Estimating

Ep.98: [Back-Up] Getting Selections Done Before the Job Starts with Tanya Donahue

Editor’s note: We’re all working remotely, away from the podcasting studio, so we’ve dug into the virtual vault to bring you this episode. With so many projects on hold due to Covid-19 emergency orders, take some time to get your systems and processes ready for better days.

Developing a system that makes your kitchen and bath jobs more profitable has to include getting those all-important selections done early in the process — before the job even starts.

Tim does a session on this, and it’s based on what he learned from Rhode Island Kitchen & Bath, in Warwick, RI. 

In this episode, Tanya Donahue discusses that process with Tim and Steve, and why it results in exceptional client experiences, and make everyone in the company happy and more productive.

Tanya is the president of Rhode Island Kitchen and Bath, and provides her team and her clients with proven strategic capabilities, backed by her strong record of success. She’s spent more than 25 years in the home building and remodeling industry, and her main focus is to create, communicate, and implement the organization’s vision, mission, and overall direction. Tanya is a member of the Rhode Island Builders Association, served as co-chair of the Remodeler’s Committee and is a former member of the board of directors. She was selected as a 2017 Industry panelist for Harvard University’s Joint Center on Housing Studies, and was a judge of the 2018 National Qualified Remodeler Design Awards. She was also the recipient of the 2017 ProRemodeler Extreme Sales Award.

At the company, when a job packet goes to production from sales, it has every selection made, right down to the color and manufacturer of the caulk to be used. So much money is lost when something is missing on the job. If your company isn’t doing it this way, Tanya says, it may seem overwhelming, but she tells you how to get your organization on board with making selections before the job starts, including:

  • Making the client the boss, sort of
  • Getting buy-in from sales and design 
  • How it increases productivity in design and sales
  • Including photos in the job packet for easy identification on site
  • Starting with the must-haves
  • Controlling the client through education in the process
  • Figuring out how clients make decisions
  • Why cabinets can drive their start date
  • Starting with a reservation form, and using it as a reality check on the schedule
  • The power of the visual production board
  • How to do it without a showroom
  • And more …

Integrating sales and production in a continuous communication loop from start to finish is key to the whole process.

Don’t Miss Build Aid on April 1-2…

We want to give back to an industry that has supported us through good times and bad, and so we’ve created Build Aid, a FREE, two-day virtual event to help support our members, associates, and friends in the remodeling community.

Join us on April 1-2 as we explore various ways your business can navigate these tough times, and position yourselves as a leader when the world begins to recover and re-build. Click Here for more information & registration

Ep.82: Key Performance Indicators for Carpenters & Project Managers with Rick Swanquist

Many problems plaguing production departments end up costing time and money. While it’s clear that there are issues, many remodeling companies can’t pinpoint the causes. 

One way to find out what’s really going on is to establish Key Performance Indicators, or KPIs. KPIs allow you to measure how well your production process works. But what should you measure, and how can you do it?

In this episode, Rick Swanquist answers those questions as he joins Tim and Steve to discuss how he uses KPIs to really know what’s going on in his production department, and what it means to his company.

A veteran of the construction industry, with nearly 15 years of project management experience, Rick has been with Main Street Design Build in Birmingham, MI, since 2015. Rick was hired to be a project developer at Main Street, quickly working his way up to project manager, and spent the first two years of his tenure managing projects. He has been a production manager for two years at Main Street. Rick’s passion is scheduling and managing subcontractors and in-house carpenters to see a project through to its completion.

When beginning to institute KPIs in your company, you need to figure out what they’ll be. Rick defines a KPI as a goal that is practicable and repeatable through objectives defined by metrics, that have timelines and targets with methods for predicting and measuring them. The data is collected throughout each project and evaluated at the end. Rick talks about what he looks at, how to set goals, and keeping his team accountable through KPIs, including:

  • What can be measured
  • How to evaluate KPIs
  • The 13 KPIs he uses for carpenters
  • The KPIs for project managers
  • Using the project autopsy to measure performance
  • How long-term measurement ensures accurate assessments
  • How the estimate works in the mix
  • Keeping the process open and transparent
  • Establishing a baseline for expectations
  • How KPIs can boost morale and healthy competition
  • The client satisfaction score
  • And more …

All the KPIs, taken together, allow Rick to see how his team is performing and to identify and solve problems in production quickly. 

Ep.79: Syncing Estimating & Production with Ryan Beaber

It’s a common challenge Tim finds in his consulting work with remodelers — how difficult it is to accurately estimate your remodeling company’s own work, to bring jobs in on time and budget. The difference can cause friction between estimators and those in the field, and cost you money. 

In this episode, Ryan Beaber talks to Tim and Steve about his experience as an estimator, and why communication between the estimator and project managers is the key to accurate forecasting. This year, his company is coming in one percent under budget on their jobs. 

Ryan is an estimator with Forward Design Build Remodel in Ann Arbor, MI. Ryan joined the team in 2015 as a carpenter, and in January 2019 moved into the office to take over the estimating responsibilities. Forward Design Build Remodel has had year-over-year growth for several years, consistently out-pacing industry averages in customer satisfaction, and receiving peer recognition such as the 2018 ProRemodeler Gold Design Award, the 2018 NARI CotY Regional Award for residential interior, and the 2019 Fred Case Remodeling Entrepreneur of the Year runner up.

Ryan says experience in the field helped his transition to becoming the estimator. He understands how the field team works and knows the subcontractors, which helps him keep communications open, accurate and efficient. Ryan talks about how he and the field staff make this happen, including:

  • Using past jobs to predict future budgets
  • Handling discrepancies between budget and what actually happened
  • Accepting responsibility for mistakes
  • The importance of cataloging communications
  • Tracking all the data
  • Posting the red flags
  • Handling change orders quickly
  • The KPIs to look for
  • Taking care of clients’ emotions
  • Handling material cost increases
  • And more …

Ryan says both estimating and production want the company to be successful — use that to get everyone on the same page, and pulling in the same direction.

The Suggestion Box is Open

This episode was once again the result of a listener’s suggestion. If you have an idea for a topic or guest, drop Tim a line at tim@remodelersadvantage.com.

Ep.50: Choosing Estimating Software with Jef Forward

Estimating accurately is critical to the success of any remodeling business. As you grow your business or hand off estimating to an employee, having the right system in place is paramount. It can feel like an overwhelming decision — there’s so much software available. The wrong decision will cost you lost revenue, but even worse — lost time.

Fortunately, there’s a simple strategy to help you navigate this very important decision.

In this episode, Jef Forward talks about estimating software with Tim and Steve. He’s worked with several estimating software packages and systems over the years, and shares what he’s learned.

Jef Forward is the founder — and co-owner with his wife Monica — of Forward Design Build Remodel in Ann Arbor, MI. For more than 20 years, Jef has performed every role within the company, including designer, laborer, carpenter, bookkeeper and estimator — you name it, he’s done it. Now with 24 employees, Jef has two full-time estimators.

Start your decision-making by looking at two factors — getting the estimate itself right and how the program’s output will be presented to someone other than the estimator — especially your clients. The first step is to not look at any software, Jef says. You can get distracted by all the bells and whistles of new programs and miss whether it will really work for you. He talks about the vetting process, what it can do for your estimating, and some of his favorite software choices, including:

  • How to create a Process & Needs document
  • Integrations with other programs
  • Deciding on must-haves and nice-to-haves
  • Mixing and matching vs. all-inclusive systems
  • Not looking for quick fixes
  • Evaluating and testing
  • Who to involve in making choices
  • The fine art of guessing
  • What to do by hand vs. what’s automatic
  • Slicing and dicing information
  • Client presentations and reports
  • And more …

Choosing the right estimating software for your company depends on many factors, but the work done up front will ensure you’re not saddled with a system that doesn’t fit. Taking the time and involving the team will help you make the right pick.

Tell Us More!

Do you have a suggestion for a topic or guest for an upcoming episode? Send Tim an email: tim@remodelersadvantage.com.

MASTER NAVIGATION
MASTER NAVIGATION