THE COORDINATION MAP WORKBOOK
Find where jobs get lost to handoffs, not headcount.
WORKSHEET 01
Twenty Jobs, Four Dates
The homework
Pull last month’s job list. Twenty jobs, in order. Where a date does not exist, write "none." That is a finding, not a gap.
| # | Job | Date it came in | First contact attempt | Date scheduled | Date done | Notes |
|---|---|---|---|---|---|---|
| 1 | ||||||
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| 20 |
Median days, in → first attempt
—
Median days, in → scheduled
—
No first-attempt date entered
—
WORKSHEET 02
Put A Number On It
The ledger
Eight inputs. Kind assumptions are pre-filled as placeholders; use your own numbers.
Time
300 × 2.5 × 4 min ÷ 60 = 50.0 hrs × $100 = $5,000
Material
300 × 5% = 15.0 × $300 = $4,500
Trips
300 × (1.15 − 1) = 45.0 × $75 = $3,375
Monthly total
$12,875/mo
Yearly
$154,500/yr
Not one line of this shows up on your P&L. It is smeared across payroll, fuel, and jobs that took longer than they should have.
WORKSHEET 03
Two Questions
Before you build anything
QUESTION ONE, THE REBUILD COUNT
Think about the last job that changed after it was booked. How many phone calls did it take to put it back together?
QUESTION TWO, THE BURNED SLOT
When that job fell out of the schedule, what happened to the slot it was sitting in?
THE HONEST OUT
If neither of these hits home, you might just need a crew. That is fine. The rest of this workbook still saves you money, but coordination is not your bottleneck.
WORKSHEET 04
Walk One Job
Start to finish
Write down every party involved, then every step where information changes hands.
Parties (six suggested)
| # | Step | From | To | What information | How it moves today | What breaks |
|---|---|---|---|---|---|---|
| 1 | ||||||
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| 14 |
One change — who has to know?
It rains on install day.
One change, 0 handoffs.
WORKSHEET 05
Interview Every Party
What they need, when, and how
| Sales | Customer | Office | Supplier | Installer | Other | |
|---|---|---|---|---|---|---|
| 1. What's your ideal packet of information to do X? | ||||||
| 2. What can change that? | ||||||
| 3. Once you have it, what do you do with it? | ||||||
| 4. If it's wrong, what happens next? | ||||||
| 5. How do you get this info today? | ||||||
| 6. How would you want to get it? |
Installer's example row, from the lesson
Ideal packet: address, gate code, customer cell, scope, color, photos from the inspection, and confirmation the material is actually on site. What changes it: weather, material ETA, customer availability. What they do with it: load the truck and drive. If it's wrong: drive back, or wait on site, or do the job twice. How they get it today: a call from the office the night before, and a text in the morning with the address. How they want it: on their calendar the night before, with the photos attached, and a text if anything changes.
WORKSHEET 06
Rank The Handoffs
Fix the top three first
In the trades it is usually the turn-in, the install schedule, and anything that fires when a job changes. Fix those three before anything else on the list.
Fill in "what breaks" on Worksheet 04 and rows will appear here automatically.
| Handoff | Re-runs / week | What burns | Cost guess | Weekly cost |
|---|
What You Have Now Is A Map
- Who's involved in each step.
- What variables connect to it.
- What has to be communicated, to whom, and how they want it.
- Which handoffs cost the most.
THE MAP, DONE FOR YOU
If you would rather we do this with you, the Coordination Map is $497, credited back if we build your system.