Video transcription:

Hey its Mike Callahan I want to make a quick video, just taking a break before we jump into dinner here. Day one of a two-day deep dive once again back at the hotel with another Service Autopilot company setting up for success. Things I want to talk about is the three-step process from lead intake off your office phone or website after you estimates won, how we track the things on the work order or the job and the actual completion of the job with job notes specific to the job that we’re doing and what this is gonna look like is a three step distinct process that we have basically customize and optimized for Service Autopilot or pretty much any other CRM for that matter, customer relationship management software but this could happen is we’ve got the lead is entered into the system whether it’s off the website or they pick up and make the phone call at that point we’re gonna use our phone intake sheet what this is is basically a glorified call script so it’s gonna go in and get all the information we need to be able to provide the new client with an estimate. So in the cleaning industry this could be the number of rooms, number of pets, number of people living in there, number of living areas, number of stories. In lawn care this could be, do you have a fence /gate, turf square footage, type of grass all the different variables that you need to create an estimate we’re gonna capture that on a fill-able basically a phone take in sheet so it’s gonna be a form that your office staff will go through a set call script and enter in all the property specific data at that point we’re gonna be creating an estimate. Now if that estimate is won the next thing is we’re gonna go into a fill-able basically form and it’s gonna be called our work order form or new work order form actually and that new work order form is going to go in and capture the specific data for the cleaning or the lawn care estimate. In the cleaning example it’s going to be each type of room broken down by living area so we could have the bedrooms, the bathrooms, the living area, the kitchen area and there would be literally things like hardwood floor or type of flooring any particular cleaning note so if the hardwood floor are we using Bona are we using some kind of different cleaning products that are not normal for that product we’re gonna see is it a vacuum or non vacuum area so we’re gonna track just on a bare-metal the type of flooring in any particular cleaning notes associated with that area of the home we’re cleaning. Where this trance basically comes into play with a lawn care company is let’s say we’re doing a landscape job or spring or fall cleanup this is going to go into maybe front yard, side yards, backyards in different specialty areas that the team may service or may not service and you’re gonna make specific detailed notes of what the crew needs to do so now they are not relying on the business manager owner or the office all these things now will automatically populate when we go to open the job up. So we open up the job now we’re on site and the first thing that pops up is a required form in everything that we’ve captured literally from lead acquisition after the estimates won all the information loads in from the new work order form and now we have the on-site work order form where the crews can see exactly what needs to be done they can check it out a little check box that it was completed and they can enter their own notes. On a really high level there’s three steps that I recommend to create a systematic workflow the initial is the the lead intake sheet that we go in with a call script we capture all the information we need to create an estimate if the estimate is won we have the new work order form and we’re gonna capture all the specific data for those jobs that we’ve won so like I said at home cleaning this would be details in each room and what we’re cleaning what we’re not cleaning if we’re using Bona or not using bona on hardwoods in the lawn care industry this is gonna be we’re trimming the shrubs we’re disposing the debris off site we’re disposing debris and a compost pile what all those things that go in each part of that job is documented now on the new work order form and then all those things are saved is basically custom fields and when they pull that up on the job itself all the data automatically populates the crew has instant access to all the job notes and all the information they need and they’re simply checking off each step of the job to make sure what should happen happens each and every time on the jobs you bid and they can enter their own notes in there for internal alerts to the office. Comments questions rotten below but we’ve been focusing a lot on this three-step process and it’s basically a phone intake sheet with a call strip capturing all the data a new work order form that captures all the jobs specific data and then once the job is dispatch and the crews are on the field all that populates in the crews can look at the data and check it off each part of the job that’s completed as well as any property specific note. Three parts to successful lead intake new work order completion and setup for new jobs and then having complete transparency with all the information property specific for each one of your crews with accountability into check mark. Check it out, probably later today or tomorrow I make a video how this is actually set up at service autopilot but pretty cool developments how are coming through and building out workflows for the lawn care in the home cleaning industry that will just buy back time and create accountability from your office as well as your field staff so comments questions dropped below but that’s our three step process for lead intake we’ve got the phone intake form the new work order form when we create a new job and then that in the field work order form that automatically populates with all the information check boxes for accountability and comments places for your crews so we’ll talk to you tomorrow.