Expediting as I define it, is everything post purchase order creation and for those of you who provide procurement as part of your service offering, know that this part of the process represents a huge amount of follow up and time.
I generally recommend that this is done by one person and someone NOT on the design team. There are exceptions to this, but generally this role is best conducted by your Office Manager or Admin Assist, until you have enough volume to have one dedicated person for the task.
The EXPEDITOR category provides guidance on creating, training and cultivating this role in your firm. It is not an overstatement to say, the better your firm handles this, the more profitable you will be. To see the business materials in this category we’ve added thus far, go to the PRODUCTS drop down menu below and select this category.
Use this Performance Method sheet to help you conduct performance reviews for your interior design business. This document is not specific to any one role, so you only need to download it once.
I have found this method to be extremely helpful in conducting a review that is meaningful and will provide lasting improvement in your team members. Use this document in conjunction with the REVIEW SELF-EVALUATION AND SUPERVISOR’S WORKSHEETS for each role in your firm.
This Word document explains how to view the expediting information in Studio Webware. Crucial to utilizing Studio Webware to its fullest and truly tapping into it’s power of project management! If you are not doing this, you are not using Studio Webware well.
Use as your guide and add to your operations manual as well as your Expeditor’s procedures handbook. Simple, easy and already done!
Critical to using Studio Webware for project management, this procedure is imperative! Are you using Studio Webware to it’s capacity? Using the tracking information in the CODES tab in each item or on each PO is to be done with each item ordered.
This document serves as a procedure for your Expeditor or team member doing your purchasing coordination. Add this Word document to your operations manual and your Expeditor Handbook. Quick, easy and already done!
Use this worksheet to put down your thoughts about the performance of your Expeditor in key areas of performance and attitude. Use this in conjunction with the EXPEDITOR REVIEW SELF-EVALUATION WORKSHEET and the PERFORMANCE REVIEW GUIDANCE sheet to conduct your Expeditor’s performance review with confidence and exceptional results.
When you are just starting to expand your firm, I generally recommend that the Office Manager or Admin do the expediting or ‘everything after PO creation’. The Expeditor role is typically not a new hire, but a hat that the Admin wears, until your volumes substantiate a dedicated person to the task. Until then, you’ll need to provide guidance and feedback to hone their expediting skills.
The performance evaluation can be a powerful tool in grooming and honing your team members in serving your interior design business well. Use the review tools provided in the VIP Membership to get this process right.
Did you know that employees modify their behavior based on their own assessment more so than the assessment of others? Use this knowledge to craft your review process into a powerful tool that increases performance, pride and morale.
This involves a few steps. Give this Junior Designer Review Self-Evaluation Worksheet to your Expeditor a week prior to your scheduled review. Have them turn it in to you 3 days prior to their review. Use their self-evaluation to assess their perception of their role, performance and mindset and use as a starting point in developing your own feedback.
Use the EXPEDITOR REVIEW SUPERVISOR’S WORKSHEET to write down your own thoughts on their performance and perception of their morale. You will also want to download the PERFORMANCE REVIEW GUIDANCE sheet here in the membership to help you craft your feedback and run the review with confidence and optimal results.
The PERFORMANCE REVIEW GUIDANCE sheet is the same for all team members, so you only need to download it once. The EXPEDITOR REVIEW SELF-EVALUATION WORKSHEET AND SUPERVISOR’S WORKSHEET are specific to the Expeditor role and address aspects of this role specifically.
This is a Word document they can print out or fill in on the computer. If you’ve got someone to handle product procurement and coordination, do them and your firm the service of conducting a meaningful performance evaluation and groom them into an highly efficient Expeditor who frees up valuable coordination time so the design team can keep billing design time.
Are you hiring an Expeditor or Purchasing Coordinator for your interior design business. Use this job description to make sure you have listed their duties and have a well conceived description of their role. This is a key component of a proper orientation and will determine how much respect they have for you, their role and your company.
This document is best coupled with all the other business materials in the Expeditor category as well as the CODE OF CONDUCT document in the Company Identity category.
I recommend for small firms that your Office Manage wear this hat until you have enough product purchasing that it warrants another person. One of the biggest mistakes I see is design firms that have the Designer do all of the follow up after the purchase order is created, or worse yet, several people pitch in on the task. This is costly and will cause confusion and profit loss on your projects.
This job description also includes installation coordination which is a nice addition to the role. Revise this Word document as needed and streamline your purchasing process.
This editable Word document lists out all the aspects of the business where they have full ownership of the outcome. Different than a job description, this is where the buck stops with them. Facilitate ownership and initiative.
Use this list of accountabilities to strengthen your Junior Designer’s understanding of their role.