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Meeting notes from 11 Mar

Peter Steffey 2025-03-11 13:50:55 -04:00
parent 3ce20bb62d
commit 8bacbd0f09
3 changed files with 31 additions and 18 deletions
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20
Meeting-Notes.md

@ -82,4 +82,22 @@
- Making 6000 phone calls right now
- Need to handle re-schedules
- Get confirmations and reminders, then mark as complete as they go
- Wants report of what didn't get complete that was supposed to be, doesn't like that sometimes they forget to follow up with people when needs
- Wants report of what didn't get complete that was supposed to be, doesn't like that sometimes they forget to follow up with people when needs
# Courtney & Lowell - 11 MAR 25
- On-site scheduled on T/W/T 9-3 - 1 hour per
- They don't currently consider drive time
- Single calendar with no overlaps, whether Kris, Kyle, of Josh goes depends on who is free that day
- Kris goes over job with foreman early in the morning, before on-sites
- 15-day walk through
- Jamie checks to make sure everything looks good, inspects the work, gives the homeowner maintenance instructions, asks for google reviews, may upsell
- Front office schedules 15-day walk on behalf of Jamie
- For builder / new home generally it's not occupied, otherwise gets contact info through builder
- More important to target nearby houses instead of being exactly 15 days, OK if 13-17 days if it helps keep 1 area or community per day
- Google sheet calendar
- Needs to see per-crew money per-week to tell how crews are doing. Also good check on scheduling, if you schedule too much in a week something went wrong.
- $40,000/crew/week is goal
- Split cost of project evenly across days to get per-day amount
- Bonuses are calculated per-pay-period based on amount they bring in
- Red square on calendar means permit needed
- Don't have a streamlined process for closing out a permit and getting inspection, should be scheduled inspection online after 15 day follow-up. They haven't been properly closing out permits, but they need to start doing it more

1
Org-Chart.md

@ -8,6 +8,7 @@ Josh Brotherton is owner of companies
- Dean - parts manager (inventory)
- Candy - HR & accounting
- Jason - custom landscape architect
- Jamie - Field manager / quality specialist, does the 15-day walk
- Lowes
- Candy - accounting
- NUCO

28
Overview-of-project-%26-ERPNext-design.md

@ -11,7 +11,8 @@
7. Courtney creates project for scheduling
8. Project is scheduled and completed. Time is tracked by foreman and distributed to crew.
9. Kris creates sales invoice from sales order, makes adjustments as needed, uses this to track inventory.
10. ? Schedules 15-day walk through
10. Front office schedules 15-day walk through, Jamie goes on the walk
11. Schedule permit inspection to close out the permit
#### 1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting
- Current process: Front office answers calls, or calls are routed to specific groups
@ -73,8 +74,6 @@
- New process: ?
- Person responsible: Courtney/Lowell & front office
When does scheduling crew take place?
#### 9. Final communication to customer and hand-off to foreman
- Send customer 2-3 day window of start date
- Current process: ?
@ -113,20 +112,15 @@ Need to decide if work order or project fits better here. Can use Work Order + B
- Person responsible: Marty
### Commercial Installs
Josh/Kris works with the builders and gives an estimate of what it would cost per-address.
Once the deal is signed, SNW is given access to the builder's software. This software has a queue of addresses to work.
Courtney checks the builder's portals and transfers relevant info to her spreadsheet.
In the short term, she could turn this info into a Sales Order instead.
In the long term we should auto-create sales orders based on integrations from these systems.
There may be per-address EPOs/change orders that the builders put in that affect the work and price, these would need to go on the Sales Order and transfer to the invoice.
When the project is complete, they either
- click a button in the builder's software
- send a monthly summary of the work that was done on the 25th, along with an invoice per-address
1. Josh/Kris works with the builders and gives an estimate of what it would cost per-address.
2. Once the deal is signed, SNW is given access to the builder's software. This software has a queue of addresses to work.
3. Courtney checks the builder's portals and transfers relevant info to her spreadsheet.
- In the short term, she could turn this info into a Sales Order instead.
- In the long term we should auto-create sales orders based on integrations from these systems. If the installation address is missing, she should be able to create that directly from the Sales Order.
- There may be per-address EPOs/change orders that the builders put in that affect the work and price, these would need to go on the Sales Order and transfer to the invoice.
4. When the each installation is complete, they either
- click a button in the builder's software
- send a monthly summary of the work that was done on the 25th, along with an invoice per-address
## Process for service (John's department)
Something about pre-built routes