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Creating Job Folders Kept My Business Straight

Bill was well educated and had a lot of horse sense. I told him I was thinking of starting a building and remodeling business after I finished my hitch and started telling him about all the tools and equipment I would need. Bill interrupted me and said, “You’re very good with your hands, now focus on how to run a business.” I never forgot that.

I’m like most remodelers and builders. I like to jump into a job and nail away. But remodelers and builders need to do more than that. We need to keep in mind that each of us runs a business. If we don’t consider our companies as businesses, all we really are doing is creating jobs for ourselves.

Organization Is Key

I have spent years organizing my business, and it is still a work in progress. But through the years, I learned a few things by trial and error — mostly error — that I would like to share with you.

One of the problems I struggled with again and again was trying to keep all of the information about a job in some order. Finally, I developed a job folder system to organize my work. I simply began making separate job folders for each customer and for myself. The system probably saved my business.

Here’s How My System Works

For each new job, pick up two multi-pocket folders; one for your client and one for you. The folders I use are vinyl with five pockets each to better separate different parts of each job. Then mark the tabs and insert the materials for the job.

I separate my material into the following sections:

• Contracts/Permits/Legal
  • Building & D/B contract
  • Specifications
  • Pre-Construction
  • Lead Disclaimer
  • All related permits
  • Signed revisions to alter construction to conform to existing conditions
    
    
• Plans and Drawings
  • Building designs
  • Kitchen & bath schedules
  • Floor, roof or other details
  • Pictures of existing conditions
  • Property plat
  • Suppliers
  • Product information
  • Special order items
    
    
• Subcontract
  • List of subcontractors
  • Subcontractor bids
    
    
• Production
  • Change orders
  • Schedule
  • List of allowanced items
  • Punch List
    
    
• Miscellaneous

It is amazing how something so simple can keep your head together. My job folder keeps all of the information at one location so I never have to scramble looking for a note I wrote about a job — and it’s easy to grab on the way out the door.

Barry Dennis, of Barry Dennis General Contractor in York, PA, is a residential general contractor and member of the York County Builders Association (YCBA) and Remodelors™ Council. Dennis currently serves as the vice-chair of the Remodelors™ Council and sits on the board of directors for the YCBA. Dennis founded his company in 1976 and specializes in full service remodeling. He was trained by USCG and Navy schools for construction, with two years on-the-job training for new home construction. For more information, e-mail Dennis.

The NAHB University of Housing Offers Designation Programs and Other Courses

The NAHB University of Housing offers CAPS, CGR, CGB and a variety of other professional designation programs and business management courses that set builders and remodelers apart from the competition. To learn more about NAHB’s designation programs, visit www.nahb.org/designations. For a complete list of all current education offerings, click here.

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