# Contractor Field-to-Office Worksheet
## Find where job information creates extra office work

**Agentive Automations | A ten-minute starting exercise**

Choose one recently completed or active job. Follow a single piece of information from the field to the office. Use redacted examples and keep customer details out of anything you share publicly.

**Company:** __________ **Job reference:** __________ **Date:** __________

### 1. Choose the handoff

Select one: site notes/photos / estimate preparation / change information / job status / invoice preparation / other: __________

Who creates the original information? __________

Who needs it next? __________

What must happen before the task is complete? __________

### 2. Trace the actual path

| Step | Person responsible | Tool or channel | Required information | Was anything missing or re-entered? |
|---|---|---|---|---|
| 1 | | | | |
| 2 | | | | |
| 3 | | | | |
| 4 | | | | |
| 5 | | | | |

### 3. Locate the repeated work

- [ ] Photos or notes arrived without a useful job reference.
- [ ] Someone chased a missing detail.
- [ ] A message was copied into another system.
- [ ] A spreadsheet duplicated information already stored elsewhere.
- [ ] An approval waited without a clear owner.
- [ ] Office staff reconstructed what happened on site.
- [ ] Invoice preparation depended on finding information in several places.

Which problem appears on multiple jobs? __________

Who has the clearest view of that problem? __________

### 4. Put a measured size on it

Monthly occurrences across the company: ______  
Total active staff minutes per occurrence: ______  
Monthly active hours = occurrences x active minutes / 60: ______  
Optional loaded hourly cost and source: $______ / ______  
Indicative capacity involved = hours x hourly cost: $______

Illustration only: 60 handoffs x 15 active minutes / 60 = 15 hours/month. Faster invoice preparation is a separate cycle-time measure. Do not label the invoice amount as new revenue or add the same time saving twice.

### 5. Choose a first test

What information should be captured once at the source? __________

Which system should hold the official record? __________

Which decision needs human approval? __________

What would a useful first milestone change? __________

What would make the first attempt fail? __________

**Baseline:** __________ **Target to validate:** __________ **Process owner:** __________

### Want a practical implementation plan?

Agentive Automations reviews up to three workflows through one owner interview, one staff interview and a written roadmap. Designed for contractors doing $2M+ annually. Request the current scope at **https://agentiveautomations.com/contractor-workflow-diagnostic**.

You can implement the roadmap with your own team or discuss ongoing building and optimization with us.