Reflections on 1st Week Project

Week 1 Project

Exhibition Company

Roles versus Job Descriptions

For the past too many years I’ve struggled over Job Descriptions and I’ve struggled to fit a members of staff into roles which did not necessarily suit their skill sets. I see the inefficiencies and the frustrations that our traditional methods cause within our workplace, but I’ve never been unable to resolve these issues in positive ways.

Personally, I’ve always been anti “Job Titles” and “Job Descriptions” because I’ve always viewed anyone who works with us as a “member of the team” and I’ve found Job Descriptions too absolute and at the same time meaningless. However (and it’s a big HOWEVER), I’ve never been able to offer an alternative, so I’ve always reverted back to the traditional, Titles and Job Descriptions or very vague Job Descriptions.

Having listened to Paul from Percolab, and viewed the roles on his website, the penny dropped for me. I realised the logic, simplicity and clarity of this process. I loved the bit about filling out index cards and asking everyone to pick out roles that they wanted to take ownership of. Having the opportunity to redesign how our people work from the base up was completely rejuvenating for me. I loved the process of allowing team members to improve on their specific Roles if it adds value to the company, and I also liked the fact that if someone no longer likes the Role or feels they’re no longer adding value, they have an opportunity to throw it back in for someone else to pick up.

I was grateful that my fellow team members were happy to use one of our company’s departments as a case study. This made life a lot easier for me as I don’t have a great imagination. Being able to work with a real life Case Study that existed, and that I’m familiar with, rather than an imaginary company helped me greatly. We had a great meeting a few hours before the Group Session on Friday night, which I found extremely beneficial with a load more pennies dropping.

Quick Overview

We are an Exhibition Company that offers a full Exhibition Service including creative 3D design, full manufacture of Exhibition Stands, logistics, installation at venues, removal at the end of the exhibition and storage if required.

Daily/Weekly Life

Clients in our industry are very demanding, expecting nothing but the best at their exhibitions and events. Accurate information relating to our client’s expectations and specifications can sometimes be difficult to obtain which can leads increased stress levels for our production teams.

Overall Purpose of the Exhibition Company

To produce the Best and Most Creative Exhibition Stands in the UK, and have a good time doing it.

1. Role Zero

Purpose

To fulfil Exhibition Company’s purpose

Accountabilities within this title:

Filling and energizing roles within the organization

Participating in the recruitment of future members

Managing your own vacation time

Maintaining cleanliness of office

Metrics:

Happiness score

Staff Turnover

2. Telesales

Purpose

Growing our sales opportunities.

Accountabilities within this title:

Telephoning companies with the objective of selling our bespoke Exhibition Stands

Filtering interested and None Interested clients on the CRM Database

Adding call back dates to any lukewarm contacts

Identifying when and to whom pass-offs need to happen

Metrics:

Conversion rate

Total Conversions

Number of Potential clients are added into the CRM Database and notes are included for teammates to view status and progress

3. Face to Face Sales at Venues

Purpose

Growing our sales opportunities.

Accountabilities within this title:

Attending live Exhibitions around UK to meet potential Clients

Meeting with potential Clients during our Exhibition Installations

Populate the CRM with all contacts obtained

Metrics:

New leads generated from each exhibition installation

Conversion rate of contacts made at events into sales

Total conversions of contacts made at events into sales

4. Higher Level Face to Face Sales Meetings

Purpose

Growing our sales opportunities.

Accountabilities within this title:

Making appointments to visits High Level Clients via the telephone

Meeting with High Level Clients during Exhibition installations and live shows

Populating the CRM Database with all contacts

Inputting all travel expenses into X platform

Metrics:

Conversion rate of appointments to a new clients

Total conversions of appointments to sales

5. Client Brief

Purpose

To make sure the Team has all the info necessary to delight the client.

Accountabilities within this title:

Gathering accurate information, dimensions, dates, venue, show name, etc.

Understanding the client’s expectations for the finished design

Understanding the client’s timeframe for viewing initial design proposals

Understanding the client’s budget expectations

Communicating the client’s expectations to the 3D design team

Metrics:

Client brief (expectations and needs) clearly documented (where?) and communicated to the 3D design team on a weekly basis

NPS — feedback/satisfaction

6. 3D Creative Design.

Purpose

To Wow the client with inspirational designs.

Accountabilities within this title:

Talking to our Sales Staff and Client Brief for further insights into Customer’s expectations

Producing stand designs in a clear and professional manner

Professionally package finished Stand Designs ready for submission to Customer. (to be forwarded by Sales Staff or Project Manager)

Metrics:

Complete 3D design on time and on budget

Conversion rate/total

7. Estimator.

Purpose

Accurately cost each Exhibition Project to generate a 20–30% net profit.

Accountabilities within this title:

Calculating OUR Costs to manufacture all bespoke elements

Calculating all Furniture Rental Costs

Calculating installation Labour Costs

Calculating Staff Transportation and Subsistence Costs for both Installation and Removal.

Calculating Exhibition Stand Transportation Costs for both Installation and Removal.

Calculating Sales REVENUE for Estimate

Comparing Actual Costs incurred against Original Estimates.

Metrics:

Accurately estimate total costs for each project within 5% (guessing here) of actual cost

Conversion rate/total

8. Working Drawings.

Purpose

The purpose of this role is to ensure that Project Advisors/ Co-ordinators & Exhibition Fabricators have accurate drawings and specifications to ensure Project specifications are met in the most efficient way possible.

Accountabilities within this title:

Converting the Project to “Confirmed” in the Project Management Software.

Meeting with the Project Manager and Production Teams to discuss possible production methods and suitable materials, highlighting any potential areas of concern or difficulty with the project.

Producing accurate, detailed 2D Drawing for the workshop to follow

Adding Digital Files to Project Management Software

Informing the Production Team when digital files are ready

Producing Cutting Files for any CNC cutting requirements

Adding Cutting files to Project Management Software

Specifying all materials including Grades, Thicknesses and Colours

Ensuring all important information relating to the Clients expectations is documented on Working Drawings.

Metrics:

Produce accurate working drawings within the dedicated timeline

All project files, requirements, and descriptions are documented, unknown and upheld by the teams

9. Project Advisor (larger projects).

Purpose

Deliver perfection to the client and exceed expectations.

Accountabilities within this title:

Take full responsibility for client relationship including managing the project during installation at venue

Agreeing on time scales and production parameters with the Production Team

Coordinating the project team self-selection (Production, Installation and Removal Team) for each Project

Coordinating project team logistics (transport, hotel, travel expenses, etc)

Informing client of project progress

Gathering digital Artwork for Client

Identifying special services required to successfully execute design

Preparing a contingency plan to ensure minimum disruption if an issue occurs

Clarifying Project Milestones and Payment Terms with Client

Obtain a signed confirmation from Client

Processing initial Deposit Invoices and forwarding to Clients

Adding client Purchase Order Number to relevant documentation

Notifying Project Manager when project is ready to Go

Notifying the Client of any cut off dates for ordering Artwork

Notifying the Client of any cut off dates for ordering any Out Sourced Services

Ordering any non standard raw materials required to manufacture the Project

Ordering Large Format Graphics

Ordering Furniture (Rental)

Metrics:

NPS

Repeat business

Profitability (i.e. 20% margin)

10. Project Co-Ordinators (smaller projects).

Purpose

Deliver perfection to the client and exceed expectations.

Accountabilities within this title:

Self Select Project Team to Manufacture, Install and Remove Exhibition Stand

Coordinating project team logistics (transport, hotel, travel expenses, etc)

Managing client relationship

Informing client of project progress

Gathering digital Artwork for Client

Identifying special services required to successfully execute design

Preparing a contingency plan to ensure minimum disruption if an issue occurs

Clarifying Project Milestones and Payment Terms with Client

Obtain a signed confirmation from Client

Processing initial Deposit Invoices and forwarding to Clients

Adding client Purchase Order Number to relevant documentation

Notifying Project Manager when project is ready to Go

Notifying the Client of any cut off dates for ordering Artwork

Notifying the Client of any cut off dates for ordering any Out Sourced Services

Metrics:

NPS

Repeat business

Profitability (i.e. 20% margin)

11. Exhibition Fabricators.

Purpose

Fabricate, Build, Deliver and Install perfection for our clients

Accountabilities within this title:

Self Selecting to form the best team to meet the Client Project

Producing of Bespoke Items within budget

Introducing to Client if the Project Advisor/Coordinator will not be on site Point of Contact at Venue

Metrics:

Transport, install and remove the exhibition stands within the appropriate timeframe with the utmost care for exhibition materials

NPS

12. CNC Cutting.

Purpose

Precision and Speed.

Accountabilities within this title:

Cutting sheet materials for carpenters to construct displays

Ensuring all daily, weekly and monthly maintenance is carried out on CNC machine

Ensuring all working areas around the CNC machine is clean and safe

Ensuring all vents and extraction units are maintained and cleaned

Metrics:

Sheet material is cut according to the project instructions and within the necessary timeframe

Maintenance is carried out on a daily, weekly, and monthly basis to ensure equipment is in great working order

13. Spray Booth Operator.

Purpose

Silk like finishes

Accountabilities within this title:

Preparing wood for the display

Spraying finish the displays/furniture for the exhibition

Metrics:

Prepare wood and spray finish material needed for each project according to instructions and within the project timeline

14. Finance

Purpose

Meet all of our financial obligations to our Teams, Suppliers, Customers and Tax Authorities.

Accountabilities within this title:

Tracking Departmental P&L

Maintaining accurate Department Accounts

Filing all Government Tax Returns

Producing of Wages and Salaries

Producing Cash flow Forecasts

Metrics:

Providing the team with bi monthly financial reports, P&L, Cash Forecasts

Annual reporting can be completed by the accountant 2 months after the end of the fiscal year

All financial transactions are reflected in the accounting system

All tax reporting is completed on time without penalty

All teammates are paid on time

15. Website Editor.

Purpose

Create and Maintain a website that we’re proud of.

Accountabilities within this title:

Proofreading and monitoring content is updated and relevant to our target audience

Spreading the word of our activities and services in an engaging way

Metrics:

Website it up and available 99.9% of the time

Update content on a monthly basis to highlight company services

Improve conversion rates by X%

16. Social Media

Purpose

Be seen and heard on Social Media Platforms which help drive sales.

Accountabilities within this title:

Sparking a conversation with our target community

Gauging customer service queries and redirecting as necessary

Promoting our activities

Metrics:

Increase social media followers X% each month on identified platforms

Increase interaction by X% each month on identified platforms

17. Insurance

Purpose

To keep us all legally insured.

Accountabilities within this title:

Ensuring the online Vehicle Insurance portal is updated with any changes to the company fleet, both additions and subtractions.

Requesting copies of Driving Licences for all staff authorised to drive company vehicles

Ensuring our Professional insurance liability Insurance is up to date and meets our legal obligations

Processing Insurance Claims

Metrics:

All vehicles have appropriate insurance and adheres to legal obligations

All vehicle information is accurately tracked in the insurance portal

All authorized staff driving licenses are documented for easy tracking and retrieval

18. Company Vehicle Administrator.

Purpose

A safe, reliable and legal motor vehicle fleet.

Accountabilities within this title:

Ensuring vehicle logs are accurate and every journey is recorded

Ensuring all vehicles are safe and maintained according to the manufacturer’s recommendations

Ensuring that each vehicle has up to date Road Tax and MOT

Ensuring all vehicles are clean and presentable

Metrics:

All vehicle logs are accurately recordings

All vehicles are maintained according to the manufacturer’s standards

All vehicles have up to date Tax and MOT

All vehicles are clean and presentable

19. Project Finance

Purpose

Financial clarity for every project.

Accountabilities within this title:

For non credit suppliers, pay by Credit Card or Bank Transfer at point of purchase

For credit suppliers, pay by Credit Card or Bank Transfer within Credit Terms agreed

Ensuring all customers pay their invoices within our agreed terms

Entering transactions into Accounts within 2 days of purchase

Metrics:

Providing the team with purchase reports of all raw materials and supplies relating to each project

Adding official VAT invoices to the accounts system and reconcile with Bank Account/Credit Card

20. Buildings Maintainer

Purpose

Maintain a great place to work

Accountabilities within this title:

Offices and Warehouses are maintained, cleaned and kept in a safe professional manner.

Document any potential hazards within the building and schedule them for maintenance

Carpark and Yards kept weed free and clean

Portable Electrical Equipment is PAT Tested every year

Up to date contracts are maintained with Electricity Utility Companies

Metrics:

Complete maintenance log every month

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