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. All customer communication should be immediate and friendly.

  • Collect the customer’s information in Monday.

    • What needs to be done?

    • When do you need it done?

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

  • Schedule the Assessment in your calendar with Name - Assessment, address and the project link.

    • Greet the customer. Arrive on time and greet the customer in a professional and friendly manner. Listen to what they want and address any issues with them. Observe to see if they will be difficult to work with.

    • Draw a sketch. Draw a quick sketch of the project and take measurements of it.

    • Take and upload photos to Monday. Take photos, upload a picture of the sketch and photos and a detailed description

    • Close out the Assessment. Let them know you’ll get a bid back to them within 48 hours.

  • Schedule the Estimate. Schedule an hour within the next 48 hours to complete the estimate.

Estimate

  • Review the project. Review the notes and photos in Monday.

  • Sequence out the project. Make a copy of the Master Material List, list out all the hours and all the materials.

    • Setup & Demo

    • Foundation & Utilities

    • Framing

    • Roofing

    • Doors

    • Windows

    • Siding

    • Decks

    • Fencing

    • Landscaping

    • Plumbing

    • Mechanical

    • Electrical

    • Insulation

    • Drywall

    • Painting

    • Flooring

    • Tile

    • Cabinets & Countertops

    • Trim

    • Fixtures

    • Appliances

  • Create the estimate. Log into Square Estimates > Create Estimate.

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

  • Add the title. Add the customer’s address - type of project (e.g. master bath) and click Next.

  • Add the line items. Add the line items and quantities. (For a one-time item, calculate the hours at $35/hour + the materials x 25%)

  • OPTIONAL: Add another package if the customers want to compare options.

  • Add the payment schedule. Click split balance into milestones.

    • 50% payment 1 at signing

    • 25% payment 2 at start

    • 25% payment 3 at completion.

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

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

  • Create the contract. Go to Customers > Contracts > New Contract > Service Contract 1 > Create

  • Add the recipients. Add the customer’s name and email.

  • Add the contract name. Add the address and the project name.

  • Click no payment.

  • Attach the estimate. Add the estimate that was just created and click Next.

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

  • Add the signature. Add the owner’s name and signature.

  • Share the contract. Click the “I acknowledge” and send the contract via email. Go back to the contract section and copy a link to the contract and text it to the customer.

Permits & Approvals

  • Complete the application. Go to the municipality website, print the building permit application, fill it out and send it in.

  • Obtain the building permit. Pay the fee and obtain the building permit. Upload a photo of the building permit to Monday.

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

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

    1. Site inspections (before the issue of the permit)

    2. Footing forms (before concrete)

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

    4. Rough-in framing

    5. Sanitation

    6. Rough-in plumbing, electrical, mechanical (separate permits)

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

    8. Final inspection for Certificate of Occupancy

  • Upload all approvals. As each stage is approved, upload a photo to Monday.

Ordering & Scheduling

  • Review the Master Material List. Select all the items, quantities and costs needed on the list and export them into a PDF. (Any items in RED are customer selections). Upload them into Monday.

  • Order/receive the materials. Order the materials on the phone or online in batches. Stay ahead of the project phases to avoid delays (some materials may take 6-8 weeks). Depending on materials and storage constraints, order materials for pickup or delivery. Ensure the materials are stored in a safe, dry place. Check for damage.

  • Layout the schedule. Review the project sequence and lay out the project schedule. Give about 20% margin. Consider the delivery of the materials.

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

  • Notify the client. Let the client know the schedule of the project.