4 Critical Steps to Planning a Multi Site As-Built Survey Program
Last week I wrote an article about a specific type of As-Built services that PPM began offering in 2009 – “Multi Site” As-Built surveys. A Multi Site survey program involves 2 or more locations (often hundreds) of the same type, and for the same client – most typically retail, restaurant and banking brands that are doing a regional or national remodeling program. These high-volume programs have grown to become the majority of our business, and we believe the primary source of future growth opportunities for PPM.
Let’s say a potential client contacts us with an upcoming store rebranding program. They need to get 500 retail locations surveyed over the next 6 months. That’s a lot of manpower and logistics to coordinate – what do we need to do in order to successfully execute this request? Compared to a “Single Site” project, the stakes are much higher for both sides – any mistake that is made or shortcut that is taken in the beginning is magnified many times over, creating a domino effect down the line that can wreak havoc on the program timeline and results. We have learned that it is absolutely critical to invest the time and energy needed in the beginning to communicate openly with the client, and plan all aspects of the survey program PRIOR to getting started with the site work. We believe this so much that we’ve had to turn down projects when the necessary information just wasn’t forthcoming from the client, because we didn’t want to put ourselves or our clients in a situation where there’s any doubt at all as to the ultimate success of the program.
Here’s the 5 steps that we have identified for planning a successful Multi Site Survey program:
- Discuss Program Objectives
- What is the purpose of the potential program, and what is our client’s role? With all the parties involved, it’s helpful to know where we are in the chain – no pun intended.
- Is the client bidding or do they have the work secured? Our objective with this question is to get our services lined up as EARLY as possible within the client’s process. This ensures alignment of budgets, products/services, and schedules/timelines which allows us to hit the ground running when the time comes for the full rollout.
- What is the current workflow/process? This stems from the question above to get a sense of how the client is used to working on these programs and, also, to let them know how we typically run programs. Every program is unique and we love having these conversations early on to better know how to customize our services or processes during these early phases – with the goal of delivering a streamlined, design-ready package.
- Gather Program Information
- Site information (size, layout, quantity, locations, corporate or franchised, etc..)
- Scope of Work (As-Built Plans needed, item checklists, areas of focus)
- Deliverables (CAD file, PDF, photos/videos, customized output)
- Scheduling/Access (Who, how, hours of access, restrictions, contacts)
- Timeline (Desired turnaround time, weekly delivery targets, overall program benchmarks and expectations)
- Budgets and Pricing Expectations
- Assemble Program Team (tentative)
- As-Built Surveyors (location, quantity, capabilities)
- Project Management
- Drafter and Quality Assurance support staff
- Administrative and Customer Service support staff
- Create Program Proposal Package. Not just a price, but a preliminary Program Fulfillment Plan which addresses:
- Scope of Work/Deliverables clearly defined
- Scheduling Practices/Assumptions
- Timeline including Pilot Phase and full rollout ramp-up capabilities
- Price (typically a flat per/location fee)
Cover Page of a PPM Proposal / Program Fulfillment Plan
This amount of planning, before we even have a signed contract, is a significant commitment. But we believe it’s absolutely necessary to ensure the excellent results that PPM is known for, and that our clients deserve. The work on the front-end will ultimately save you much more time and stress later down the road (in fact we have picked up several As-Built programs midway through completion – likely due to our competition NOT taking the time to complete these steps). It’s all a part of our Purpose as a company to help create “Worry Free Renovations”!
Next week, I’ll delve into one of the first things we do after we have a contract for a Multi Site Survey program – “Pilot” surveys.