Step 4: Implementation
Are you ready for Step 4: Implementation? I’m going to say it's one of my favorite parts of any project. You know, when all those little bits and pieces come together to make your vision a reality?
This step can be long and complicated depending on the size of your project but it can also be short and sweet. The end goal no matter what though is a client who says, “oh my gosh, it is so much better than I could have imagined.” So, let's talk about how to make sure everything goes as smoothly as possible.
Does this sound familiar? "I don't need to create orders because I don't do any procurement--my clients and their contractors do all of the purchasing."
Believe it or not, going ahead and creating orders for your own records is pretty useful! Find out why here.
1. Product Ordering and Tracking
After your clients have paid their invoice, it’s time to get those orders placed.
See the process in action here:
Orders you email:
Click into the order, click on the three dots to open the More menu, then go down to Email to vendor.
Fill out the information, then click Send.
Lastly, change the order's status to Submitted.
Orders you place on the vendor's website:
For orders that you are placing directly, you can click on the product link launch button, double-check the product, and add to cart. Once you're done, make sure to change the order status to Submitted.
Pro Tip: If you often have interruptions when you’re working, I recommend having an Added to Cart status that you apply to individual items to mark things off as you go. If you do, and you get called away in the middle of placing the order, you'll be able to see exactly which items you've already added to the cart.
This makes it so much easier to make sure that everything you were supposed to order actually made it onto the order. Once you’ve placed the order, you can easily clear out the Add to Cart statuses and update the entire order status to Submitted.
Acknowledgements
When the order acknowledgement comes in, you can go directly into the order to make any adjustments and update the status. I like to use ACK Received when the order acknowledgement comes in and ACK Confirmed after I have made adjustments.
Pro Tip: Lock in those prices!
Once the order acknowledgement has been confirmed, I recommend going through the items on that order and locking them.
This makes sure that the pricing in this project will be preserved, even if you update the prices in your catalog down the road.
Click here to find out more.
Tracking Order Updates and Shipping Info
Track order updates in the order status notes. Status notes can be added directly in the order:
or from your order reports:
Keeping track of expected delivery dates is crucial to managing the project timeline effectively.
As you receive shipping and tracking info, add the details to the products on the order:
Pro Tip: Shipment tracking makes it easy to keep track of tracking numbers, ETAs, which items have arrived, and more.
You can view full shipping information on your Shipping Report, but you can also view shipping ETAs on your studio and project calendars. Click here to find out more.
2. Receiving and Inspecting Deliveries
As shipments arrive, make sure to note the date they were received in the product's tracking information on the order.
Each item should be inspected when it arrives for any damage or discrepancies from the order. Don't wait or you may not be able to submit a claim for damage you find later.
Take careful notes and make sure to take detailed photos of any damage before submitting a claim. Photos and notes can be added directly to your order so you can easily find them and send them as part of the damage claim.
Follow up with your vendor (and/or the delivery service) to arrange for replacements or repairs as needed.
3. Installation
Project Calendar: Creating calendar events in your project's calendar will help you keep track of which trades will be on site and when. Schedule site visits here, too!
On-site Information Management: One of the pages in every view PDF is a jobsite sheet with a QR code that links to that view. (Only team members and clients who are on the view will be able to access it via QR code, so make sure that your contractor has been added to the view as a viewer.) Print and post a jobsite sheet at the jobsite so your contractor always has easy access to schedules, installation information, etc.
Site Visits: Tasks are a great way to make sure you have a checklist for what you want to accomplish, a place to track your time, somewhere to take notes during your visit, and somewhere to take progress photos, all in one easy location. You can even create a folder for the visit and copy all of the photos from the task into the folder--all without leaving the task!
4. Walkthrough and Punch List
Here again, a task is a great way to build the punch list, track your time, take notes during your visit, and take photos of deficiencies, all in one easy location.
5. Furniture and Furnishing Installation and Styling
Before Installation Day:
Make sure you have photography scheduled ahead of time
Double-check that everything's been received and is ready for delivery
Schedule delivery and installation personnel
Make sure your install kit is ready to go:
Dust cloths
Bulbs
Batteries
Furniture foot protectors
Etc.
Have furniture plans and inventory lists ready for everyone who need them
Create a delivery receipt in the project's Contracts section for the client to sign (that way you have their signature saying that they have received everything in good order)
If you're going to supply any accessories or decor for staging and client approval, go ahead and get those ready to go. (See Pro Tip below)
Let your client know what they can expect that day
If your install day is going to be a big day, you may want to order lunch ahead of time
Prepare a care package for your clients
If purchasing a client gift is on your list, now is the time to do so!
Make sure any final invoices are ready to go
Pro Tip: Keep track of all styling items by adding them to the project as you go.
You can do this quickly and easily from within a project using the Quick Create option when adding products. Type a name, give it a price, and you're all set!
On installation day, open the product and use your phone or tablet's camera to take a quick photo of the item in the room where it was used.
Another benefit is that if you haven't billed your client yet for the accessories, you'll have a record of which items they kept so you can invoice them.
On Installation Day:
Install day is always a big day with a lot going on.
Arrive early to make sure:
Pathways are clear and ready to go
Furniture plans are taped to the front door and/or any individual doors along with an inventory
You have a designer station set up with any of the information that you need and your install kit
You take the time to go over everything with your team
When the delivery team gets there, give them a tour of the space so they can see where everything goes ahead of time
Get a copy of all signed delivery receipts from your vendors and upload them to the project as you go
Take process photos and upload them to the project
Document any damages that happen or any deficiencies that are found
After your clients return:
Give them a tour of their beautiful new space
Review any items that are on approval
Have them sign the delivery receipt in their project's Contracts section
Have them pay any final invoices
Once installation is complete and all invoices have been paid, it's time to move to Step 5: Project Closeout.
If you need any additional support, click the question mark in the upper right-hand corner to chat with a member of our team.
Happy designing!