Equipment Management | iRestore Restoration Software

Category: Equipment Management

10 Steps to Organize your Warehouse

Posted on by iRestore
By Lisa Lavender M.T.R., M.F.S.R., M.W.R.
September 20, 2023

You may have tried to mobilize Operation: Organize the Warehouse, or it may be on the “TO DO” list. Because there is never enough time, or space, in our restoration businesses, we need to plan, schedule, and make it happen. Described in the article, “Roll it Uphill – A Lesson in Leadership”, is the mindset of taking action and leading the way instead of placing blame on your team for the things that don’t get accomplished. Take the example of a new piece of expensive equipment that gets lost and forgotten in a messy collection of equipment, cords, and supplies. It happens all the time, right? What would be the result if the thought process was more of the following…

  • Does the new piece of equipment have a designated, labelled place where it belongs?
  • Did this designated place get communicated to the team?
  • Does the rest of your equipment and supplies have assigned shelf or floor space?
  • Do you currently have space capacity for additional equipment? Might it have been better to rent it?

In the article, Improving Effectiveness, Efficiency, Profitability by Looking outside the Industry, you will find inspiration in other industries that could best help us design and maintain the warehouse.  In disciplines described, you will find simple approaches and guidance that will help you lay-out and organize your production and storage areas in a way that will maximize your efficiency and reduce your headaches.

To move it off the list of dreams and goals and make it a reality, let us focus on what is to be gained:   

  1. Efficiency:  Operation efficiency is tied to reducing the number of resources needed to deliver a high-quality product or service. In this case, decreasing the amount of time required to locate, mobilize, clean, maintain and repair your equipment and supplies will increase:
    1. Profitability
    2. Productivity (which also results happier work force)
    3. Customer Service
  2. Asset Management:  Our equipment, supplies, and if you do contents, the responsible custody of customer property, is an important part of our operation. The better we can track, maintain, and care for our assets, the better our operational results.
  3. Credibility and Pride:  In our eLearning lesson on the custodial closet, instructor Mark Warner describes this area as the “back of the house” and explains that during an audit, the first place he inspects is the “back of the house.”  The general organization, housekeeping and cleanliness of this space is the evaluated. In our industry, the warehouse, is the “back of the house” and is a reflection on the company.
  4. Mindset and Culture:  As we produce clean and healthy environments for our customers, it is vitally important for us to provide a facility that exemplifies quality, efficiency, and pride. This creates a culture and mindset that is reflected in the personal appearance of our staff, their vehicles, and the condition of the jobsite. If we expect clean, organized, and safe job sites, it starts with how well we manage and control our shop or warehouse.

The following is a practical list of steps offered not as an expert in the field but as an accountant-turned-restorer with a passion for our operations, workflows, and cultures. Depending on your status, you may adjust the list to meet the needs of your organization.

Before executing your project, I offer the following tips, and my joke for managing anything is, “It is just like running a restoration job!”

  • Assign and grant the authority to a project manager who is ultimately responsible for goals, objectives, and managing the resources.
  • Each task should have a clearly defined expectation, a person assigned to the successful execution, and start dates and completion dates.
  • As a project, formalize periodic updates and adjust the plan as needed.

Simple Steps:

  1. Assign a project manager and consider a project team.
  2. Evaluate your space.
    1. Look at it with fresh eyes.
    2. What is working, what is not working?
  3. Evaluate your Inventory.
    1. Supplies, Equipment, Tools, Contents, Other.
    2. Get rid of what you do not need or use.
    3. Consider how your inventory is used in your workflows.
  4. Design the space in support of inventory, workflows, services, and needs. Sketch out several layouts using the following tips:
    1. Maximize space and fully utilize the volume of your space.
    2. Allow for safe and clear walkways.
    3. Consider the organization systems that you may need like, shelving, hooks, etc.
    4. Other considerations such as Safety and Cross-contamination
  5. Designate locations for the inventory and use the following tips in making these assignments:
    1. Efficient workflows that consider our movements, frequency of use, proximity to loading, weight of the equipment and supplies, and service commonality. An example is we do not want to put a piece of equipment on a shelf that is 12 feet overhead that is used daily. We want to minimize the movement and time it takes to gather necessary supplies and equipment to clean a carpet.
    2. Utilize best practices and traditional vocabulary in warehousing and make it part of your culture.
      1. Example:  Zone | Aisle | Rack | Shelf | Bin.
      2. The Vacuum is stored in Zone A, Aisle 2, Shelf 1, Bin b = A.2.1.b
    3. Workspaces may include the need to accommodate:
      1. Contents
      2. Equipment cleaning, maintenance, repair
      3. The movement of forklifts or pallet jacks
  6. Choose an Inventory Management System / software solution and maintain it.
    1. The system should support designated storage location and movements. You can read more here:  Restoring Success, Inventory Management 
    2. Plan for the pieces will present you with a graphic on the movement that must be accounted for and other considerations in maintaining your warehouse system.
  7. Acquire all tools and supplies needed to support the plan:
    1. Shelves, dividers, hooks
    2. Tape:   Use the proper tape on the floor to create zones, aisles, walkways, and other designations in support of your design.
    3. Ladders, forklifts, other tools, and systems that supports the safe accessibility of the inventories.
  8. Signs, labels, and color coding are some simple solutions that will help the team utilize  and maintenance of the system.  Consider a grocery store, with signs telling us where to find condiments. You would not put an air mover in a spot for the condiments! (Bad restoration joke?)
  9. Supplies Management:
    1. Establish documented minimum and maximum supply inventory levels that is appropriate for the space designed. Having a two-year supply of X is not practical for maximizing our warehouse space.
    2. Establish a restocking protocol that rotates the supplies in accordance with a First In – First Out approach. This will ensure a rotation and avoid potential spoilage of your supplies.
    3. Job costing can be supported if it is part of your supply management systems.
  10. Maintaining the Warehouse:  As part of the operations, protocols, the systems, and warehouse need to be maintained so that the company and team can continue to enjoy the benefits of the project.
    1. Establishment of Receiving Protocols. A few examples to consider:
      1. Reviewing shipping documents, reconciling them with the shipment and forwarding the slips to accounting
      2. Cleanliness:  New supplies are sometimes received and covered in dirt and grime. We do not want dirty supplies on our shelves and worst, yet we do not want them landing on a job site.
    2. Have clearly defined expectations and assignment of responsibilities in all cleaning and maintenance related efforts.
      1. Person assigned (rotation)
      2. Frequency Schedule
      3. Use of a checklist.
    3. Visual Inspections and Supply Checks:
      1. Assigned and periodic inspections
      2. Supplies, even with a digital management solution, should have assigned and periodic inventory checks.

Warehouse management is an ongoing practice that helps our operation, efficiency and can inspire the team. As with much in our industry, changes, technology, and evolution, will often require on-going redesigns of the space and systems. I have seen many beautifully organized and clean warehouses in my travels. Those of you who have mastered the feat of keeping order in the chaos, please share your tips in the comments below. May your well-planned, systems- driven, and organized warehouse bring you much Restoring Success.

Some Things Old, New, Borrowed and Blue: Restoration Edition

Posted on by iRestore
innovations in restoration
Photo credit: breakermaximus/iStock / Getty Images Plus via Getty Images.

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

“To the man who only has a hammer, everything he encounters begins to look like a nail.” –Abraham Maslow

As trainers, this quote is very powerful as it speaks to our skills, abilities, processes, technology, tools, equipment and supplies. It reminds us that we must constantly be evaluating new developments and offerings that are evolving at a rapid pace so that we can improve and advance our operations.

Employing anything new should be a conscious effort. We are offering some tips on deploying new initiatives to your organization and some of our favorite things:  old, new, borrowed and blue.

This piece is a collaboration of Lisa Lavender, COO, Chuck Boutall, director of education, and John Perella, curriculum developer & trainer, with Restoration Technical Institute (RTI).

Lisa’s Light-Bulb Moment:

I recall a very specific moment when I was introduced to a new technology. I was excited to implement it in our organization. I went to a co-worker and explained enthusiastically what I wanted to buy and what it could do. He engaged me in positive dialogue and articulated to me why the cost of implementation would exceed the value. He went on to say, “Did you think about all the pieces?” I did an informal analysis in my mind, set aside my emotions and realized that it was not in our best interest to move forward.

Next, the years of what I will refer to as emotional purchasing (the management of things collecting dust or simply not providing the intended value) began to run through my head. We must be deliberate in our approach to deploying anything new!

For some, one of the most exciting aspects of the industry is the constant evolution of technology, tools and equipment, a.k.a “toys.” Employing new things can bring value in many ways, including but not limited to:

  1. Improved efficiency and expansion of capacity
  2. Enhancement of service and quality to those being served

Before jumping in and thinking, “Wow! That is cool! I want it! We can use it,” we offer the following tips and considerations:

  • Evaluating and implementing an innovation should be a specific, defined function assigned to a member or members of your team. The function should have a clearly defined expectation. A timeline for deployment should be part of the clearly defined expectation.
  • Always take a cost-versus-benefit approach. Be objective; it is easy to be overcome by excitement and vision, and lose focus on facts.
  • Consider all things that relate to anything new:
    • Communicating to team: Did you ever hear a team member say, “I did not know we have that”?
    • Accessibility
    • Training
    • Updating: Inventories, systems, SOPs, supply lists, etc.
    • If applicable: Storage, maintenance, repairs, etc.
    • Communication of the value added to those you serve
  • Develop and/or use a standardized evaluation form or process:  For example, from learning the “hard way” when applicable, ask, “How are we going to keep track and inventory all the pieces?” (See “Plan for the pieces infographic below)
  • Gather input from the end-users. For example, if it is something that a technician in the field will utilize, listen to their feedback and engage them.
Plan for the Pieces

And now we present some of our favorite things: Some things old, some things new, some things borrowed and something blue.  

Although this is rooted in a tradition for new brides of which the origins are thought to date back to 19th-century England, we have adapted the meanings for our industry.  

Some things old: To keep us grounded in our past and connect us to a bright future

There is an endless list of tools, technology supplies, etc. These items are both industry-specific and have broad applications, and we think they are great to have in your inventory.

Dust-collection tools, used in a variety of applications, from sanding to sawing.

  • Used For: Construction, water mitigation and more.
  • Why we like it: Improve efficiencies and results by deploying these tools. They may reduce the need for containment in dust control, cleanup efforts, and mitigate the potential of secondary issues to the structure and contents.

Self-dispensing cleaning tools, like a bucket-less mop.

  • Used for: Cleaning floors, windows and more.
  • Why we like it: Efficiency can immediately be improved. You can be more nimble while doing the related tasks as your tools and solutions are all self-contained. Depending on the task at hand, you can also improve quality.

We also point you to what remain some of our favorite “old” things presented in 2017, Restoring Success, The Odd Ball Tools in a Restorer’s Toolbox.

Some things new: Optimism for what lies ahead

For the early adopters, we found some great new things at The Experience in September 2021 that got our attention. 

Phoenix Focus II Dual Axial, spreading the air with power

  • Used for: Ventilation and restorative drying.
  • Why we like it: It provides a lot of air (1,000+ CFM) and needs only 1.1 amps. It is small and lightweight, making it easy to move, clean and store. It allows us to maximize the use of space in the warehouse and vehicles. Dual-focused fans offer great dispersion of airflow.
Phoenix Focus II Dual Axial
Left to Right: Lisa Lavender, Larry Carlson (2021 Industry Icon Award winner), Chuck Boutall, Jeanne Boutall and Kerry Mayeur. Photo courtesy RTI

Inflatable containment by Airwall; you must blow it up to contain it in

  • Used for: A wide variety of scenarios and applications, including but not limited to: Source removal; general demolition; containment of dust, debris and contaminates.
  • Why we like it: It is much faster and easier to deploy than your typical containment system.
Inflatable containment by Airwall
Sara Raley from J.S. Held and Chuck Boutall from RTI ask questions about new containment system for our industry. Photo courtesy RTI

Hose cleaner by Frosty’s Innovations. Does the snowman know?

  • Used for: Cleaning vacuum hoses.
  • Why we like it: Super-fast and easy way to decontaminate vacuum hoses used in cleaning, extraction and other endeavors. 
Hose Cleaner
Shane Frost demonstrates the simplicity of keeping your hoses clean for more efficient airflow, and smelling great. Photo courtesy RTI

Relax Saunas’ Spa. Heat up and purge out just in time for the holidays!

  • Used for: Removing contaminants from the human body…
  • Why we like it: The infrared light and heat feels good. During the session, Chuck received a great sweat-out and purging of the lymph system, and he left feeling rejuvenated! Just what a restorer needs. 
Relax Saunas’ Spa
Patrick Moffit and Dave Keiter discuss whether to let Chuck out or not! Photo courtesy RTI

Restoration of facial skin by Lola Soap. Facial restorer; look your best while you perform your best.

  • Used for: Wrinkle removal! Do I need to say more if you’re over 40?
  • Why we like it: It seems to work very well, some of us were accused of having cosmetic work done in Vegas! Designed to rebuild collagen.

KleenRite PumpOut Shield, to attach to the top of toilets.

  • Used for: Easily discharging water from the pump out of portable carpet cleaning or water extraction units to the sanitary sewer system.
  • Why we like it: If you’ve ever extracted a room of carpet, then walked into the bathroom to only discover that your discharge hose came out of the toilet or tub and deposited all the water into the bathroom, you’ll understand.
KleenRite PumpOut Shield
Chuck Boutall and Mark Exner say “Toilette.” Photo courtesy RTI

LiDAR technology: We were made aware of this technology from industry friend Cory Graves, Restoration 1, who remains on top and ahead of technology. It is important to network in the industry and share ideas.

  • Used for: In our industry, it is being offered in some of the new generation of devices, and is being integrated in applications for measuring and sketching spaces.
  • Why we like it: It allows us to improve both the quality and efficiency in gathering important information in the field when combined with easy-to-use-and-deploy applications.

Some things borrowed: To bring good fortune and luck

Once you have gone through the evaluation process, you may have concluded that it is better to borrow, i.e., rent. Whether you own these things are not, there are some things that you may always be ready to rent.

Generators

  • Used for: Standby, temporary and emergency power.
  • Why we borrow it: Generators are expensive and seldom used in our industry on a regular basis. With a high capital outlay and maintenance costs, they also require specialized skills and peripherals when utilizing on the job. When you rent, you can typically get support on the specialized skills and setup needs.

Large climate-control equipment

  • Used for: A wide variety of scenarios and applications including but not limited to planned outages, permanent system upgrades, construction drying and water damage restoration.
  • Why we borrow it: Like generators, they require a high capital outlay, often have low usage rates, and require highly skilled and experienced staff to use effectively. Storage and maintenance of these types of units may also present challenges.

Specialty surface preparation and cleaning equipment

  • Used for: Source removal, coatings removal, material removal and more.
  • Why we borrow it: In addition to the previously mentioned considerations of investment, skills and usage rates, for those who do not use this type of equipment on a regular basis or as part of your core business, it is a tool in the toolbox that is often best to rent. From the perspective of a restorer who encounters a wide range of scenarios, renting this type of equipment gives you the ability to evaluate the optimal equipment and approach for each individual project.

Something Blue: To ward off misfortune 

Because we must finish with something blue… 

Makita cordless cut-out saw with dust control options

  • Used for: Endless applications, but imagine having this ready to go on a water loss.
  • Why we like it: The ease and efficiency of cutting drywall on a water loss and the price point make this a great tool to keep in the arsenal.

As you embrace the old, new, borrowed and blue available to the industry, we hope it brings you much Restoring Success.

Originally published in R&R Magazine

Building Your Reputation Through iRestore’s Restoration Management Software

Posted on by iRestore

restoration management softwareAs a restoration company owner, you know how much your reputation can impact the work that you get. Your reputation can put your company from the top of the scale to the bottom of the scale depending on how you interact with your customers and perform your restoration jobs. But, one of the most difficult things for restoration company owners to do is manage the many contacts they have for one job and keep all the details together at all times.

iRestore is well aware of the struggles that restoration business owners face when dealing with customers, insurance agents, insurance adjusters, and other contractors that might be working on the same job. Communication throughout the entire process is crucial to keep the job running smoothly and to provide the type of customer service that you want to give each of your clients.

How Can You Amp Up Your Customer Service With iRestore?

iRestore’s restoration management software is a one-of-a-kind system that is built with restoration businesses in mind. That means that when it comes to keeping track of your jobs and your contacts for each job, we have you covered, one hundred percent.

There’s a number of things that you can do with the software’s CRM feature:

  • You can organize your contacts by company and location to keep each contact detailed and specific and easy to find.
  • Our CRM isn’t just about holding contact information but helping you work with it. This CRM allows you to manage all of your contact-related tasks and follow-ups in an easy-to-use format.
  • Look at it from a marketing standpoint as well. This system creates referral and contact reports that help you realize your revenue streams and professional relationships. It also keeps an automatic scoring system of marketing prioritizing and organizing.
  • Don’t worry about duplicate contacts anymore! Our system synchronizes all of the contact information with job-related relationships.
  • For faster, more convenient use, take control of your contacts with an internal tagging system. You can also use it to reach out to your contacts with one easy click! Emails and phone calls can be generated right from the program and can be used across your mobile device, iPad, or computer!

When you have a custom-designed software like this, you aren’t just on top of your game in your industry, but you are outshining all of your competitors. This system doesn’t only help you get control over your contacts and CRM management, it can help you manage every aspect of your business from HR to Vehicle Management and Job Specific Management. When you need to gain control of your restoration business, you need to use the restoration management software that is designed to make your life easier. Contact iRestore now for a demo.

Industry Restoration Software – What You Need To Know

Posted on by iRestore

industry restoration software, restoration management softwareIndustry restoration software is designed specifically to help restoration companies manage their business at all levels. If you have been trying to find a solution to endless clutter of paperwork, lost equipment, double booking jobs, tracking certifications, or maintaining your vehicles, you can find it in one simple software that easily integrates with your most-used tools and apps.

iRestore has been focused on providing restoration business owners with software that helps them manage every aspect of running their business so that they can spend more time providing quality customer support and making their companies successful. If you have lost time trying to sort through the chaos in your office and throughout your company, there are a few things that you should know.

  1. Equipment Loss – As a business owner, you already appreciate how expensive it is when you lose equipment. Even temporarily. When equipment is lost, you waste time and money trying to locate the lost equipment, pushing back jobs because of limited resources, and money spent on expensive pieces of equipment that are never found. Industry restoration software helps you track equipment and maintain it so that you know exactly where it is and where it is scheduled to be next, saving you time and tons of money. Tracking your equipment can help you help your customers better and faster.
  2. CRM Management – This restoration management software helps you manage every single job in detail. You can upload pictures and documents, keep track of agents, adjusters, and subcontractors connected to individual jobs, monitor and document progress, and communicate internally and externally. The system works in real-time to provide the most valuable up-to-date information that you need to answer questions and get results quickly and professionally.
  3. Easy To Use – Even if you aren’t a tech-savvy, computer minded person, this software will work for you.
  4. Take It On The Go – You can keep your information updated quickly by using the software in the field. The software is designed for phones, iPad, and desktop so that you can count on its reliability anywhere you go.
  5. Get Rid Of Time-Wasters – Inc.com reported that business owners and their key executives spent 7.2 hours a month putting out preventable fires and 12.8 hours a week dealing with low-level interruptions that could be handled by someone else. As a business owner, you are probably well aware of the small interruptions that come up when a problem arises – iRestore’s industry restoration software can help prevent problems from arising, keep employees on task, and keep your clients happy!

Industry Restoration Software Success

Owning a restoration company is a big job. It takes time, attention to detail, and good organization to make sure that your company is successful and that you maintain the reputation that you want with your employees and your clients. iRestore’s industry restoration software is a high-quality tool that will help you amplify your career and boost your company’s success and overall profitability. Don’t do business without it – call us for a free demo today!

Expert Equipment Management To Improve Operations

Posted on by iRestore

restoration management software, equipment management softwareTo be able to run a successful restoration company, you need the right equipment and the manpower to handle your workload. You spend time and effort on managing your employees efficiently so that you can get the best production out of your team and help your company profit. But, your equipment often gets overlooked. Equipment may get left behind on a job due to inadequate equipment tracking, repairs and maintenance may get neglected, equipment even has a way of getting lost while being packed around from job-to-job or stored for future use. Whatever your biggest issues are with the way your equipment is being managed, you can resolve with effective equipment management software from iRestore.

Easy Tracking

Our equipment management software allows you to use a simple barcode method or a number system to help you keep track of your equipment. Whether your equipment is waiting for maintenance or repairs, out on a job, or being scheduled and assigned to an upcoming project, you and your employees will know immediately where the equipment is and where it is supposed to go.

Repair And Maintenance Records

Have you had trouble keeping track of the last time you scheduled the routine maintenance on a piece of equipment? Or do your employees constantly forget which piece of equipment is broken and mistakenly grabs non-working equipment to take to a job site? When your equipment isn’t running correctly or is out of commission, it can cause a lot of time and money loss. Your company does not have to waste time and money on disorganized repair and maintenance records. All of this can be stored and easily tracked through our equipment management software.

User-Friendly Interface

Software always seems like a headache to deal with. It takes time to train your staff on how to use it and to implement the features that come with a new system. Many companies stuff organization and efficiency to the side because they simply don’t have the time to deal with training all of their employees on how to use a new program and to integrate it into daily operations. With our Equipment Management software, you can forget about the headache. Our system is user-friendly and can be used across computers, iPads, and tablets for ease and convenience. Don’t stress about teaching your team how to use the program because it is simple and effective.

Don’t waste any more time and money on trying to find misplaced equipment or dealing with broken-down equipment as soon as you arrive on a job site. With iRestore’s effective and intuitive Equipment Management software, you won’t have to worry about where your equipment is or where it is supposed to go. Your team will suddenly become more efficient, more accurate, and more timely as they learn how to manage the equipment they use.

Efficiency is key to running a successful business. Losing money is not an option. Save your company’s valuable time and money by relying on effective software to help you function and be the best restoration company around.

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