Re: job coordinator/scheduler?

[Joe <joeraisin@xxxxxxxxxxx>]

Frank Olson wrote:
> "JW" <golf4nospam@xxxxxxxxxxx> wrote in message
> news:ilmze.5345$zA.3279@xxxxxxxxxxx
>
>>HI,
>>We currently have our installers also act as project managers. It's nice
>>because it gives them more control and keeps them in the loop with all
>>facets of the project. They do their own scheduling and coordinate with
>>sales reps, customers and sub-contractors. They have in-house support for
>>some tasks but still have a lot on their plates.
>>
>>We're looking at assigning an in-house person to help with the
>>scheduling/paperwork. How do most of you handle this? In theory, it would
>>seem to help the installers work more efficiently - but I wonder if it
>>doesn't often result in duplication of effort? The scheduler has to call
>>the installer to verify and then the customer and then confirm to the
>>installer, etc... does throwing another person in the mix streamline it -
>>or make it more cumbersome? Would appreciate any experiences/ideas  you're
>>willing to share to promote efficiency/productivity.
>>
>>Thanks!
>
>
>
> If you're going to assign the responsibility of scheduling jobs and service
> to a single individual you need someone that's immensely organized and
> "polished" in dealing with end-users/customers (no you can't have our gal -
> she's worth her weight in gold/diamonds and she knows it).  He/she will
> become the "focal point" of your service department.  Your sales staff will
> provide the contracts and other "hard copy" install/service orders.  It's up
> to the scheduler to keep these organized.
>
> We schedule work an entire week in advance.  On Monday mornings we have a
> service meeting where the guys hand in their paper-work from the previous
> week and pick up the stuff they need to do in the current week.  Problems
> they've encountered during the week and suggestions for improving things are
> also kicked around at that time.  The best crew is also awarded their prize
> at that time and honorable mentions from customers are passed on as well.
> For every "honorable mention" we kick in a $20.00 cash bonus and the
> guy/crew with the most at the end of that week also get a dinner and a case
> of their favorite "brewski".

Looking for any help, Frank?

>
> In addition to scheduling jobs, your scheduler will also have to keep on top
> of the ones in progress.  This requires daily feedback from the field so
> that problems that may require additonal parts or hours are dealt with at
> that time.  We have two service "floaters" that can pick up the slack on
> installs as well as deal with the regular service issues that crop up during
> the course of the day.  We rotate the guys on service on a weekly basis so
> everyone stays "sharp" and on top of their game.  We use a scheduling
> software package that was custom designed for us.  It keeps track of hours
> on jobs, service labour, cost per man/hour, parts, etc.  It also tracks
> feedback from the field so we can print out a synopsis of current work in
> progress and know exactly where our guys are, what they're working on, and
> whether-or-not we're actually making money on a specific job.
>
>