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Presenting Correct Project Completion in Assessments and Restoration Projects

Markus Skupeika, CMC
President, Certified Microbial Consultant
Dream Ware Enterprises developers of Doctor Mold Software
Fort Lauderdale, Florida

How does restoration companies produce better workflow, detailed work, and better methods of delivering cost effective projects.  Is it possible to have better control over the thousands of details in one entire restoration project and produce universal forms that are in sync with insurance companies?  Do your company have a system to get restoration projects moving along efficiently and having the details of the project a mouse click away?

The art form of creating business to work more efficiently has a lot to do with the tools and system that can be put in place.  In order to filter a 6000 square foot warehouse after a hefty remediation project, one heppa filter would not nearly be sufficient.  You would need multiple heppa filters working together that creates better airflow and filtration for that part of the project.  The same concept in using correct tools to make sure your office is in sync with project managers in the field and insurance companies approving the work.  These methods can be efficiently accomplished with software that environmental companies can setup to universally interact with multiple aspects of their own business and give better understanding to outside parties such as consumers and insurance companies.

The task of documenting accurate project details to justify the work has been completed and done accordingly is all part of the necessary process of inserting data into a sound software system.  The system will allow project details to be searched, edited, and presented to who ever need the information immediately so no problems arise in the future.

One Stream Lined Approach

Documenting and creating a stream lined approach to maintain organization and justification of the project is easily accomplished with project managers having the correct job forms to complete.  For example, your office receives the call to complete a water damage assessment.  The office staff will take the information from the client, including the clients details with scheduled time of assessment and inserted this important information into the software and quickly present it to the project manager.  Now, as the project manager prepares for the assessment he will have the job forms stating the contact information, time of assessment, and notes of the project that the remediation contractor may need to be aware of at time of assessment comfortably sitting on his desk.

Within the printed job forms is the opportunity to track the restorations companies work methods and job details to promote a smooth project.  The job forms have work details and blank areas where the project manager can quickly fill in where his or her company plans on how to bill and complete the work.  These forms present the remediation company’s specific details of equipment, how many employees on-site, and many other tailored areas of the assessment that would arise. 

If any questions, from any other employee in the office on the project that will not be able to directly communicate to the project manager or remediation team, can be quickly searched and found within the software because of the consistent documenting from the office and project manager throughout the project.  This increase knowledge of the project to share throughout the company with rapid results will present benefits after your business will receive multiple questions and queries of the job at hand when the project manager is not in the office and completing his assessment on site.  All customary questions of work specifics, such as employee’s onsite, contact information of employees, materials out of the warehouse, and other important information can be searched within the software immediately.

Once the project has been taken into account and the project manager follows through with the assessment details by filling in the projects job form.  The project manager or office staff will be able to transport the details in the integrated software that will seamlessly calculate the financials and give cost analysis of the project to just name a few of the unique functions.  One function would be to track all the employees on the project and calculate total miles and expenses for project that arises.  These details can be documented at the job site and easily calculated in the system at the office creating visual graphs and supportive details for each job specific task.  One may then print out a report for the insurance company to explain and produce a line item proposal that will be universal, easy to read, and specific so no miscommunication arises and remediation companies are completely covered.  It is possible to communicate not using words, by using these forms that present hard numbers and facts you will not spend painful hours explaining each line and it’s significance in the project.

Remediation companies offer a huge amount of services and tracking numerous details can result in human errors.  Allowing data to be entered in to the software to calculate the totals and track the project details including the employee onsite, equipment being used, and how much visqueen for each room can be very beneficial. 

Reviewing and searching for those details can be painful and time consuming, unless there is a system that allows searching of individual job project details.  For example, The Jon Smith restoration project is in the process of completion and is on its 5th day of completion.  The client or another outside party calls and would like to know the details of the project.  The project manager is onsite and overwhelmed with finishing the project by its completion date.  By having the office search and review the details of the project with the software they can answer any questions the project manager would be able to answer because of the work logs in the system.  This quick search technique will give project managers more time finishing the project and less time being overwhelmed with other project details that can be handled by the office staff.  Simply, having specific employees being able to focus their unique contribution of the project rather than being bogged down with outside challenges someone else can handle.    Obviously, with the correct business structure, project management, and efficient work flow remediation companies can decrease many challenges that arise.  The solution of using tools and correct industry standards will create better results for the company and the industry as a whole.

As the environmental industry increases in demand it is important to bring universal standards that are inserted in our personalized services.  Using software that can follow these specific guidelines and at the same time be customized and tailored to an inspection, water-fire damage and any other environmental assessment in the Indoor Air Quality industry develops great rapport with consumers, insurance companies and environmental businesses.  Increasing efficiency, documenting important information, and contributing better methods to reach customer satisfaction is the sweet apple pie we all love to eat.  Using the correct water damage and indoor air quality tools is the whip cream and obtaining the correct software to manage details in the office and onsite is the cherry at the top.  How much smoother would remediation businesses run with software that integrates the thousands of details on an assessment that easily manages, stores, and develops forms that can be printed, reviewed, and edited with a quick click of a button.

Preventing Court Room Headaches

If there were guaranteed way to stay out of the legal battle there would not be courtrooms.  At some point Inspection and Restoration companies may have to be present and justify the work completed and present documented details.  If ever in such an event, a great technique to produce an environmental companies legal shield to protect their business would be using software that stores all the project details and generates printouts and quick searching capability with a click of a mouse.  A restoration company would have the documents ready to present, justify the correct methods and get back the new projects at hand without being dragged into less favorable activities.  As there become more legal issues that arise, documenting and showing these work methods become a must in any industry.  Not only is it important to maintain thorough notes onsite, but saving those notes in the companies system to present, manage, or edit is mandatory.
Also, noticing with many of inspection and restoration companies is the challenges arising from un-calibrated equipment and devices.  Unbalanced equipment used within projects can bring challenges during the restoration and assessment process.  As there have been times when moisture devices and equipment do not necessarily perform perfectly as they first did when purchased.  They need to be calibrated and maintained.  This can be verified with documentation from the company who develops and calibrates the devices, but you may also want to document this information in the equipment management of the software for your own personal use.  The equipment manager will have detailed information of the equipment and the dates of when calibration took place and by whom.  Total organization and great documentation so there is no more guessing when your priceless equipment might be not performing to its expectation.  These important procedures are priceless when presenting the completion of the project has been done correctly as per the industry standards.

Conclusion using a universal software:

Creating standards in the industry have been very successful in producing better working methods for Environmental Companies.  As we begin producing more ways to contribute our services we should be able to effectively do more for our consumers and find better ways to present easy to understand documentation on what exactly we are doing.  To have all the specific details of an important project right at your fingertips is the best approach to take.  Just as it is important to use technology to assist you in the field a restoration company needs technology in the office to automate mundane everyday tasks and calculate important details. These details offer important information for making educated decisions quickly.  Having a universal system in which all employees can enter project information and notes brings better communication in the workplace.  Documenting project information brings better justification for the assessment methods presented to clients and insurance companies. 

Although using new technology for assessments is rapidly changing it is a welcomed benefit to have an easy to use device or system that does not make it burdensome to reach the final goal of your assessments.  Full support and simple to use methods are available to increase workflow and productivity.  As every business has different details it is important to understand and document those details and produce an easy to understand way for consumers, employees, and other industries to interpret and create less confusion.  The process of learning and becoming familiar with technology is priceless as it gives better results in tasks that you may be performing previously without taking advantage of the new technology available.

Biography of creator of Doctor Mold Inspecion Software:

Markus Skupeika is the developer of Doctor Mold Software and founder of Dream Ware Enterprise Corp.  Working with Environmental Companies and being knowledgeable in the industry as a certified microbial consultant he offers consulting to use technology to attain better results in the IAQ industry.  For many years, Markus has been working in the industry and given great insight to innovate effective software, web technology, and support to produce better results with technology most environmental companies already have but are not using.  As of now, the creators of Doctor Mold Software are patenting new software that will increase the overall tremendous headaches of archiving documentation of project management and offering a new way quickly archive and search important documentation digitally.  Our goal is to streamline and produce rapid results using technology for the IAQ Industry.  Markus Skupeika can be reached by e-mail at mskupeika@doctormoldsoftware.com or by phone at (954) 678-1541.