It’s the start of a new day’s work in the world of Project Coordination. All eyes are on our internal handoff distribution. As the order placements begin streaming in from the Sales team, efficient organization and planning is at the forefront of all of our minds.
Like most of my colleagues, the first thing to be done when I walk in is check emails, catch up on anything left from yesterday and set my to-do list for the day. Today we are trying to meet a customer’s schedule which got moved up much sooner than originally planned. First I’ll call in a favor to the vendor to get that order moved up but I’ve got to remember and balance the other orders they are fulfilling that have tight timelines as well.
It is Tuesday morning, changes are on the horizon. Today is the day “the wall” (a physical representation of our production schedule) moves another week ahead. How many jobs will be scheduled this week? Just look at the wall and count the cards. Is it 8, 14 or even 21? This week there are only 9 jobs posted. That must mean they are large jobs. Nevertheless, I’m looking forward to it.
I arrive at the office. It's 8 AM on a Tuesday. Everything begins as I check my emails, responding to anything urgent, shelving the rest for later in the day. I'll take a mental inventory of what needs to be made a priority today (arriving shipments, ongoing installations). My eyes scan over the rows of blue folders on my desk; new projects, measurements, production, and install.
Another day begins with 3-5 quotes due and 2 more inbound before 10 am. I pick up a quote to get started and first I need to make sure I have all of the needed information to provide an accurate quote. Do I have the customer, property, and location? Do I have the floors plans, elevations, measures, specs, etc.? There is so much information to gather for each and every quote. Quoting is so much easier when all the information is readily available and I don’t have to track it down myself.
It is 8 in the morning on a busy summer day in the middle of August, product is expected to arrive in 2 hours. I’ve coordinated with the project manager by phone. I am the eyes and ears for this job, everything comes down to this. I need to coordinate face to face with the General Manager to make sure we can use the elevators, and to go over what his expectations are for our team.