Task List Templates in Service Delivery

We will use the QuickBooks’ “Sample Larry’s Landscape & Garden Supply” to illustrate setting up a SharePoint Task template to ensure service delivery consistency and quality.  Using multiple posts, we will use this template from bidding through to job/project completion.

Let’s assume that Larry’s provides irrigation planning and installation services. The scope, elapsed time, and pricing for each project is going to vary due to differences in a client’s lot characteristics.  So Larry’s has set up a standard set of tasks using a SharePoint’s Task List for bidding and undertaking such projects.  This list is on the Larry’s SharePoint Service & Delivery subsite underneath the main site.

A screen shot of the 8 steps that make up the irrigation planning phase for such a project is shown below.  There are 4 columns:

  1. Task #
  2. Title
  3. Task Description
  4. Predecessor Tasks.

Irrig Task Overview

A screen shot of the subtasks underneath “1. Obtain Site Information” is below.

Irrigation Design Tasks Detail view

This is the standard irrigation task list that we will use in subsequent posts.

Workflows

All small businesses develop and receive internal and external documents.  Examples of internal documents include:

  • Job descriptions.
  • Performance reviews.
  • Policy statements.
  • Financial and accounting reports.
  • Sales and marketing collateral.
  • Time and Expense reports.

Examples of external documents include:

  • Customer invoices.
  • Vendor shipping documents and billings.
  • Governmental forms and filings.
  • Banking documents.
  • Proposals and Quotes.

You can set up workflows within SharePoint to match your organization’s review and approval processes. This can be as simple as either establishing an overall workflow for all documents or specific workflows by each type of document. To illustrate, if your firm requires that a proposal must be reviewed by the manager responsible for delivering the service and also by accounting, you can set up a workflow for routing the proposal to accounting and then sending it to the manger for review. The manager can view any remarks added by accounting and then add their own.  They can route the proposal back to the staff member that developed it so it can be finalized and then sent back through the process for final review and approval.  Email alters and due dates can be added to ensure timely reviews and also track its status.  You can even add a step for the customer to be sent the deliverable for their review and set a follow up date to review their comments.

Most firms can improve efficiency by implementing SharePoint workflows since time spent looking for documents and determining their status would be greatly reduced.  Also since SharePoint is web based, documents can be developed, reviewed and approved remotely, no more waiting until a particular person is in the office to get the document “out the door”.