Define the start and finish
The agreement is accepted, but crew dates remain provisional until the production owner has reviewed the scope and site prerequisites. Distinguish a commercially won job from a job ready to mobilize.
Workflow record and acceptance checklist
| Record | Information required |
|---|---|
| Scope and quantities | Accepted estimate, drawings, inclusions, exclusions, and allowances |
| Site readiness | Access contact, working hours, staging, and known constraints |
| Labor and equipment | Required skills, estimated effort, equipment availability, and subcontractor dependencies |
| Materials | Selections, approved substitutions, order owner, and expected availability |
| Acceptance | Production review, unresolved questions, and confirmed customer next step |
Run the workflow
- Estimator prepares the brief from the accepted documents and flags assumptions that need confirmation.
- Production lead checks feasibility and returns missing information with a named owner.
- Coordinator confirms the agreed start conditions and communicates the schedule after the readiness decision.
Worked example
Illustrative example: a remodeling estimate assumes clear driveway access for material delivery. The production review finds a restricted access window. The coordinator resolves staging and revises the delivery plan before the crew is scheduled, rather than discovering the issue on arrival.
Handle the exception explicitly
If drawings, selections, or access remain unresolved, record the blocker and the next decision date. Do not turn an estimated start into a firm promise while a critical prerequisite is unknown.
Measures to review
Track returned handoffs, unscheduled mobilization delays, and changes caused by missing estimate information. Separate customer-requested changes from estimating omissions.
Pilot before standardizing
Test this workflow on a small set of real cases with the people who send and receive the work. Keep a record of missing information and decisions that were unclear. Assign one owner to revise the operating instructions, then review the next completed case against the revised version.
Related implementation resources
Discuss the operating problem
Elixir consulting starts at $5,000 per month, with final pricing based on scope. Bring a recent example, the current workflow, and the person who owns the result to define the appropriate implementation scope.