How To Prevent Important Tasks In Your Facility From Being Forgotten

06/08/2017 |

Author: Mike Pedro, Marketing Content Coordinator, Magnatag Visible Systems 

With jobs ranging in difficulty from changing a few light bulbs, to overseeing the installation of a centralized air unit, the typical day for your average Director of Buildings and Grounds is anything but relaxed.

The Easton, Redding, and Region 9 school district is a tri-district located in Easton, Connecticut is made up of five schools: Redding Elementary, Samuel Staples Elementary, Hellen Keller Middle, John Read Middle, and Joel Barlow High School—all of which fall directly under the supervision of Walter Czudak. Working as the Director of Buildings and Grounds, Mr. Czudak is responsible for at least 250,000 square feet of educational facilities.

Earlier this year, the district had a problem when two separate boilers located in the elementary and high school were installed and inspected, but local permits for the units were never acquired.

While the boiler issue was solved quickly, Mr. Czudak believes the issue could have been avoided if his team was better prepared to handle the multiple step process.

“The boilers came in, but our local inspection never came through. There are so many steps to the entire installation process and we let the permits slip through the cracks. When you’re dealing with two entirely different facilities, it’s easy to have actionable items fall off the radar in favor of one thing or another. ”

As a precautionary measure, Mr. Czudak recently contacted our team at Magnatag Visible Systems to help create a reliable means of tracking actionable data for his facility. Using the concept of a Work-In-Progress board, Czudak’s goal was to design a visual display that would prevent a similar accident from occurring in the future.

The challenge was finding a system that allowed for tracking a versatile and dynamic range of project milestones, as the state requires annual inspections and reports for each boiler within a district. Inspections needed to be completed on time, state mandates and violations need to be managed, and installations needed to be completed.

With the help of one of Magnatag’s many Visual Systems Specialists (life-long Magnatag employees that specialize in creating visual systems that work), the school district was directed towards the company’s Do-Done StepTracker Whiteboard.

The StepTracker whiteboard provides users with the ability to actively track projects in real time as they progress along a series of steps in a project. Using red/green double-sided magnets to mark when a step has been completed, the system enables users to accurately standardize project communication status.

“I wanted to create something that could keep everyone on the same page. With so many things going on across all five schools at any given time, the real challenge is keeping everyone up-to-date on the latest progressions. Ideally, a Principal or Superintendent should be able to walk into one of our facilities and know exactly what is going on.”

Prior to contacting Magnatag, Mr. Czudak did not have a visual system for tracking steps of internal projects. Project status was kept within multiple files spread across all five buildings making status updates a nightmare.

With an updated form of tracking—and customized headlines built to cover each step of the state and local government’s guidelines—Mr. Czudak’s newest addition to the district’s permitting process will provide his staff with an added measure of assurance.

Visit our website for more information on how you can design a StepTracker whiteboard for your own use.


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