Marketing System Retrofit

CASE STUDY

A retailer needed a system to secure marketing images at 40 of their stores across the country. The material needed to be consistent at all stores. The project needed to be completed in one night with only 5 days notice.

Scope
The scope of work needed to execute this retrofit included:

1. Meet with client to discuss the project at one of the locations where work was set to be done
2. Develop a system that would meet the clients needs.
3. Remove/handle existing marketing images so as to not damage them
4. Remove existing velcro restraint system
5. Remove all remaining adhesive that was used to hold the old velcro in place
6. Install new velcro in the location designated by the client
7. Reinstall marketing images back to the proper location
8. Begin project immediately after the store is closed and complete before the store personnel leaves for the night

Challenges
The constraints of this project included:

1. Project needs to be completed at all locations nationwide in one night
2. The project was proposed only 5 days before it was set to be completed
3. Project needs to be completed in a 4 hour window from the time each store closed to the time the Manager left for the night
4. Needed to build a project schedule, allocate technicians, receive the specified material, and receive a thorough installation document the day before the work is set to begin

Solution
We understood that our client treated their marketing images as the highest priority and needed them to the look the same after the retrofit as they did before. We also understood that a thorough installation document as well as an on-call representative was needed to complete this project properly. Our plan to execute this project included:

1. Test run at one location 3 days prior to the date set for installation in order to determine the amount of time it would take, the number of technicians needed, identify any additional materials required, and to look for any potential breakdowns that could occur
2. Thorough documentation of the test run (photos, notes, feedback from the installing technicians) to allow for a specific installation document to be created
3. Development of a step by step document with photos and a checklist to ensure the project was executed properly
4. Shipment of the client supplied materials as well as the installation document to each tech to arrive 2 days prior to the install date
5. Develop a thorough schedule with all location information, number of images affected at each location, time that the store closed, etc.
6. Contact Store Managers at each location to inform them of the work set to be done
7. Conference call with all installing techs to ensure all materials were received an all instruction is clear
8. An on-call representative who is fully aware of all aspects of the project and ready to help available the night the project takes place
9. Email photos per our checklist to ensure all items were completed and standards were met
10. Follow-up calls the next day to both the Store Managers and installing techs to verify that the project was completed up to standard and that the store was left in the proper condition

Summary
Projects have deadlines. The key to meeting them is preparing for the project and things that could go wrong before they do. Having a project walk through or test run helps work out the kinks. Through our solution, we were able to successfully execute this project and meet all of the project constraints.