This document outlines a standardized process for managing various business tasks from start to finish. It includes sections for describing each task, listing the specific steps required to complete it, noting any systems or documentation needed for support, assigning accountability, and defining key performance indicators for measuring success. An example task of managing project drawings is provided, with details on collecting, saving, qualifying, and assigning the drawings to an estimator using defined protocols, tools like checklists and scorecards, and metrics for tracking progress. The overall purpose is to create consistent, well-documented processes for completing business operations in an efficient manner.

1.
TASK
DESCRIPTION
SPECIFIC
STEPS
SYSTEMS
NEEDED
DOCUMENTATION
ACCOUNTABILITY
KPI’s
©
2015
Ready2Grow
Associates
@ready2growlois
WHAT
IS
THE
TASK?
WHAT
IS
INVOLVED?
What
SPECIFIC
STEPS
are
required
to
execute
the
task?
What
SYSTEMS
will
support
implementation
of
the
steps?
What
DOCUMENTATION
will
support
the
steps?
ROLE
/
WHO
IS
RESPONSIBLE,
accountability
KPIs
/
WAYS
OF
MEASURING
SUCCESS
Outside
Sales
[
+
several
more
marketing
&
sales
steps,
then….]
Networking
e.g.
Chamber
of
Commerce,
professional
associations.
Market
research.
Cold
calls.
Warm
calls.
Referral
marketing.
Develop
lead
list
(cold
or
warm)
Nurture
top-­‐20
clients.
Call
one
top-­‐20
once
every
3
weeks.
Review
and
analyze
opportunities.
Join
X
association
to
receive
auto
updates.
CRM
Tasks
&
reminders.
Systematic
review
of
proposal
sites.
Join
local
Construction
Associations.
Join
LinkedIn
Construction
Groups.
Input
contacts
in
single
system.
Record
every
interactionTag:
A.
Clients.
B.
Referral
Partners/Alliances
e.g.
homebuilders.
Business
Developer
Office
Manager
Number
of
new
leads
in
pipeline.
Number
of
initial
meetings.
Number
of
follow-­‐up
calls
to
former
clients.
Number
of
closed
sales.
Project
Mgmt
Collect
drawings
-­‐
client
Save
drawings
into
master
folder
Save
onto
server
or
DropBox
DropBox,
server,
paper
filing
cabinet
Create
client
specific
file,
emailed
drawings
go
into
file
Office
Manager
Number
of
drawings
collected
Qualify
job
–
good
for
us?
Size?
Scope?
Review
drawings
to
ensure
accuracy
Evaluate
type
of
client
If
returning
customer,
considered
good
client?
Margins
for
job
size
Location
Schedule
Min
$
value
(smaller
jobs)
Written
protocol,
documented
&
organized
Flow
chart
with
defined
items
Checklist
Score
list
Written
protocol,
documented
&
organized
Flow
chart
with
defined
items
Checklist
Score
list
Office
Manager
Business
Developer
Client
Suitability
(Score
compared
with
“Perfect”
Client.)
Number
of
clients
scoring
8-­‐
10
on
our
scale.
Assign
to
project
estimator
Based
on
scope
&
availability
of
staff
Email
&
verbal
communication
Tag
lead
in
database
Email
Enter
into
database
Paper
file
DropBox
file
Office
Manager
#
new
files
opened
per
month
SAMPLE WORK FLOW CHART