step-by-step guide to creating an effective incentive program for your team.

1. Prevent Gaming the System

It’s crucial to create safeguards that prevent team members from manipulating the contest. For example, implement measures to stop participants from cutting corners or submitting fake reviews to maximize their incentives unfairly. Transparency and consistent monitoring are key to maintaining the integrity of your contest.

2. Choose the Right Prizes

Select prizes that resonate with your team:

• • Physical items: TVs, coolers, or gadgets—tangible and enjoyable options.

• • Experiences: Concert tickets—great choice but may depend on personal preferences.

• • Visa gift cards: A safe, universal option that offers flexibility to winners.

3. Structure Prize Distribution Effectively

The way you distribute prizes can significantly impact contest engagement.

A “Top 3 winners” approach encourages competition but risks discouraging lower performers. Alternatively, a grand prize lottery based on reviews earned keeps the contest accessible but may lead to participants slowing down once they hit a comfortable entry count.

For consistent engagement, a weekly lottery is often the best option. Team members must earn at least one review per week to enter, which keeps excitement and participation levels high.

4. Use a Balanced Strategy

Combining a “Top 3 winners” method with weekly drawings ensures a balance between rewarding top performers and maintaining regular engagement. This approach motivates high achievers while also giving everyone a chance to win smaller prizes regularly.

5. Avoid Cheap Prizes

Low-value prizes won’t excite your team and are unlikely to deliver the results you want. Take the time to understand your team’s interests and preferences to ensure the prizes you choose genuinely resonate with them.

By following these steps, you can design a contest incentive program that keeps your team motivated, engaged, and striving for success.

Want to Build a Winning Reputation Strategy? Start Here.

A single successful contest could generate dozens—if not hundreds—of glowing customer reviews, providing an instant credibility boost to your HVAC business. But remember, this advanced strategy works best when layered on top of solid foundational efforts, like automated emails and text-based review requests.

If you’re ready to take your online reputation to the next level, Digital Harvest specializes in helping service businesses become the go-to contractor in their city. Book a personalized strategy session or connect with Avram Gonzales on LinkedIn to explore more resources on review management today!