Special projects

Special projects SOP

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This guide outlines how we handle special projects at Deliverzen. Please note that our procedures may change, so always check for updates at the end of this document.

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Before starting a special project

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Before agreeing to a special project, we need to gather the following information:

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1. Project details

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• What’s needed: (e.g., kitting, assembling, grouping SKUs, etc.)
• Timeline: When is the project due?
• Notice: Please notify us at least 2 weeks in advance to ensure smooth execution. You can inform us via email, but always discuss the project with your main contact at Deliverzen.

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2. Pricing

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• We’ll conduct a time study to determine the cost of the project.
• After the study, we’ll provide a detailed quote that includes labor, materials, and storage costs.

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3. Realistic expectations

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• While we aim to meet your needs, projects with less than 2 weeks’ notice may be challenging. We’ll communicate this upfront and explore alternatives if possible.
• If the project is urgent, we’ll do our best to accommodate, but this isn’t our standard practice.

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Starting the project

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Once the project is approved, here’s how we proceed:

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1. Preparation

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• Materials: We’ll ensure all required products, packaging, and labels are ready before starting.
• Staffing: We’ll assign a team based on the project’s complexity and timeline.
• Space & equipment: We’ll reserve a dedicated area in the warehouse and provide the necessary tools.

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2. Execution

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• Kickoff: The project manager will brief the team on goals, workflow, and quality standards.
• Daily work: The team will follow the plan, track progress, and address any issues.
• Quality checks: We’ll inspect the work at key stages to ensure accuracy and compliance.

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3. Communication

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• Updates: The project manager will provide daily progress reports to the warehouse supervisor and periodic updates to your main contact.
• Issues: If there are delays or problems, we’ll notify you immediately and propose solutions.

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Completing the Project

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1. Final inspection

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• We’ll conduct a final quality check to ensure everything meets your specifications.

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2. Client approval

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• Your main contact will notify you when the project is complete and provide details of the work done, any changes, and the final cost.

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3. Closeout

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• We’ll file all project documents for record-keeping and return any unused materials to inventory.

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Measuring success

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• On-time completion: How often we meet deadlines.
• Error rate: The percentage of mistakes in the project.
• Client satisfaction: Your feedback on how we handled the project.
• Cost accuracy: The difference between estimated and actual costs.

Keeping this guide up to date

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This guide is reviewed annually or after major projects to reflect any improvements or changes in client needs.

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Let us know if you have any questions or need further clarification! We’re here to make the process as smooth as possible for you.