Operational Intelligence Hub / Operations Playbook
Standard Operating Procedure · Summit Exteriors Ltd.
Re-Roof Job Start:
The Day-One Setup
Every re-roof starts the same way, every time, whether or not the lead foreman is standing on the driveway. This procedure puts the day-one sequence on paper so any foreman can run a clean, documented start before the first shingle moves.
Why this exists
The day-one routine has lived in one person's head. When the lead foreman is on site, the start goes fine. When he is not, it is a coin flip. On a recent job a crew member ran setup, skipped the before photos, and put the bin on the driveway without boards. The homeowner reported a crack we had no photos to disprove, and the office heard about the job from the homeowner, not the crew.
That is the gap this procedure closes. The person matters less when the sequence is written down. Codified Operational Intelligence™ means the standard travels with the job, not with the foreman.
When to use it
Run this sequence on the morning of every re-roof, start to finish, before any tear-off begins. The trailer arrives at 7:00 AM. Nothing is opened on the roof until the final step is complete and the office has been notified.
The rule that anchors the day
No photos, no work. Photos in, invoice out. The start text triggers the office file, final photos trigger the invoice.
Operational Intelligence Hub / Operations Playbook
01The day-one sequence
Run these steps in order, top to bottom. Steps one through nine happen before anything is opened on the roof. The roof opens only after step 10.
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Confirm scope against the signed quote 7:00 AM · 2 min
Before anyone touches a ladder, read the scope on the signed quote and confirm it matches the job in front of you. Two minutes here has saved us twice this year.
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Walk the property with the homeowner Before work
Cover access, pets, anything fragile, and where the homeowner's cars will sit. Note the gate, the dog, and the work-from-home knock before 7:30 power tools.
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Photograph the property No exceptions
All four sides of the house and the full driveway, every time, before any work starts. This is the step that protects us when a homeowner reports pre-existing damage. No photos, no work.
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Park trailer and bin per the site map
Position exactly where the site map says. Boards down first on any surface that needs protecting, including exposed-aggregate driveways. Never park on aggregate bare.
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Tarp and protect
Tarps over landscaping, AC units, and walkways. Plank over garden beds. Protection goes down before tear-off, not after.
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Set safety before the first shingle
Anchors set, every crew member in a harness before a single shingle moves. On 8/12 and steeper slopes, tie-off is full time.
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Stage materials in install order
Stage at the lift point in the order they go on, so the crew is not shuffling bundles at noon.
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Brief the crew
Scope, hazards, the day's sequence, and what "done" looks like today. Everyone hears the same plan before work begins.
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Position the dump trailer
Dump trailer goes directly under the tear-off zone so debris drops straight in.
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Text the office, then open the roof Trigger
Last step before tear-off: text the coordinator "Site set, tear-off starting" with two photos attached. That text triggers the office to pull the file. Then, and only then, open the roof.
Operational Intelligence Hub / Operations Playbook
02Decision rules on site
When the day does not go to plan, these calls are made the same way every time. They are thresholds, not feel.
Rotten deck found on tear-off
Up to two sheets of plywood: replace it. This is covered as an exclusion line on the quote, billed at $95 per sheet.
More than two sheets: stop in that area, photograph everything, and send it to the office for a change order. The homeowner signs before any further cutting.
Two sheets is the line.
Weather call
The foreman's call by 6:00 AM. If the crew is not going, the foreman tells the office by 6:00 and the office tells the homeowner before 7:00.
Nobody finds out from an empty driveway.
Short materials delivery
If the delivery is short, call the Apex rep before 7:30 AM and re-sequence the day so the crew keeps moving.
We do not send the crew home over two bundles.
03Photo policy
Photos are the spine of the job record. They protect us on damage claims and they drive the office workflow. Three phases, every job.
- All four sides of the house
- Full driveway and approach
- Anything fragile or pre-damaged
Triggers the office file
- Exposed deck condition
- Any rot or change-order area
- Flashing and detail work
Backs up change orders
- Completed roof, all elevations
- Cleaned driveway and lawn
- Magnetic sweep done
Triggers the invoice
Operational Intelligence Hub / Operations Playbook
04The handoff map
A job moves between three people. Each handoff is a defined point, so nothing falls in the gap between roles.
Sells the job and signs the quote. The signed quote hands off to the coordinator.
Coordinator
SCHEDULE & PREP
Schedules the job, orders materials, sends the homeowner the what-to-expect email, and builds the job folder. The folder goes to the foreman the week before start.
Runs the job from day-one setup through the final walk. Final photos go back to the coordinator, which triggers the invoice.
Sends the invoice and the warranty letter together.
Makes the follow-up call the week after completion.
Change-order branch
Sits between foreman and coordinator, with the homeowner signature in the middle. No further cutting until the signature is in.
Weather branch
Runs foreman → coordinator → homeowner, all before 7:00 AM. The homeowner is told before the crew would have arrived.
Action standard
When the sequence lives outside one person's head, the start is the same on every driveway, with or without the lead foreman.