By: Tom Payette, Winemaking Consultant
Preparing for harvest is critical and happens during all the larger part of a year. Let’s start thinking about harvest now. It’s not a one-day process just before the first load of fruit arrives on the crush pad. We will go over the planning process of how to be most prepared and confident when the fruit of the harvest starts to arrive. Part of the plan may include taking a vacation so read on!
Obtain a calendar: This will be the most useful tool for your planning from bottling, to fixing equipment and ordering yeast/chemicals etc. I prefer a large erasable calendar so one can plan out 4 to 6 months at a minimum. Have cellar workers use this for their projected time off also. It is a great communication resource for everyone!
Note taking during harvest: This is the first step and the key step for subsequent success in future harvest(s) to come. Make notes of any production pitfalls, machinery issues, fruit handling upgrade wishes, squealing bearings, worn belts etc. Keep visiting this list and make sure to plug budgetary items in at the appropriate time.
When do you start? Start preparing for the harvest planning exercise by optimistically looking at the vineyard and expected fruit or juices for the harvest seven or eight months in advance. Plan, order and negotiate any cooperage or tanks space adjustments early on to fit upcoming predicted production.
Plan tank capacity: With initial vineyard tonnage projections in hand start to forecast empty tank capacity and cooperage. Plug into this projection tanks you expect to have bottled by harvest. Is there enough predicted empty tank capacity available to allow all the fruit projected to fit into the cellar? Is there an overrun plan? Would large tanker trailers be available if needed for excesses? Think through as many options as possible. If you calculate you need more volume capacity– get that on order.
Place orders for tanks and cooperage: Take time near January of each year to place orders for stainless steel tanks and barrels. In many cases for stainless steel you can order custom made tanks for the same price as stock. This way – you get exactly the features you want in your tank and you can specify quality. Treat cooperage the same way. Talk to your barrel supplier(s) and express an (“optimistic”) order should agricultural expectations go as planned. Most barrel suppliers will work with you to be flexible (within reason) to help you plan your tank capacity and this helps them plan their production work load.
Make a bottling schedule: Make sure to plan exactly what you need to bottle to integrate properly with the sales goals and to empty the amount of tank space needed. This will need to be coordinated with the warehouse personnel and taking into consideration warehouse space. Stick with the bottling schedule since it is integral to your projected bulk wine volume tank space requirements needs. Speak with sales to understand their expected sales rates and understand if any varietals will be placed on “special” accelerating predicted sales rates.
Visit the machinery in the winter months: Start reviewing worn out belts, replace and repack bearings that are showing wear. Motors; bearings; chains etc. Order spare parts of anything that seems worn or in need of repair soon. Create a plan. Upgrade the machinery and adapt to making the crush process easier. Look at pomace removal systems and explore options. Do these repairs and reviews while you have the time to take action. (The same theory applies during harvest – work on your bottling line!)
Review the cellar journal/log: Looking at entries in the cellar log will often jar the memories of items that needed refinement of the harvest prior. This will help in the planning process of what may need attention for next harvest also.
In the Spring: Start to count picking lugs, bins, shears and gondolas. Review vineyard data projections for tonnage and get a grasp on how that tonnage will be transported to the winery. Inspect wagons, tires and gondolas. This review in the spring will allow enough time to make adjustments and to plan for these upcoming events. Make plans for harvest help and contact any interns you plan to have in place
Early Summer: Have a refined crop estimate submitted by each grower. With more solid fruit estimates in hand refine your tank and vessel needs for the winery. Start thinking about yeast and stylistic production goals. How will these be achieved? Start taking further action to fix and refine the machinery for the crush pad. This is a time of year better suited for this work outdoors and allows for errors to be fixed with ample time.
Mid-Summer: Have a review done of your chilling system. Is it operating properly? Will there be enough cooling tonnage for the increased capacity? Do you care to relocate any tanks? Will refrigeration/glycol lines need to cut for adding additional tanks? Will this impact your bottling schedule?
Two months before harvest: Place an order for yeast, enzymes, nutrients, ML cultures, tank cleaning chemicals, citric acid, soda ash, etc. Have comfortable shipping dates discussed with your supplier to avoid rush fees. (Keep in mind some companies offer free shipping in July)
• Start to address clutter in the winery and on the crush pad. Contact the appropriate people to solve any situations that exist. Having the proper elbow room at the start of crush is crucial for mobility during crush.
• Fix and / or replace any leaky transfer hoses. Order needed gaskets; clamps etc to make sure the hoses can be repaired and assembled without leakage.
• Clean all your hoses a few times before harvest.
• Order all fresh lab chemicals to get you through the entire crush season. Date them as they arrive. Clean house: Out with old… in with new.
• Develop and refine any written protocols (Lees filter press operation, tank cleaning, press cleaning, crusher cleaning etc) for upcoming harvest helpers or interns. If interns will be from another country try to have your protocols translated or have interns do this at the end of one of their previous seasons.
• Physically rehearse step by step the harvest crush pad process on the crush pad. Have everyone understand the grape/must/product flow that will be anticipated for each style of wine.
• Discuss possible two shift scenarios if you envision this may be something you are considering. Most people are receptive to this option if they can mentally prepare. Less success is achieved if the idea is new and forced.
Start a list of odd jobs: I have often found this to be very helpful when fruit is delayed arriving at the crush pad and harvest helpers are apt to stand and wait. Painting the outside fence, sprucing up the winery entrance or repairing picnic tables for common area can be some examples. Landscaping. All wineries have project lists that are usually very long and this can help cross those off the list. This is a great point score with owners and keeps employees busy.
Once all the bottling is finished and some breathing room potentially exists start to work on and repair the bottling line during harvest.
Take a vacation: Once you have successfully completed the bottling and all your harvest chemicals are either in house or confirmed on their way…. take a vacation and make sure your other staff take a vacation. This is the dangling carrot that keeps us all challenged and ultimately relaxed going into a harvest.
Low stress: Start your harvest in a low stress relaxed environment while taking notes on future needs and improvements so each year will become smoother and smoother. Your low stress start will allow you to handle the complexities of harvest with confidence, courage and excellent judgment. Your winemaking will shine as a result of your planning.
In short: Start taking notes this upcoming harvest and plan your machinery maintenance very early. Use a calendar to help keep this project moving along, bottle up all the wine projected and be ready for the expected tonnage to arrive and perhaps…a few extras.
