How Poologics helps the Office Admin Roles

Tips and Tricks for the Office Administrator/Manager/Coordinator

This role is really the central nervous system of the office.  Often, they assign leads to salespeople, coordinate or provide oversight on schedules, and handle permitting and calling in inspections. Occasionally, this person also dips into the financial side of the business.

First, let's talk about working smarter and not harder. 

1. Get the lead form on your website -- "contact us submissions" will automatically drop into your lead table, and you'll receive a notification. If you need extra hurdles in place to pre-qualify the leads, add additional fields to the lead form. Automate your data entry!

1. Phase Emails and Automated Statement Emails: Automated updates for your customer. 
   1. Phase Emails
   2. Automated Statement emails
2. Organize your communication channels and process flow. 
   1.  Process
      1. Looking for plans? Looking for designs? Links? Pictures? Invoices? Permitting documents? Make Poologics a Source of Truth. Establish internal processes that require your employees to upload the documents to the lead or project file, and then hold them accountable to this process. They are not adding documents to the file cabinets in the office -- they are uploading the document to the cloud to be accessed ANYWHERE -- including the worksite or from home. Establish who will upload what and where. 
         1. Get in the habit of uploading documents to the attachment section of the lead and project files. 
         2. Attach images to selection, receivable, bill, change order, phase, etc. elements in Poologics -- always have what you need, when you need it.
      2. Establish who will be in charge of what in Poologics. Who will update schedules? Who will close out inspections? Avoid situations that force the office admin to chase down needed statuses and data from busy field teams. 
   2. Communication:
      1. 1. 1. Use Discussions with your team members. 
               1. Need to get an update on a project? Send a discussion to your team member. Your team member will receive an email, and their response will be logged to Poologics within the project and/or the home dashboard depending on your views. 
               2. Communicate with your customer while keeping your team in the loop. If you've turned on your customer's email notifications, you can send them a discussion. 
            2. Construction Related Tasks/Punch List Items
               1. Want to simply notify someone of something that needs to be done within a project? Simply create a task/punch item. Your team member will receive a notification, and they'll need to close out the task upon completion.
               2. Note, these are only construction-related tasks. All tasks must be assigned to a phase, and to close out the phase of construction, the task must be completed.
            3. Events
               1. The Event Calendar is more "global" in nature. These events are often meetings, on site events, but also internal tasks and deadlines for your team members. Here are some examples:
                  1. Lead Events: 
                     
                     1. Scheduling an initial consultation
                     2. Setting a due date for designs
                     3. Scheduling the final Presentation
                  2. Vendor Events:
                     1. Creating and communicating an event with a sub (Excavation Day)
                     2. It can be helpful to set up reminders for everyone involved regarding this task.
         2. Keep your schedules up to date! This will allow you to ALWAYS know the status of a project.
            1. If you're actively updating the actual dates on the project board, you'll be able to project out when you plan to hit specific phases of construction. This will better help you set expectations with customers and vendors.
            2. If your schedule is up to date, you'll know when the project should be complete by.. to the day.
            3. If you've created receivables in Poologics, when you expect to be paid next!