Describe the repeated work.
Who asks for information again, copies a record or chases an update? Note when that happens and what the next person needs to complete their task.
Project checklist
Bring one job and the handoff that needs improvement.
You do not need a complete software specification. A clear example helps establish whether the first project should change the website, an existing workflow or a connection between tools.
List the existing systems.
Name the website, customer records, estimating, scheduling, document and messaging tools involved. Identify who manages each account and any supported integrations you already use.
Choose examples of changed plans.
- A request that cannot yet be assessed.
- A revised detail after estimate preparation.
- A new date after crew assignment.
- An unanswered customer question after the job.
Use anonymized examples to show what staff currently do and what should become easier.
Define how the result will be checked.
Agree on a fictional job and the staff roles needed to try it. Include a repeated update and an incomplete handoff, not just the ordinary flow. Confirm that simulated messages remain isolated from real recipients.
Assign ongoing responsibility.
Decide who maintains website service descriptions, job statuses and approved message wording. Discuss handover instructions and any ongoing support separately from the first delivery.
Send the task summary first.
Tell Faith Forge Labs about the problem, tools and important dates. Leave customer records, access details and credentials out; an appropriate way to share a redacted example can be agreed later.