Meeting Title: Home Improvement Working Session Date: 2025-08-13 Meeting participants: BrendaWilliams, read.ai meeting notes, Amber Lin, JanieceGarcia, tiffany


WEBVTT

1 00:00:07.300 00:00:08.500 Amber Lin: Hi, Brenda!

2 00:00:08.500 00:00:10.070 BrendaWilliams: Hello?

3 00:00:10.640 00:00:15.119 Amber Lin: Hi! We just finished the call with, Patricia.

4 00:00:15.460 00:00:16.059 BrendaWilliams: Great.

5 00:00:16.910 00:00:29.080 Amber Lin: Oh, Janiece was gonna add someone to our working session that we have every week with CSRs to show them how Andy is, like, do you have a person you’d like to add?

6 00:00:30.950 00:00:31.880 BrendaWilliams: Do I?

7 00:00:31.950 00:00:32.840 JanieceGarcia: Yep.

8 00:00:33.880 00:00:46.379 BrendaWilliams: Well, Tiffany is my lead, and that’s why I added her on the chat there, so in case I’m out or something. She’s Pest Overflow, so she’s used Andy a little bit.

9 00:00:46.640 00:00:47.470 Amber Lin: Okay.

10 00:00:47.740 00:00:51.960 JanieceGarcia: And she’s been in one of the working sessions with us, so…

11 00:00:52.170 00:01:01.979 JanieceGarcia: But it’d be good because she didn’t, you know, she was giving some feedback, but it’d be good to maybe get a little bit more from her now, especially with her knowing that home’s coming up.

12 00:01:02.450 00:01:03.900 BrendaWilliams: Yeah, you, ….

13 00:01:04.069 00:01:05.219 JanieceGarcia: So that’s fine.

14 00:01:05.220 00:01:08.190 BrendaWilliams: Definitely. Let me copy the Zoom meeting.

15 00:01:08.910 00:01:11.660 JanieceGarcia: Not this one, this is gonna be this afternoon. Oh, okay.

16 00:01:11.660 00:01:19.710 Amber Lin: join this one, too, because, I would need someone to help put all the documents into a central

17 00:01:19.720 00:01:32.880 Amber Lin: central Google Doc. So, Brenda, if you know who will be responsible for doing that after we look through all of them, do you know who that would be? We can also add that person here, so they have contacts.

18 00:01:33.340 00:01:35.649 BrendaWilliams: More than likely, it would be Tiffany.

19 00:01:35.650 00:01:36.590 Amber Lin: Okay.

20 00:01:36.590 00:01:41.780 BrendaWilliams: Yeah, it’s… my team’s very small, so it’s just her and I.

21 00:01:41.780 00:01:52.010 Amber Lin: Okay, I see. If she’s… if she’s free, would love to have her here as well, so that, we can save some time repeating the same thing.

22 00:01:52.010 00:01:55.740 BrendaWilliams: Sure, yeah, I just chatted her, let me see if she responds.

23 00:01:55.740 00:02:02.869 Amber Lin: Okay Yeah. I mean, we can get started, and then, … I can always…

24 00:02:03.110 00:02:07.770 Amber Lin: Call her again so that she knows what’s happening.

25 00:02:07.770 00:02:08.449 BrendaWilliams: Okay.

26 00:02:10.289 00:02:16.619 BrendaWilliams: Let me see, she may run to the restroom or something. We just ended a meeting, she and I, before we… I jumped into this one.

27 00:02:17.010 00:02:18.200 Amber Lin: I see.

28 00:02:19.420 00:02:20.500 Amber Lin: Okay.

29 00:02:21.660 00:02:32.339 Amber Lin: I’ll share screen. So, this is, these are all the documents you shared with me, so I took these folders and created a list

30 00:02:33.040 00:02:34.350 Amber Lin: And then…

31 00:02:34.600 00:02:51.400 Amber Lin: What we want to do is essentially… this is what I did for mechanical, is, okay, what are these documents like? And track if I have added all of them. And what we want to create is…

32 00:02:51.670 00:02:57.380 Amber Lin: a central dock, like… something like this.

33 00:02:57.580 00:03:04.910 Amber Lin: Yeah, with all of the different documents in one Google Doc, so that Andy can search it in one place.

34 00:03:05.150 00:03:15.399 Amber Lin: And so, I just want to go through each one of these and say, okay, is this a duplicate? What is this? Can we add it? And we have a few, quite a few to go through here.

35 00:03:18.940 00:03:31.169 BrendaWilliams: So, we have separate SOPs, as, as you can see there, like, washing and cleaning, pool, handyman, and then we have that home improvement guide, that top one.

36 00:03:31.680 00:03:33.170 BrendaWilliams: That you had on there?

37 00:03:34.260 00:03:38.600 BrendaWilliams: That has a lot of the information all in one spot already.

38 00:03:43.970 00:03:49.919 BrendaWilliams: As a quick, easy link for everything. So there’s all these tabs at the bottom.

39 00:03:51.140 00:03:58.230 BrendaWilliams: So the… the team only has to go have one thing open. We used to have them and, you know, everybody had them broken up on their…

40 00:03:58.330 00:04:07.249 BrendaWilliams: browser, and then they would, you know, click on each one. Now they’re all in one document, and they’re a little bit easier to go into versus

41 00:04:07.460 00:04:09.439 BrendaWilliams: Having them in separate places.

42 00:04:10.050 00:04:19.819 Amber Lin: Okay, so it sounds like this has zip code with technicians and inspectors, and then information about the service itself.

43 00:04:23.160 00:04:24.970 BrendaWilliams: There’s Tiffany. Thank you, Tiffany.

44 00:04:27.070 00:04:35.969 Amber Lin: Hi, Tiffany. So, we’re just looking at all the documents to see how we can add them to one central doc, just like PEST.

45 00:04:37.480 00:04:42.510 Amber Lin: So, okay, so this is… Spreadsheet…

46 00:04:42.720 00:04:48.189 Amber Lin: I think has both zip codes and information.

47 00:04:50.280 00:04:52.030 Amber Lin: So I think for…

48 00:04:52.150 00:04:59.650 Amber Lin: For this one… oh, I’m logged out again. We’ll need to flatten this for…

49 00:04:59.860 00:05:08.020 Amber Lin: for the zip codes, and then for the information, I think we’ll copy and paste it to the right part in the…

50 00:05:08.390 00:05:10.449 Amber Lin: in our Google Doc.

51 00:05:11.380 00:05:18.170 Amber Lin: So, now looking at this… …

52 00:05:18.510 00:05:24.240 Amber Lin: Okay, so this looks like a… procedure.

53 00:05:26.360 00:05:33.700 Amber Lin: So I think same for… these… is…

54 00:05:34.040 00:05:37.179 Amber Lin: Are these duplicates of each other?

55 00:05:38.620 00:05:39.780 BrendaWilliams: Not sure.

56 00:05:39.920 00:05:40.630 BrendaWilliams: Let’s see….

57 00:05:40.630 00:05:44.529 Amber Lin: We have bin… bin cleaning services.

58 00:05:44.840 00:05:48.889 Amber Lin: And then we have bin cleaning services.

59 00:05:49.270 00:05:50.230 tiffany: I think so, for that.

60 00:05:50.230 00:05:51.980 BrendaWilliams: It looks like it, yeah.

61 00:05:51.980 00:05:56.119 Amber Lin: Okay, so I’ll say this is a duplicate.

62 00:05:56.620 00:05:57.930 Amber Lin: ….

63 00:05:57.930 00:05:59.210 JanieceGarcia: Those were the same.

64 00:05:59.570 00:06:00.420 BrendaWilliams: I think so.

65 00:06:02.370 00:06:05.030 Amber Lin: Probably, and I think someone just copied it again.

66 00:06:05.270 00:06:09.869 Amber Lin: I think this is also a procedure…

67 00:06:11.460 00:06:15.909 Amber Lin: Past due balances… this should be billing, right?

68 00:06:17.830 00:06:20.549 Amber Lin: Oh, so it says how to remove a ticket.

69 00:06:21.280 00:06:22.120 BrendaWilliams: Okay.

70 00:06:31.730 00:06:37.320 Amber Lin: Account… Hmm…

71 00:06:44.360 00:06:51.130 Amber Lin: … Division… Emails….

72 00:06:52.660 00:06:54.490 tiffany: That’s old.

73 00:06:54.960 00:06:57.929 Amber Lin: Do we still need this? This is from 2023.

74 00:06:58.170 00:06:58.710 BrendaWilliams: -

75 00:06:58.890 00:07:02.869 tiffany: Yeah, because we do the 8x8 now, so we don’t… we don’t do that anymore.

76 00:07:02.870 00:07:05.239 Amber Lin: Oh, okay, so this is…

77 00:07:08.580 00:07:11.060 Amber Lin: Don’t… what?

78 00:07:12.020 00:07:15.089 Amber Lin: Okay, and then damage….

79 00:07:15.380 00:07:17.030 JanieceGarcia: Damage claims. Yeah.

80 00:07:17.030 00:07:18.299 BrendaWilliams: It’s procedure.

81 00:07:19.740 00:07:20.920 Amber Lin: Alright.

82 00:07:22.200 00:07:30.369 Amber Lin: … Those are, like, billing procedure, or account-related stuff, right? It’s not scheduling.

83 00:07:31.120 00:07:33.490 BrendaWilliams: It’s not, ….

84 00:07:33.980 00:07:41.299 JanieceGarcia: It’s not officially scheduling, but if somebody goes out there, and if one of our field techs messes something up.

85 00:07:41.440 00:07:44.409 JanieceGarcia: … And we have to cover it.

86 00:07:45.200 00:07:47.250 JanieceGarcia: That’s how our CSRs have to handle that.

87 00:07:47.810 00:07:48.820 Amber Lin: Gotcha.

88 00:07:49.140 00:07:54.430 Amber Lin: And then… Cancelations… Alright.

89 00:07:55.170 00:07:57.270 Amber Lin: Cancellations…

90 00:08:00.950 00:08:01.800 Amber Lin: Dang.

91 00:08:02.180 00:08:04.010 Amber Lin: Call ahead…

92 00:08:07.830 00:08:08.920 Amber Lin: Okay.

93 00:08:09.320 00:08:18.160 Amber Lin: So these are, like, call center… Seizures… …

94 00:08:21.630 00:08:23.439 Amber Lin: Price sheet….

95 00:08:24.710 00:08:26.440 BrendaWilliams: That would be for scheduling.

96 00:08:26.960 00:08:27.720 Amber Lin: Okay.

97 00:08:30.600 00:08:34.469 Amber Lin: And then… same for this, right?

98 00:08:35.640 00:08:40.860 BrendaWilliams: Yeah, pretty much, it’s how to work to follow up, or, you know, Yes.

99 00:08:44.119 00:08:52.109 Amber Lin: And that’s more on… what questions… okay, that’s service… Hmm.

100 00:08:55.579 00:08:57.559 BrendaWilliams: Information.

101 00:08:57.999 00:09:02.799 Amber Lin: That’s … Creating estimates.

102 00:09:03.689 00:09:09.689 Amber Lin: And… reward points goes into billing.

103 00:09:11.089 00:09:12.799 Amber Lin: And….

104 00:09:18.350 00:09:19.510 BrendaWilliams: Scheduling.

105 00:09:19.720 00:09:20.530 Amber Lin: Okay.

106 00:09:23.040 00:09:24.979 Amber Lin: That’s the same….

107 00:09:32.460 00:09:34.950 BrendaWilliams: That’s… yeah.

108 00:09:38.180 00:09:39.800 Amber Lin: Essentials….

109 00:09:45.180 00:09:48.699 BrendaWilliams: That’s a procedure that one of… that our router does.

110 00:09:49.600 00:09:53.650 BrendaWilliams: And it… so it’s for whoever’s doing the window auditing at the time?

111 00:09:54.080 00:09:55.440 Amber Lin: Oh, okay.

112 00:10:07.230 00:10:09.469 BrendaWilliams: Yeah, that’d be… that’s a good one, yeah.

113 00:10:11.490 00:10:18.180 Amber Lin: Routing window… This is the… Also, for the person who’s.

114 00:10:18.180 00:10:19.920 BrendaWilliams: Yes, yes.

115 00:10:26.050 00:10:27.879 Amber Lin: New agreements….

116 00:10:27.880 00:10:29.580 BrendaWilliams: That would be for scheduling.

117 00:10:32.620 00:10:35.940 Amber Lin: Commercial report.

118 00:10:39.510 00:10:40.060 Amber Lin: Huh.

119 00:10:40.060 00:10:45.130 BrendaWilliams: … Yeah, commercial really works that nail.

120 00:10:46.020 00:10:48.819 JanieceGarcia: I was gonna say, y’all wouldn’t work that, would you guys?

121 00:10:48.820 00:10:50.840 tiffany: We don’t use it anymore, really.

122 00:10:50.840 00:10:51.560 BrendaWilliams: Yeah.

123 00:10:51.560 00:10:52.360 tiffany: Yeah.

124 00:10:53.610 00:10:56.440 tiffany: It was created at the time when we did….

125 00:10:58.300 00:11:01.540 Amber Lin: So Call lists….

126 00:11:02.670 00:11:04.010 BrendaWilliams: That’s procedure.

127 00:11:04.610 00:11:05.400 Amber Lin: Okay.

128 00:11:06.790 00:11:07.870 Amber Lin: …

129 00:11:17.910 00:11:19.690 Amber Lin: Oh, bench….

130 00:11:19.690 00:11:20.760 BrendaWilliams: Scheduling.

131 00:11:21.210 00:11:28.839 Amber Lin: Scheduling, I see. There’s a lot of scheduling procedures, are they all very, very different?

132 00:11:28.840 00:11:29.350 BrendaWilliams: Yep.

133 00:11:30.000 00:11:31.139 Amber Lin: I see.

134 00:11:31.290 00:11:38.519 Amber Lin: Because for pests, we were able to consolidate them into general scheduling processes, and then we outlined, ….

135 00:11:38.520 00:11:40.159 JanieceGarcia: it’s different.

136 00:11:40.160 00:11:47.490 Amber Lin: Let’s see Scheduling… Huh.

137 00:11:49.040 00:11:56.520 JanieceGarcia: So, with that, Brenda, I mean, with the scheduling procedures, though, you wouldn’t be able to, like, you’re gonna go in and…

138 00:11:57.200 00:12:08.040 JanieceGarcia: like, the way that we have it is, it’s laid out for holds, which would be new services for new agreements, estimates, of course, everybody would use those. And then…

139 00:12:08.970 00:12:12.490 JanieceGarcia: the production as well.

140 00:12:15.210 00:12:16.480 JanieceGarcia: Woodlands.

141 00:12:16.480 00:12:26.960 tiffany: Nothing… nothing, though, is the same. I think. For us, it’s easier to separate everything by, like, the… By pool, by… Subdivision. Yeah. Handyman.

142 00:12:29.590 00:12:34.290 tiffany: Pool, and then… Windows, gutters, power washing.

143 00:12:34.290 00:12:38.510 BrendaWilliams: And then trash, because they’re all different. They’re all different.

144 00:12:39.490 00:12:43.849 JanieceGarcia: But it’s just the service codes and the technicians that are different, though, right?

145 00:12:44.500 00:12:46.079 tiffany: The durations.

146 00:12:46.080 00:12:46.990 BrendaWilliams: Yeah, there’s….

147 00:12:47.470 00:12:48.419 tiffany: You know who Pink is?

148 00:12:48.420 00:12:54.860 BrendaWilliams: the, … attributes, the, … Yeah, but, like, ….

149 00:12:54.860 00:12:58.630 JanieceGarcia: Maybe setting it, like, a pool and doing it…

150 00:12:58.940 00:13:01.720 JanieceGarcia: That’s kind of what I’m thinking, Amber.

151 00:13:02.160 00:13:09.150 JanieceGarcia: And we could talk about it later, but doing, like, a… you have pull, and you have your scheduling procedures.

152 00:13:09.530 00:13:14.389 JanieceGarcia: Can’t, you know… well, that would all be the same. But scheduling…

153 00:13:14.430 00:13:31.209 JanieceGarcia: processes you could set out that way with the durations, kind of like we did rodent and termite. I mean, you have your basic scheduling, but then you separate it in regards to, okay, well, pull, you’re gonna do one hour duration, window power, gutter, you’re gonna do, you know.

154 00:13:31.210 00:13:31.760 BrendaWilliams: the….

155 00:13:31.790 00:13:34.859 JanieceGarcia: Depending on the… These are procedures.

156 00:13:34.880 00:13:42.770 BrendaWilliams: the CYA and the green to clean are how to do the procedures, how to schedule the procedure, and their scheduling procedures.

157 00:13:43.140 00:13:43.900 BrendaWilliams: Yeah.

158 00:13:46.630 00:13:54.869 Amber Lin: Because I’m looking for these… I see, there’s… the prices are here, and that’s….

159 00:13:55.270 00:14:03.499 BrendaWilliams: Yeah, see, it’s telling the duration, and what the template is, and how to do the pricing for the… and how many service tickets based on the pricing.

160 00:14:03.790 00:14:14.580 Amber Lin: I see. I think the general process of, okay, we gotta create it and evolve, how to create tickets and evolve are the same, but what information to fill in are different.

161 00:14:14.960 00:14:15.560 JanieceGarcia: Yup.

162 00:14:15.970 00:14:17.190 Amber Lin: Gotcha, okay.

163 00:14:17.490 00:14:18.669 Amber Lin: It’s good to know.

164 00:14:19.290 00:14:22.929 Amber Lin: That sounds like a….

165 00:14:23.080 00:14:25.600 BrendaWilliams: Yeah, that doesn’t need to be in there.

166 00:14:26.660 00:14:27.700 Amber Lin: Gotcha.

167 00:14:28.080 00:14:28.880 Amber Lin: True.

168 00:14:29.490 00:14:32.920 Amber Lin: Rescheduling, sounds like the same.

169 00:14:33.540 00:14:35.529 Amber Lin: That says scheduling.

170 00:14:37.030 00:14:38.610 Amber Lin: updating….

171 00:14:39.330 00:14:44.630 JanieceGarcia: Like, updating programs across the board for the entire company is gonna be something that’s all the same.

172 00:14:47.950 00:14:53.660 Amber Lin: auditing… That’s… that’s another special….

173 00:14:53.770 00:14:57.529 BrendaWilliams: What do we… special… specialized procedures?

174 00:14:59.360 00:15:02.160 tiffany: Yeah, only specific people do those.

175 00:15:02.160 00:15:02.760 BrendaWilliams: Yeah.

176 00:15:06.720 00:15:08.450 Amber Lin: Same for the bid projects.

177 00:15:08.450 00:15:09.490 BrendaWilliams: Yes.

178 00:15:10.070 00:15:10.780 BrendaWilliams: And then the….

179 00:15:10.920 00:15:12.610 Amber Lin: blogs.

180 00:15:13.620 00:15:16.840 Amber Lin: Is that still special procedures? We’re just….

181 00:15:17.570 00:15:18.400 tiffany: Yes.

182 00:15:18.590 00:15:21.729 BrendaWilliams: Yeah, cause not everybody can do those. They have to…

183 00:15:21.900 00:15:27.270 BrendaWilliams: Have availability of the… or they have to have access to the availability sheet.

184 00:15:29.590 00:15:37.840 Amber Lin: This is paying deposit… Okay, so this is, like, billing… Family.

185 00:15:38.920 00:15:42.910 Amber Lin: Creating us… Special, the scheduling.

186 00:15:43.760 00:15:44.430 Amber Lin: Oh.

187 00:15:45.400 00:15:54.009 BrendaWilliams: Well, it’s, they’re a special thing for our handyman department, and so their tickets have to be created a special way.

188 00:15:54.350 00:16:07.179 BrendaWilliams: And so when you’re creating the account, it has to be tied to a certain billing account, and so it’s the procedure on how to set it up, and that’s something that our CSRs in our department get the… get those calls.

189 00:16:07.680 00:16:08.360 Amber Lin: Okay.

190 00:16:09.070 00:16:12.290 Amber Lin: … Closing…

191 00:16:16.480 00:16:23.050 Amber Lin: Oh… Project estimates and invoices.

192 00:16:23.730 00:16:31.360 Amber Lin: I think that’s related to billing, payments… estimate….

193 00:16:33.490 00:16:35.380 BrendaWilliams: It’s how to create the estimate.

194 00:16:35.600 00:16:37.080 Amber Lin: I see.

195 00:16:40.690 00:16:42.389 tiffany: That’s a good question.

196 00:16:44.420 00:16:45.110 tiffany: I love it.

197 00:16:48.070 00:16:49.019 tiffany: That’s a problem.

198 00:16:49.440 00:16:50.770 Amber Lin: Same thing.

199 00:16:52.090 00:16:54.690 Amber Lin: Scheduling damage claims.

200 00:16:56.340 00:16:58.970 Amber Lin: So… ….

201 00:17:03.140 00:17:09.589 BrendaWilliams: And that’s, again, a specialty, updating the availability sheet. That’s for only… Certain people.

202 00:17:17.960 00:17:21.209 Amber Lin: Okay. I think that’s good for a rough…

203 00:17:21.480 00:17:33.829 Amber Lin: overview of these. Okay. I think for the next step, we have a blank document for the mechanical central… sorry, for the home improvement central doc.

204 00:17:33.830 00:17:37.979 BrendaWilliams: We have the different section outlined. I think I can work with….

205 00:17:38.230 00:17:43.929 Amber Lin: Tiffany, I’ll work with you to add these documents into the central doc.

206 00:17:43.940 00:18:00.409 Amber Lin: I think it’s great, because everything was already in doc format, so we’ll be able to copy that over quite easily. Things that need to be done in this spreadsheet, I can work with our team to help, flatten those spreadsheets.

207 00:18:00.410 00:18:09.459 Amber Lin: But I’ll probably need more insight when I’m adding how we can add these and how we can better categorize them and have them

208 00:18:09.640 00:18:11.539 Amber Lin: Added here.

209 00:18:12.350 00:18:12.940 BrendaWilliams: Perfect.

210 00:18:13.500 00:18:25.960 Amber Lin: Okay, yeah, I think that’s the next steps, and Tiffany, I will… I’ll probably grab some time with you, or, we can do this, async and message each other as well.

211 00:18:26.550 00:18:27.190 tiffany: Okay.

212 00:18:28.240 00:18:28.860 Amber Lin: Yeah.

213 00:18:29.250 00:18:29.890 JanieceGarcia: Perfect.

214 00:18:30.140 00:18:30.840 BrendaWilliams: Excellent.

215 00:18:31.250 00:18:32.060 BrendaWilliams: All right.

216 00:18:32.360 00:18:38.129 Amber Lin: Yeah, once we create the central doc, we’ll be able to add this to Andy, and then we can begin testing.

217 00:18:38.640 00:18:39.420 BrendaWilliams: Nice.

218 00:18:39.770 00:18:40.160 Amber Lin: All right.

219 00:18:40.160 00:18:40.710 JanieceGarcia: break.

220 00:18:40.860 00:18:41.950 BrendaWilliams: Alright, thank you!

221 00:18:41.950 00:18:42.730 JanieceGarcia: Thank you, Amber.

222 00:18:42.730 00:18:43.099 Amber Lin: We’ll see you.

223 00:18:43.100 00:18:44.190 JanieceGarcia: to, 2.

224 00:18:44.470 00:18:45.440 BrendaWilliams: Alrighty. Bye.

225 00:18:45.440 00:18:45.990 Amber Lin: Bye.