Capturing details for an order?

[jim_p]

Just got a call from the wife; she's running the shop today while I'm on the road. She picked up an order for framing two watercolors and she said that the measurements made no sense to her. One of these came in already framed and I *thought* I had measured the previous mat opening when I made up the order. The other was to be framed as best we could to fit an 11x14. I'm headed back to the shop now to see if the pieces jog my memory.

Here's the thing: I want to be able to capture enough information on a work order so that anyone who picks it up can do the work. I remember when this order came in; it was one of those Saturday mornings we both love and hate, when customers were stacked on top of each other and I had to hurriedly set up an extra table just to catch the overflow. What likely happened was I wrote down some placeholder information on the work order and never went back to refine it.

Any hints on how to capture enough information about a job when it's so busy you're juggling customers?

 

[Ylva]

Before I put any order into my POS, I scribble details on a note pad. Dimensions, any comments the customer makes, little drawings of direction of artwork (very important when it's a modern art piece and nothing gives it away how it should hang. Sigh) etc etc. I staple that to my work order.

It is amazing, even when it's not all that busy, how much you forget in a day…..or is that just me? Those little scraps of paper have saved my life many times over. Even if I forget to staple it (which of course NEVER happens) I know that note is somewhere on my (mess of a) desk. Somewhere. I swear it was here just a minute ago.

Sigh. Is it Christmas yet????? :icon9:

 

[Framar]

I am the only person in my shop and this problem even happens to me.

Post-it notes have saved my bacon more than once - but I also find I scribble phone numbers and notes on the underlayment for my Keeton Kutter and I have more than once gone through the garbage to retrieve info on an order.

It is always a shock to come upon a piece of artwork and have absolutely no clue as to its framing future.

Don't get old.

 

[GUMBY GCF]

I have the Wizard POS it ha has a place for notes and seperate notes for each matting , mounting , frame and glass. It prints out on the work order.

 

[stcstc]

i quite often take a pic with my phone and attach file to the order. has helped a few times with layouts

 

[Framar]

I have been using photos to capture multiple image layouts - usually whilst the customer is getting ready to grab a ballpoint pen to number the photos. Just have to remember to delete the files after the project is finished so I don't clog up my hard drive!

Customers are always impressed by this move.

 

[art goddess]

We take pictures of layouts with a small camera, print it in b/w and attach to order; also file it with order number in a file on the server so that we have verification of the customer's decision for the arrangement. It is easy to do and saves grief later.

 

[jim_p]

We've taken to taking pictures as well, and I've even added a feature to our custom point-of-sale system where we can attach photos to the work orders in the system so we can call them up from any computer in the shop.

That's not the problem. The *problem* is losing details as we frantically finish up with one customer and jump on the next folks who've been waiting a while...

 

[Ylva]

I do take photos of layouts as well and like Mar, customers are always super impressed! (goodie point to me)

Anyway Jim, guess you'll just have to stick to some system, scribble notes and put that on top of order before you move on to next customer. No matter what system we will tell you that we use, if you don't use it, well, system will fail

 

[SusanG]

I always have a Truvue spiral notebook where all special drawings and notes are kept. Keeping everything in one place makes my life a little more organized. I try to write any crazy detail about the job, so when I get back to it, I won't wonder. When I finish the notebook, it's kept with the other filled up ones. Currently I'm on #5. I refer back to the old ones now and then. Also I take photos if needed, which is great for multiple image jobs.

 

[walknonsunshine]

This might not be what you need but this is a form I use to use at the counter and if for some reason my computer is unavailable for for POS software I still use. I fill out the order and keep with the customer's artwork until I can get it into the computer.View attachment Work ORder form updated.zip

If the attachment doesn't work message me and I'll email it to you. Modify it to suit your needs.

Sunshine


Ok....that doesn't look like it's going to work. I have it on a PDF doc and excel doc. I'm unable to post either of those.

 

[Jeff Rodier]

Ok....that doesn't look like it's going to work. I have it on a PDF doc and excel doc. I'm unable to post either of those.

Open the PDF and save it as a JPEG to post it.

 

[David Waldmann]

Install a video camera that covers the design area. Then you can go back and see & hear everything you and the customer said. Over the top? Maybe, but I don't see how you're going to get anything saved unless you slow down and take the necessary time to do so.

 

[Julie Walsh]

We've taken to taking pictures as well, and I've even added a feature to our custom point-of-sale system where we can attach photos to the work orders in the system so we can call them up from any computer in the shop.

That's not the problem. The *problem* is losing details as we frantically finish up with one customer and jump on the next folks who've been waiting a while...

I know what you mean, Jim. We were having problems with notetaking prior to entering in POS especially info that doesn't have a click of a button in POS. I developed a form that we reach for every time a customer comes in...yes, everytime (took a while to stop using the post-it notes)

PM me if you want a jpg of it. It was developed in Visio.

The form has lots of info that can be circled and a large grid area for quick sketches (we also take photos). This is used when we enter into POS and is stapled to the workticket.

 

[walknonsunshine]

Here is a JPEG of the file. I originally had it set up in Microsoft Excel. If you want that email me and I will send it along (to whoever would like a copy).

 

[gadgetgal]

with a smartphone you can voice record any details and retrieve them later. Also, snapping an image is good for the visual part. Sometimes it is easier to do the voice recording and quicker than drawing or writing notes.....

Sue Davis, CPF
Master Framers, St. Paul, MN

 

[GUMBY GCF]

I have been using photos to capture multiple image layouts - usually whilst the customer is getting ready to grab a ballpoint pen to number the photos. Just have to remember to delete the files after the project is finished so I don't clog up my hard drive!

Customers are always impressed by this move.

That is where our Wizard IF Visualization comes in and it sends it to the POS which prints out a workorder with a picture printed on it. eliminates the extra steps. Then it will send all info to our Wizard mat cutter. Everything is all together only have to enter the info once for all three. Saves tons of time...

 

[Grey Owl]

This is what I use.

Primarily, there are a lot of words that can be circled, so I don't have to make many notes. It looks cluttered, but it saves time. Then later I can add comments as appropriate. And I can also add to my POS at a later date. This works well when with customer away from my computer.



For example, 16 circled items that take about 30 seconds: the circled items start with 1) Permission to use photo 2) Vertical layout 3) small size 4) "Paint Bev" means painted bevels. these mats are decorative mats that have a distinct pattern, so i will add Painted bevels to match the mat pattern. 5) I will weight 6) Edge mount , 7) wood frame, 8) type 2 frame assembly 9) med preservation level 10) Rabbet Tape 11) extra filler to be 4-ply rag +AF foam if more than1; 12) Charge for Fitting; 13) Flanger type hanger: 14) Tyvek dust cover: 15) museum glass - cut from 32 x 40 , but priced as 16 x 20. 16) vertical layout.

The only hand written notes are customer name, phone (on file), art description and if condition report. The mat numbers, the mounting mats, the frame number, and note about frame not stocked so need to order from out of state; also reiterate that decor mats need to have bevels painted to match pattern. Customer signs at bottom.