Hey all! -Chelsea here from Detail Shift.
I wanted to share a bit of how I fixed some of Gabe’s chaos in the shop last year.
Gabe would often over stuff the shop with work and try and stagger job start and stop times.
At one point we had 12 cars in the shop.
Gabe is also the type of person that wants everyone to be perfect…..
We had to call everyone and push all the timelines back after an unforeseen set of events all happened and cascaded at the same time.
I’m all about finding solutions, tweaking them, and I love the constant evolution towards of how processes grow. Its something I’ve always been good at.
But having solutions in a dynamic environment like ours are never set in stone.
They are living, breathing entities that need to evolve and change. That's something I learned firsthand when tackling our work order challenges.
Picture this: Up to 12 cars in the shop, each with its own set of unique service requirements.
Despite having the latest tech at our fingertips, something was missing.
So, I decided to go a bit old school.
Our first step? We printed out every work order.
Then, we placed them in plastic slips on the cars' rearview mirrors. Just like you would see at PepBoys.
Something simple like that solved all the missed line items and missed notes on the different vehicles - but that was just the beginning.
I added another layer - personal accountability.
Every team member finishing a task signed off on the work order. We did that through utilizing the Checklist/SOP feature inside of Urable.
SOP Feature (btw, Urable gives you a free 30 day trial)
This not only fostered responsibility but also brought everyone closer to the workflow.
Once all tasks on a work order were completed, it was handed over to a manager.
I'd then go through a 'close out' checklist - a final quality check. (Click the image or this link to get a copy of this for your self - let me know how you use it! Send me pictures!)
Screenshot of Job Complete Inspection Check List
Everything from the license plate to the last polish was scrutinized.
These would be printed out, completed and then uploaded into the Urable Inspections so we would never ever lose it.
Only then would I sign off, readying the work order for filing post-customer pickup.
This method has become our standard for every car we serviced.
It's a reflection of how a solution needs to be tailor-made for those who use it.
It ensures continuity, instills accountability, and most importantly, keeps evolving.
Mistakes are part of the process.
They are our cues to pause, reflect, and readjust.
As the Operations Manager, it's my job to balance quality with efficiency, ensuring we meet our pickup deadlines without rushing the details.
So, if you're ever reassessing your shop's workflow, remember these key aspects:
Align solutions with your team's needs.
Find the root cause, not just the symptoms!
Documentation is king - it’s the silent witness to accountability.
Every day is an opportunity to refine, to enhance, and to get one step closer to perfection.
I hope you found this useful! Please reply and let me know if you did!
Cheers, Chelsea
PS - Please share this newsletter with someone else that might find it useful that is in the Detailing, Ceramic Coating, PPF & Window Tint industry.
PPS - Chelsea Again - If you think your shop life is chaos and it feels like its just constantly insane and never calm - setup a discovery call with ME!.