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Job Work Flow

02:21pm Jan 3, 2001 PST

We are reorganizing some of our processes and were wondering how other companies handle workflow. In other words, what steps does a job go through from inception to completion?

Thanks,

Kristi Long
Production Manager
Blair Communications

We have many different status codes and billing codes to define what stage a job is in. Generally it begins as a new business pitch, estimate signed, roughs, revisions, client input, at client approval, at vendor and job closed. Everyday I update the job status so I always know what "step" needs to be taken next to get the job done on time. As far as billing goes, we bill 50% after proposal is signed and work has begun. Upon completion of the job we bill the remainder. Once a job is closed we file the completed job folder in a separate filing cabinet from jobs that are in progress. We also file a sample from the job to keep for future reference. I hope this is what you were asking for. Let me know if you need any other information.

Kristi Tiber
Production Manager
Parker|White

We too have have in the past 6months refined our processes to manage our workflow and can understand the challenge you have. Workflow, in my opinion, is not a 'cut and dry' thing, so much of it depends on your desired outcome.

Our system is a combination of manual and electronic. In revising our processes the number one thing we tried to accomplish was to remember that our desiners are visual by nature so we wanted to develop a system they could ultimately take ownership in. So, what we currently use is a combination of the electronic C&P 'tools' and have a 4' x 8' production board (cork board). Our production board has a list of all our staff on the verticle axis and a very streamlined list of the production codes on the horizontal axis (renamed with whimsical headers instead of production numbers). As a job starts up we open it in C&P then print each jobs information from the new job dockets (containing the job # and job name only) and pin it on the cork board under the appropriate name and production status. We can then move things ahead manually and only need to adjust the C&P production status codes before we Bill, Kill, or run our month end WIP.

Its not perfect but the greatest benefit we have found is you can stand in front of it at anytime and have a 99% accurate 'snap shot' opinion of where the shops workflow is. It allows us to juggle jobs between designers, plus our sales team and account reps can see where they need to give their attention. We use this board all day long, each and every day!

One last word of advice...DO NOT let anyone move the jobs around on the board other than one person who has been designated the 'shop cop'. We allow anyone to flag a problem (a special colour push pin!) but having the traffic coordinator do their part keeps all the C&P accounting accurate.

This is my 2 cents worth! Feel free to call me if you would like some additional information.

Cheers,

Kermit G. Phillips,
B. Comm Vice President
Allura Communications Ltd.

Here's the short list.

Job Opening / Initial Project Estimate Creative Strategy (team writes work order/strategy) SRM (Strategy Review Meeting with all directors / client presentation & approval) Input Meeting (handing off the project to the creatives) Concepting CRM (Concept Review Meeting) Team Prep & Client Presentation Estimating (Production Costs & fees to complete the project) Copywriting Keyline Production Ship

There are several steps in between each of the steps listed. Listed above is the overall job flow. We are are now in the process of developing job flow for each department.

Don't be discouraged if this takes some time! Sometimes it's a very difficult and trying process to get everyone in the agency focused.

Best of Luck to you!

Laura Karns
Logistics Manager