iRestore | iRestore Restoration Software - Part 6

Author: iRestore

8 Tips to Manage the Thousands of Details of a Restoration Business

Posted on by iRestore
restoration business development
Urilux /E+ via Getty Images

Originally Published at R&R Magazine August 4, 2022

Lisa Lavender M.T.R., M.F.S.R., M.W.R.

You’ve heard and can relate to the saying from Gustave Flaubert, “The devil is in the detail.” It refers to the notion that even the simplest of details can be complicated and may cause problems.

As I enjoy continually developing, defining, and refining processes, and talking to other restorers about operations, I found as you adopt a continuous improvement approach to process and clearly defining expectations that it is quite easy to become frustrated by the thousands of details that can easily trip up the most well-developed systems.

Did you ever just wonder or exclaim to yourself, “What in the world! That was a smooth process that has been in place and working for X years!” I am not necessarily referring to a weakness in your operations, a person, or a department although that could be a root cause. I am talking about what could equate to thousands of details daily that are happening in your operation that could be missed even with the best people, processes, and technology in place.

The details may be symptoms of a deeper problem, however. In the context of strong foundations and people, it may simply be a mistake or missed detail. As an example, someone forgot to lock a vehicle or missed the “referred by” in setting up a new job which could result in lost equipment or in the case of the referred by a failure to properly thank the source and comprised reporting. Managing the details is about maintaining your operation and helping talented team members stay great and/or continue to get better.

My unscientific estimate of thousands can be visualized by considering all the details that are happening in each key functional area. For example: administration, sales, production, project management, accounting, and human resources. I did not do a formal count as I lost track somewhere in the hundreds and decided to go with thousands. The following is a rambling list of detailed related activities and/or information. The reality is that the exact number is irrelevant, managing them all proactively versus reactively is what is important.

  • Job-related information and data, file updates, pictures, contracts, videos
  • Estimates, change orders, invoices, collections
  • Ongoing communications, how to communicate, when to communicate, and how to document communication
  • Training, development, human resources
  • Safety, PPE, compliance
  • Inventories of supplies, PPE, equipment, batteries, uniforms, etc.
  • Vehicles and equipment, cleanliness, repairs, maintenance
  • Accounting, bills, receipts, job costing, payroll
  • Sales and marketing
  • Warehouse and facilities, organized, clean, efficient design
  • We did not even get to field execution and production: floor protection, quality, schedule, subcontractors, contents processing, lots of details.

Being paralyzed or frustrated by the details that could be compromised or allowing them to spiral into complete breakdowns of your well-established systems, processes, etc., is not an option. The following is a brief list of tips to manage the details so you can focus efforts on the development and implementation of progress, growth, and other high-impact initiatives. The following is based on starting with a solid foundation that includes a healthy culture, engaged team, relationships built on trust, and good team morale complete with positive recognition and reinforcement. A team with leaders that buy into the concept of constructive feedback for continuous improvement will be impacted in a positive way by the following tips:

  1. Tacit Approval: Avoid ignoring the problem of the missed detail. This could spiral quickly into a bigger process breakdown. You can learn more about tacit approval in the following Restoring Success. The management theory of “things that get noticed get done” applies to this tactic.
  2. Software Systems and Reporting: Utilizing software to monitor, manage, and report some of the details will help efficiently identify a variety of blips. Once you are using technology to do this, reviewing the information, and addressing any of the details that are out of compliance must be a clearly defined responsibility in your organization and must be consistently done on a schedule or in a timely manner.
  3. Inspecting: In addition to using digital tools/software, developed visual inspections, checklists/forms, and a schedule can help keep the details in check. This approach is effective in evaluating fieldwork, job site safety, warehouse, and vehicles. Inspecting our own work and as part of our SOPs also helps to proactively manage the details and minimizing misses.
  4. Systems by Design: Developed systems that support detail success and support inspections will serve the team well. A few examples to illustrate the concept:
    1. The company process may be that the vacuums are put into their designated location at the end of every day. They should be clean and field ready. If there is a designated location and it is labeled, a quick walk-through of the warehouse at end of day (or beginning of next day) will allow for a quick visual inspection as a missing vacuum will be evident.
    2. In a vehicle a shelf is labeled five extension cord reals, it is extremely easy upon inspecting and evaluating if there are in fact five, an important detail.
  5. Responsibility: Clearly defined roles of who is responsible for the outcomes, oversight and, addressing details is integral part of keeping the details in check.
  6. Speed: Addressing details cannot wait 6 months or when we get to it. When addressed quickly, we better prevent the compromised detail from recurring. The timeliness of addressing the detail is the right thing to do for the team member’s individual success. Imagine waiting for an annual review or waiting till the detail has escalated and sitting down with someone saying, “We have a severe problem. You have not been locking your vehicle for 6 months.” And the response is, “I am sorry. Why didn’t someone tell me?” (A dramatization for illustration purposes)
  7. Retraining: Retraining helps solidify details and keep them top of mind. Some of the courses that we have developed I believe are important in the retraining category to help proactively manage details and include but are not limited to: Job Site Behaviors and PPE with a review of proper donning and doffing. You can gain free access HERE.

  8. Tools: As a team, brainstorm, and develop tools and approaches to managing the details proactively and constructively. The following is an example of a tool for leadership to address details quickly and positively, Inspiration Notes:

Click Here for a Download

Do not let blips in the potentially thousands of details that make your company great get you frustrated, or fester. Each detail typically has a chain reaction impacting other areas, details, customers, and people in the company. Make open and constructive feedback part of your healthy culture, keep the details in check and spend your energy on positive high-impact initiatives by having a proactive approach to managing all the details that matter.

Happy Restoring Success and Managing Details.

Maximize Profits with Effective Equipment Management

Posted on by iRestore

restoration project management softwareThe restoration business can be a profitable business that is vital for homeowners facing a crisis. But as a business owner, you know how difficult it is to stay on top for the offerings.  Industry estimates suggest that most restoration companies invested between $50,000and $150,000 just to get started. In addition to supplies and personal protection equipment, you’ll have to have: 

  • Trucks
  • Trailers
  • Power saws 
  • Ladders
  • Generators
  • Lights
  • Commercial air movers
  • Dehumidifiers 
  • Computers
  • Tablets
  • Phones 

Restoration Project Management Software

Keeping track of which “stuff” is available and which “stuff” is already on a job site is critical for great restoration results. While your team is onsite, you want them focussing on the client, not the inventory list. Paper lists and shared spreadsheets create a lot of opportunity for mistakes.  

It also takes a lot of time to process orders from each sales channel separately and to make regular manual stock checks– time better spent building your business. And in a time with supply chain issues exist across the board, lags in reordering when stock levels are low could result in missed opportunities for you. Instead, implement an inventory management system to automate and coordinate these tasks.

Your team can choose to track with your existing tracking numbers. Or you could use iRestore’s efficient barcode feature. Your staff will now track equipment easily with a user-friendly interface implemented across all platforms. Use this accurate data to improve overall reporting and maintenance records. 

Equipment management software can send automatic reminders when the replacement date of parts is approaching, or when specific parts are missing in your inventory, so you can purchase them in advance. At the same time, you can avoid overstocking and wasting money.

Features of Equipment Management Software 

  • Repairs and Maintenance can be easily tracked and documented
  • System allows you to assign equipment to jobs, storage, vehicles, and employees
  • All assigned equipment not “pulled” on the last day of a job is kept track of to help ensure that no equipment is left behind
  • Allows you to monitor and evaluate your inventory in multiple ways
  • Create detailed logs, custom invoices, estimates, and supporting documentation
  • Consecutive scanning feature allows for fast and efficient equipment transfers. (Keep track of equipment’s serial number, purchase date, price)
  • Integrates for all hard assets within the system: phones, devices, computers, meters.

iRestore Project Management Software 

iRestore helps you organize data to build on the success of your restoration business. By making the most of the information that your team gathers on site and in the office, you can improve communication and efficiency for your restoration clients.

iRestore provides affordable and easy-to-use software for restoration service companies. Using the latest in iPhone and iPad technology, this software collects data from the field in real time for a more accurate “big picture” view. Since both job management and CRM (customer relationship management) are critical to your success, keeping your information in an easy to use format will empower your business.

Call or request a demonstration of how your business can benefit.

Isn’t It Time You Had A Real Restoration Management System In Place?

Posted on by iRestore

restoration management systemYou’re the one who’s always on the go. You try to keep up with all of your restoration business’s needs and demands, but it’s hard when you’re juggling so many different things at once.

It’s so much easier to manage your business if your information is all in one place, and you can access it from any mobile device. iRestore is a comprehensive solution to help you manage your entire restoration business. It was built by restoration professionals for restoration professionals, so we know exactly what you need to do your job better—and make more money while doing it!

Restoration Management System

Allow iRestore to manage your restoration

iRestore is a restoration management solution that helps business owners streamline their operations and reduce costs. We’ve built our software to be extremely user-friendly, so you can spend less time on compliance and more time doing what you do best, helping your customers.

We know how hard it can be to stay compliant with industry regulations when you’re running a restoration company and trying to manage all of the other aspects of your business. The good news is that we’re here to help. Your iRestore account manager will work with you to set up your account so that everything is seamless from start-to-finish. Once everything’s in place, we’ll take care of everything else—from invoicing clients and tracking expenses, down through payroll audits—so that all your worries are taken care of by an expert who understands exactly what goes into running a restoration company.

The fully integrated restoration management solution

The fully integrated restoration management solution is a highly scalable, cloud-based system that can be adapted to suit your business needs. It offers complete flexibility, with the ability to integrate with existing solutions and add additional modules as needed.

The system offers a range of features such as:

  • Job management – Manage all aspects of jobs from initial assessment through completion and post-job analysis.
  • Relationship management – Track customer preferences, manage contracts for each customer or group of customers.
  • Equipment Management – Track location and availability of equipment at all times so you know where it is when you need it most (or call us).
  • Vehicle Management – Keep track of vehicle usage patterns so that costs can be accurately forecasted and managed in real-time.

Built by industry experts for the industry experts

iRestore has been designed to provide a complete solution for the restoration industry, providing a single source of truth for all restoration information. The iRestore system is simple and intuitive to use, making it easy for you to stay productive on the go.

With iRestore’s mobile app, field workers can capture photos and generate service tickets with their smartphones or tablets. They can also work offline and sync later when they have internet access again—meaning there’s no need to wait around at home base while your team works in remote areas without connectivity!

iRestore is the most comprehensive, powerful, and easy-to-use restoration management system on the market, and we’re pleased to announce that it’s now available for a price everyone can afford. There’s no need to refill costly cartridges or replace paper whenever you want to sign a work order or create an invoice—iRestore stores your printouts in the cloud, so all you need to do is log in with your phone or tablet. You can focus on your customers while iRestore handles your business needs.

Managing Restoration & Reconstruction Jobs

Posted on by iRestore

restoration management softwareiRestore, restoration management software, gives you all the tools to proactively manage your jobs. 

  • Job Notes, Pictures, Contacts
  • Estimating and Scoping 
  • Job Profitability, Timecards, and Purchase Orders
  • Schedule and Tasks
  • Timelines and more

With all the tools to manage your jobs, your relationships, and your company, consistency in the application is a key to successful operations. With the tools and infrastructure, the next step is to apply best practices and processes consistently.  

iRestore’s Restoration Management Software For Project Management

In Restoring Success, Inconsistency:  The Silent Enemy of Your Restoration Company,  Lisa Lavender, makes the case that consistency has a direct impact on: 

  • Effectiveness
  • Efficiency
  • Credibility
  • Reliability
  • Growth (both for individuals and organizations)

Proactively managing jobs and good documentation is a key to operational success. Having the tools to be effective and efficient at managing and documenting the details of water mitigation, construction, mold remediation, etc. is the first step. Once you have the tools in place, teams must be trained, engaged, and held responsible for the clearly defined expectations of the company.  

Our FREE Job Checklist for job management gives you the tools to: 

  • Train your team on consistent job documentation and project management
  • Clearly define the most critical best practices in updating a job and managing the project 
  • Use as a job audit checklist for quality control and to hold team members responsible

Key elements of ongoing job documentation: 

  • Meaningful contact and information
  • Who, how, date of communication(s)
  • Are interested parties happy with the progress, status updates, and next steps or are there concerns that need to be addressed
  • Identification of challenges and the solutions to overcoming the challenges
  • Key contacts and interested parties are part of the job record

Managing Job Profitability

There are several keys to proactively managing job profitability. The following short list will help you and your team keep jobs on track and within budget: 

  • Job Costing:  Your accounting system and operations must support accurate and timely job costing methods. 
  • Transparency:  Responsible team members must have access to timely and accurate cost data.
  • Scope:  Deviations in scope must be proactively managed and accounted for in the estimating and invoicing practices of the company. 
  • Estimating:  The operations must support and maintain best practices in creating and executing accurate and thorough estimating practices. 

Develop your best practices by using this checklist. Define the intervals of updating and managing the jobs in your company and assign the responsibility. 

Examples: 

Project Manager must provide a minimum of a weekly update. 

Site Supervisor must provide an update daily. 

Consistent, effective, and efficient deployment of key functions in your restoration, mitigation, and remediation company requires the company to have the right training, tools, and clearly defined expectations. iRestore management software provides the tools to help your team manage critical functions and keep everything organized, transparent, profitable, and customers happy.  

Job Update & To-Do FREE DOWNLOAD

    Constructive Feedback: Delivering and Receiving For Continuous Improvement

    Posted on by iRestore
    May 12, 2022
    Lisa Lavender M.T.R., M.F.S.R., M.W.R. and Paul Pinchak

    My entire life I have received what I would consider constructive feedback from special guest contributor, Paul Pinchak, my father. Overall, I can attest to the fact that receiving constructive feedback allows one to see opportunities to grow, develop and feeds a drive toward continuous improvement. In 2004 my father retired from the insurance industry and has helped shape our culture and articulate our values. He has mentored and given counsel to me and many in our organization regarding management, leadership and whenever a little “constructive” feedback is in order. Many editions of Restoring Success are sprinkled with principles and values that I hold dear and were fostered by Dad.

    For over 20 years, we have valued the notion of constructive feedback, so much so that it is a stated value that we all rally around. “We maintain a positive and open work environment by providing honest and constructive feedback on job performance.” While chatting with Dad about a month ago, I had said, “I am shocked how many people don’t know how to give ‘constructive feedback,’ maybe we could collaborate in my next article?”

    Paul Pinchak on Constructive Feedback  

    Managing the job duties, and development, of others is a serious responsibility. That first step into management or supervision requires a major shift in thinking and actions. No longer is it solely your job performance to consider; now you are responsible for others as well.

    There are a wide range of approaches to helping first-time managers/supervisors settle into their new roles. Many organizations provide some type of formal training while others will leave the individual to find their own way.

    Those who manage others have a lot to think about. While adapting to the new role, deliberate thought should be given to the question: “How can I help my people reach their full potential?” For a first-time manager, the prospect of counseling may be uncomfortable and even intimidating. Whether in the context of an annual review, or a session needed to address a specific performance issue, there are a few recommended considerations:

    • Use a private setting; face to face is best.
    • Prepare for the discussion by carefully thinking through what you are going to say and how you are going to say it.
    • Bring forward facts to support the issues you are addressing, do not judge or make hurtful remarks, and avoid profanities.
    • Present constructive input using a positive approach whenever possible. Good openings include: “There are a few things you can work on…let’s talk them through” or “I’ve noticed you’re having trouble with ……., let’s see if I can give you some pointers so you can do better.”

    Of course, there will be times where a more direct approach is called for: “It has come to my attention that” or “As I am sure you can appreciate, this is not acceptable. Going forward you need to address this. Do you have any questions?”

    There is no one standard approach to giving constructive criticism. Always, it is designed to bring about improved job performance. Considerable skill, and thought, is required. Sessions will vary in length and complexity depending on a number of considerations. There is a time and place for creating a helpful and supportive theme, and there is a time to be firm while sending a serious message.

    One important lesson that experienced managers will agree on: When it is time to address an issue, doing so should not be delayed. When a performance issue is not addressed in a timely manner, it will leave the impression that all is well. Unfortunately, it is all too common that managers put off that difficult discussion. By doing so, there is quiet acceptance of the unacceptable behavior. This is called tacit approval. Addressing a problem long after it presents itself will make it that much more difficult to deal with. Also, there may be a negative effect on others who can see that the issue has not been checked.

    There is a wide range of acceptable styles to counseling. As managers and supervisors develop, they should become more comfortable dealing with a variety of personalities and challenges. Most people want to do their best and should be open and receptive to constructive input if presented properly. If not, you may have the wrong person in the job.

    Lisa’s Constructive Feedback on Paul Pinchak’ s Brief on Constructive Feedback

    Although I like the focus on new managers, there is opportunity for all levels of experience to reflect and consider their ability in providing constructive feedback.

    The concept of “helping people reach their full potential” is an important frame of mind of those in a leadership position, however we must also understand that the concept of being constructive is to deliver the feedback in a way that evokes a positive reaction and behavior change. If you deliver feedback and do not get these outcomes, it may be indicative of an opportunity to improve. The ability to positively coach and deliver feedback to others not only influences the individual but can have an impact on the morale of the entire company.

    It is a great starting point to focus on managers delivering feedback, but I also think that every individual regardless of role and position needs to be able to accept and embrace constructive feedback as the receiver. Sometimes ego, perspective and other factors get in the way of one’s ability to receive constructive feedback. When receiving constructive feedback, it is important to stay objective; do not let emotions get in your way and look at it is an opportunity to grow and improve.

    Constructive feedback when viewed as an opportunity to improve can come from a wide variety of relationships, a few examples include:

    1. Direct Report to Supervisor
    2. Customers
    3. Colleagues and Peers

    I once recall a customer who had a fire that resulted in the extensive restoration of both their home and contents. Once complete, the customer reached out to me extremely happy and grateful to the team and then said, “I am an operations person. I am extremely pleased but would like to share with you some notes that I have that may be opportunities to improve.” I invited him to share his feedback at a company meeting. He connected with the group by sharing the positive impact that the team had on him and his family. He shared specific special moments. He also shared opportunities areas for us to improve. Even if using a surveying tool, you may notice all exceptional marks of 10and then a dip to an 8 in “communications,” this may be an opportunity to accept constructive feedback.

    The tips presented for a single interaction are excellent, but I would like to add that the delivery and receipt of the feedback is best when there are healthy relationships between the individuals. An organizational culture based on trust will best provide the safety and security to accept feedback as intended. My father’s stream of constructive feedback is consistently delivered with nothing but the best intentions and that is another reason it is so well received and effective both to me and others.

    May delivering and accepting constructive feedback bring you much continued Restoring Success.

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