Operations

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Pre-construction

Purpose: To ensure we are working on the right projects with the right clients at the right price.

Assessment

  • Receive a call or text from a customer and respond immediately and professionally.

  • In Asana Leads, create a project and take the customer’s information

    • What needs to be done?

    • When do you need it done?

    • What’s your name, phone number, email and address?

    • Add the Job Name (Address - Description), assignee and due date.

  • Schedule the assessment in the calendar. (Last Name - Assessment with the address)

  • Arrive on time and greet the customer in a professional and friendly manner.

  • Listen to what they want done and address any issues with them. (Watch for red flags - bad-mouthing, disrespectful, nitpicking, unrealistic timelines)

  • Draw a sketch of the project, take measurements and upload to Asana.

  • Take and upload photos to Asana.

  • Schedule an hour to do the estimate within the next 48 hours and close out the assessment.

Estimate

  • Review the notes and photos in Asana.

  • Make a copy of the Master Material List and rename (123 Main - Gutter_Material List)

  • Sequence out the project and add any additional items, links and pricing. CHECK THE UNIT COSTS.

  • Add the hours and material quantities. (It’s easier to use the filters).

  • Log into Square Estimates and create the Estimate.

  • Add the customer’s name, phone number, email and address.

  • Add the title (123 Main - Gutter)

  • Add the categories, descriptions and allowances (if client selected).

  • Optional: Add another package if the customer wants to compare options.

  • Add the payment schedule: 50% at signing, 25% at start, 25% upon completion.

  • Go to the Next page, review the estimate and click Share Link.

  • Add the expiration date 30 days out and click Create.

  • Log into Square Contracts and create the Contract and select Service Contract 1.

  • Add the recipient’s name and email.

  • Add the Contract name (123 Main - Gutter)

  • Click “No payment”

  • Attach the estimate.

  • Add the clauses: Payments, payment methods, no refunds, authority to sign, termination of contract, modifications, performance and warranty, arbitration, service specifications.

  • Add the owner’s name and signature.

  • Share the contract by clicking “I acknowledge and send the contract via email and text.

Permits & Approvals (as needed)

  • Complete the application by going to the municipality website, filling out the building permit application and sending it in.

  • Pay the fee and obtain the building permit. Upload a photo of it to Asana.

  • Place the permit in a visible location at the job site (front window, etc).

  • Schedule the necessary inspections and get approvals (green stickers).

    • Site inspections (before the issue of the permit)

    • Footing forms (before concrete)

    • Foundation walls (after forms are removed, but before backfill)

    • Rough-in framing

    • Sanitation

    • Rough-in plumbing, electrical, mechanical (separate permits)

    • Rough-in insulation (after insulation is added, but before drywall).

    • Final inspection for Certificate of Occupancy

  • Upload pictures of all approvals to Asana.

Ordering & Scheduling

  • Call the customer and walk through selections with them. (Any item in RED).

  • Order the materials for pickup or delivery via phone/online in phases. (Stay ahead of the project - some material take 6-8 weeks to come in)

  • Receive the material, check for damage and store in a safe, dry place.

  • Layout the schedule (Labor hours + 10% margin).

  • Schedule the team and subs (i.e. plumbers, electricians, etc) in Google calendar.

  • Notify the client of the schedule start date.