Administration: New work orders onto the job board, filled in and filed
A new work order lands on the job board with its details filled in and its document filed, ready for the next person.
What goes wrong
In most offices one job lives in three places: the accounting system, a client folder and the job board. The only thing joining them is a person.
A new work order means opening the email, reading the order, creating the job by hand, filing the document and telling somebody it's there. Each step is small. Across every job that arrives, they are most of a morning.
What needs to change
A new work order should reach the board the same way every time: filled in, filed and visible, whoever is at the desk and however busy the morning is.
The system
A job-intake workflow between the accounting system (MYOB) and the job board (Monday.com). It reads each work order, creates the job with its client, job number, due date and PO filled in, attaches the source PDF and files it in the client's folder, and keeps a log of every job it creates.
How it works
Starts when a work order is issued from the accounting system. Ends with a job on the board with its document attached and filed.
- A work order arrives. It comes out of the accounting system as a PDF.
- The details are read. Client, job number, due date and PO are pulled from the document.
- The job is created. A new job appears on the board with those fields filled in.
- The document is filed. The source PDF is attached to the job and filed in the client's folder.
- The next person picks it up. The job is on the board when they look. They don't have to ask where it got to.
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