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When you get called out to a job site in Milford, DE, for water damage restoration, the client is most interested in how quickly everything can get cleaned up and back to normal. You sympathize, but you have an important process that you need to adhere to: job documentation. In order to provide the most accurate estimate to your client, it's necessary to keep precise records from the first moment you arrive at a job. As the boss, you know that this is true, which means that you need to communicate to your team not only the importance of good record keeping, but how to do it.
1. Choose Good Software
Recording water losses can be tricky if not done properly. Because water can continue to cause secondary damage, it's important to accurately inventory everything at the first visit in order to provide a reliable estimate to the client and to the insurance company. Good invoicing software that allows you to categorize damage, record descriptions, and take photos will help to streamline the documentation process.
2. Provide Thorough Training
Having good software isn't enough if your crew doesn't know how to use it. When you decide to introduce job documentation software, set aside a couple of days to thoroughly train your crew. Provide hands-on opportunities for each member to navigate the program, ask questions, and practice documenting losses in a way that meets your standards and the standards of the insurance company.
3. Plan for Regular Support
Even the most thorough training isn't going to prevent all hiccups. Have a plan in place to support your team when they encounter documentation problems or questions at a restoration. The learning curve might be steep for team members who are less computer savvy, so patience and reliable support are key as you strive to implement a new process that will ultimately be beneficial for everyone.
Keeping excellent records for every job is more manageable when you have the proper job documentation software. Train your crew to use it well for the benefit of the client and your business.