Study how jobs flow today
Write down the path a job takes, from first call to final payment and service. Note where it waits, who hands it over and which paper or sheet it lives on.
This map becomes the delivery checklist. Systems fail when they force a flow nobody follows, so start from what really happens.
Decide what data is worth keeping
Old sheets hold duplicates, half-finished entries and customers who will never buy. Keep open jobs, active customers, the material catalogue and live AMCs. Archive the rest.
Define stages, documents and owners
For each type of job, list the stages, the documents each needs and who owns it. Include utility and subsidy steps where they apply, and decide which can be skipped for a given job.
Define roles
List the seats in your company and what each should see and do. Define who approves quotations, who verifies claims and who exports data.
Load the open jobs
Load customers, the catalogue and jobs that are currently open, with their stage and pending balance. Starting with live work gives the team a reason to use the system on day one.
Train each desk on its own work
Sales needs the pipeline, surveyors need the phone survey, the store needs stock movements, and accounts needs claims. Teaching each group only its own screens keeps training short.
Switch over by job
Pick a date after which every new enquiry goes into the system. Let jobs already in flight finish where they are, or move them across at a natural handover point.
Review after two weeks
Ask each desk what is slowing them. Adjust stages, roles and fields, and keep what works. A good system is configured to the business, so small changes in the first weeks are normal.
Keep this
- Start from the real job flow, not from the software.
- Load live work, not history.
- Train by desk and switch over by job.