Semi related to Time and Trouble, On my jobs the problem is with the front office, (or is it me-field superintendent), not ordering, or keeping track of items (tools, materials, equipment owned, equipment rented, consumables, etc, etc) – Also I am somewhat ashamed with the lack of organization, or any kind of system, with the company I now work for.
1. to be ordered, 2. already ordered, 3. ordering the correct parts, 4. knowing what has arrived in shop, 5. knowing what has been sent to job, 6. checking to make sure its set up and actually works/fits, 7. getting any of the above accomplished before the last possible second.
I took this job knowing that it was a situation I had to improve, and that if I could improve the situation it would be huge for the company. I just re-read David Gerstel’s book for ideas, and it doesn’t quite fit our situation. In his book it (paperwork gathering) is done in estimating, which is good but probably too much for our company to bite right now(we perform various different services, and no two lighthouse remodels/repairs are quite alike, some just need paint and plaster, some need pile driving, shoring, and structural steel, therefore estimates are by and large a wild guess). We need a specific system in place that several people can access and input information, we need a clear delineation of who is supposed to do what, and a timeline or schedule to do this in. I find myself putting out fires in emergency mode, and I can’t plan for the future because I am so caught up in the present.
I am used to working for a larger company, or for myself on small projects, where this is not an issue, hence my lack of experience in dealing with it. With a large company, I hand someone a list and it actually gets done!, with myself, I go to the store/online/supplier/and check off the list as I go.
With the current company, I am asked about status and reply that I gave the project manager a list. Then well, was it ordered?, when is it coming?, What are the critical dimensions? etc., I reply let me check my notes (i try to write everything down immediately as David Gerstel suggests) but day before yesterday my reply was, “its in my notes somewhere, but i won’t look it up for you until you have a system in place to keep track of the fact that i already looked it up for you twice”.
Now I have started to make copies of the notes I think I will get asked about, and I should probably increase that amount, and then put them in a file cabinet in a folder so my answer can be “they’re in the file, I’m busy right now, you can look them up”.
Any reccomendations out there on what books cover Procurement Activity Organization or software programs to accomplish same. One sub (electrical, sharp guy) reccomended quick books but said its a lot of work to set up. I don’t have the knowledge or the time to implement that system, and if i am to convince others to do this I need something to hang my hat on. Again, many thanks to this wonderful board, and all the great ideas produced here.