How a Documentation Process Improves Efficiency

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At SoundVision in Novato, Calif., documentation begins with the initial client meeting and continues throughout the project to provide detailed clarity to the client, purchasing department, project manager, installation team and programmer.

All documentation is stored on SoundVision’s network server, backed-up, printed, and compiled in a project binder for ease of access. From the back-end, the SoundVision office maintains extensive records of accounting, purchasing orders, and change orders. These are managed by QuickBooks and also stored with the client’s info on the network and project binders.

The focus of the documentation is to ensure that the customer and all stakeholders are always clear on services, the cost of the project, and the functionality of the technology. The results of the efforts are time saved in office management, efficiency on job sites, and overwhelmingly positive customer feedback across the board.

Here is the company's 20-step documentation process:

Design Guides - These are used by the salesperson during the client interview process to capture relevant information by subsystem, as well as document any items that are unknown at the moment.

Project Requirements - This document is created by the salesperson from existing templates to give the client a rough outline of the project scope as he understands it. This document becomes part of the system proposal.

Project Scope - This document includes descriptions of all locations, features, functions, items or work provided by others, etc. This document becomes part of the system proposal.

Sales Markups - This is a plan set (new construction) and/or photographs (retrofit) that are clearly marked-up by the salesperson showing all relevant details, known locations and wire paths.

Project Pricing by Subsystem -This document is generated in D-Tools by the system engineer. It provides detailed line item pricing by subsystem, by room, including labor. This document becomes part of the system proposal.

Project Time Budget - This document is generated in D-Tools by the system engineer. It provides detailed project time requirements by phase. It is used by the operations manager to schedule crews for the appropriate amount of time for each phase of the project.

Purchase Order Request by Phase - This provides detailed purchase order information by phase, by manufacturer. It is used by the purchasing/warehouse manager to order and stage all applicable materials for each phase of the project.

Detailed Cost Summary - This document provides detailed product and labor margin and cost information for the engineer to verify that the project fits within SoundVision’s requirements for basic profitability.

Proposal - This document is created by the system engineer. It combines the project requirements, project scope, project pricing by subsystem, SoundVision policy and warranty info, and cut sheets on all major components. It is designed to give the client a clear understanding of exactly what they are going to get, exactly how it is going to work, and where the costs are coming from.

Unknown Items Checklist - This document tracks any aspect of the project that is considered unknown or TBD for review at a later date.