Job-Project Site Protocol


Protocol Policy

Arriving at Estimate Request Location

Steps Require when arriving at Estimate Request Location

1.      Turn on vehicle flashers.

2.      Turn Off Engine and remove ignition key.

3.      Exit the vehicle with

a.      Cell Phone

b.     ERF Estimate Request Form

c.      Pen

d.     Tape Measure

e.      Business Card

4.      Take photos of the property with

a.      the vehicle in the photo frame

b.     the property address number/unit number if applicable

5.      Find the Property Owner, Manager, Person In-Charge

6.      Identify your

a.      Your Name

b.     Company Name

                                                              i.      And the Company you are representing if applicable

c.      The reason you are there

7.      Go to the item/area to be diagnosed/estimate information gathered

8.      Take photos of item/area to be diagnosed/estimate information gathered

9.      Thank the Property Owner, Manager, Person In-Charge for

a.      their time and cooperation

b.     someone will be in contact with them via email, text and/or phone with a Written Estimate

c.      if representing a MMC,

                                                              i.      Have the Property Manager, Unit Manager or Person In-Charge print their name, sign and date the work order

                                                            ii.      Place store stamp if applicable on the work order.

                                                          iii.      do not discuss costs or repair/service methods with Property Manager, Unit Manager or Person In-Charge.

10. If ERF is for a Maintenance Management Company,

a.      Forward all photos via email or text

b.     Call via cell phone (voice communication) the MMC dispatcher to verify arrival and findings

c.      Confirm Estimate will be forwarded to the dispatcher shortly after leaving the property

                                                              i.      DO NOT PROVIDE A VERBAL ESTIMATE OVER THE PHONE Estimates are only to be provided in writing.

11. Promptly leave the property.

 

If ERF is for a Maintenance Management Company, the Estimate will be created and forwarded to the MMC dispatcher ASAP

If the ERF is for the Property Owner, the Estimate will be created ASAP then forwarded to the Property Owner via Email or U.S. Postal Service.

Arriving at Job/Project Location

Steps Require when arriving at Job/Project Location

1.      Turn on vehicle flashers.

2.      Turn Off Engine and remove ignition key.

3.      Exit the vehicle with

a.      Cell Phone

b.     EWO Employee Work Order Form

c.      JOB Job/Project Quote Form

d.     BIN Billing Invoice Form

e.      MMC Work Order if applicable

4.      Take photos of the property with

a.      the vehicle in the photo frame

b.     the property address number/unit number if applicable

5.      Find the Property Owner, Manager, Person In-Charge

6.      Identify your

a.      Your Name

b.     Company Name

                                                              i.      And the Company you are representing if applicable

c.      The reason you are there

7.      Go to the item/area where the Job/Project is to be performed

8.      Take before photos of item/area condition

9.      If working on behalf of MMC,

a.      Send via text or email all current photos to MMC dispatcher

b.     call MMC dispatcher to verify arrival

10. Once the Job/Project has been completed

a.      Take After Photos of the completed Job/Project Item/Area

                                                              i.      If MMC Job/Project, forward all After Photos to MMC dispatcher

b.     Ask the Property Owner, Property Manager, Unit Manager, Person In-Charge to inspect the work

                                                              i.      If the Job/Project is a MMC, then ask the Person In-Charge to sign the MMC Work Order

c.      Present the Billing Invoice and asked the Property Owner, Property Manager to sign and date the Billing Invoice Form.

                                                              i.      If MMC Job/Project, do not present Billing Invoice

11. Thank the Property Owner, Property Manager, Unit Manager, Person In-Charge for their cooperation

12. Promptly leave the property.

13. If MMC Job/Project, the office will then contact MMC dispatcher for prompt payment