Taking and managing framing work orders is crucial in a picture framing business. When taking a frame work order, you guide customers from their initial interest to their finished piece, requiring careful attention to detail. However, an unorganized or manual process can lead to miscommunication or delays, causing customer dissatisfaction and potential order errors.
Luckily, all-in-one work order management software can simplify this process by integrating steps from capturing customer details to tracking order progress. Learn how to effectively take and manage these orders using your POS system to make the whole process smoother for your customers.
1. Initial Consultation With the Customer
Before creating a framing work order, it’s wise to meet with the customer for an initial conversation.
Ask what they want framed — is it a family photo, a piece of artwork, or a certificate? What style do they envision? Do they prefer a modern look or something more classic? Use this time to discuss different framing materials, colors, and finishes and get a sense of their finished vision.
Framing POS software helps organize these details. Track preferences and keep notes on frame styles, colors, and finishes. With real-time visualization tools, clients can see how a black wooden frame looks around their art — or how a gold metallic finish complements their family portrait. This hands-on approach keeps everything aligned before finalizing the details.
2. Creating the Frame Work Order
Once you and the customer finalize all aspects of the project, it’s time to create the framing work order. This document outlines all the necessary information to help the project flow smoothly and according to plan. Details for a complete work order include:
- Customer information such as name, email address, phone number, and mailing address
- Frame style and material, such as walnut wood, brushed silver, or distressed oak
- Artwork dimensions in inches (ex: 16” x 20”)
- Matting options, such as white, charcoal, or linen-textured
- Glass type, for instance, non-glare or museum-grade
- Expected completion date
Using premade work order templates in your POS system keeps the process organized and straightforward. These templates standardize each order, reducing errors and making tracking multiple projects at once easier.
3. Assigning Work and Setting Due Dates
When assigning work for an art framing project, make sure the right person is on the job and that everyone knows the timeline. Begin by identifying who will handle the framing tasks — whether a specific framer with experience in a particular type of material, or a team responsible for different stages like cutting mats, assembling frames, or mounting art.
Setting a due date once the work is assigned keeps everything on track. Establish clear deadlines for the overall project and each task, including material preparation and final assembly. For example, if someone is cutting the mat board, they need to finish before the framer can start assembling. A good practice is to build buffer time between these tasks to account for any hiccups.
Using your POS system, you can assign tasks directly to team members, making sure everyone knows their responsibilities and expected completion times. This also helps track deadlines so you’re not caught off guard if something’s running behind.
4. Organizing Work Order Templates and Purchase Orders
Once you’ve generated the framing work order and assigned the work, you need to keep all the work orders organized to ensure deadlines are met, tasks are tracked, and nothing falls through the cracks during the project.
Using work order templates can make this process much smoother. If you don’t have a solution already, we recommend a POS system equipped with an integrated work order feature, so you can customize the template to fit your needs. Some templates even let you add a visual image of the piece you’re framing so you can quickly reference it later.
Managing purchase orders is easy — all details connects directly to the work order. You can track what’s been ordered and make sure all the materials are in before you finish the job, keeping everything organized and stress-free.
5. Printing the Work Order and Completing Work
Once everything is set up, it’s time to print the work order for easy access. Whether using it for on-site reference or keeping a hard copy for record-keeping, having a printed version is always handy for managing customer orders. Many systems let you print directly from the screen with all details including customer info, materials, and deadlines.
As for completing the work, once the framing is done, make sure you mark the framing work order as finished in the system. This updates the project status and closes it out, letting everyone know it’s ready for pickup or delivery.
6. Reviewing and Finalizing Customer Work Orders
After the framing job is complete, it’s time to review the customer work order to ensure all the customer specifications have been met. Review the details: Double-check the framing specs, materials used, and any special instructions to make sure nothing has been missed. If everything has been completed to your standards, you can finalize the work order.
To close it out, mark the job as complete in the system to wrap up the project and update your records for future reference. Once finalized, the customer can be notified, and the order is ready for pickup or delivery. It’s a smooth way to keep things organized so every project ends on a high note.
Manage Your Framing Shop Smarter With LifeSaver
Managing work orders efficiently keeps your framing business running smoothly, reducing errors and improving customer satisfaction. When work orders stay organized, projects move quickly, and clients enjoy a seamless experience.
LifeSaver POS makes this process easier by offering premade templates, real-time order tracking, and tools like FrameVue for instant frame previews. With our integrated software, you can assign tasks, manage deadlines, and track materials in one place, keeping everything organized and on schedule without missing any details.
Ready to streamline your framing work order process? Schedule a live demo of LifeSaver POS today and see how it can transform your framing business.
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