Chimney Inspection and Report Writing for Busy People

Ok, maybe you know about N.F.P.A 211 Chapter 14. Maybe you don’t!  The bottom line is, you should, yet it would be better to ask, “How can I fulfill the Level I and Level II process and do it in a time frame that doesn’t take all day?”  And “How can I review the items listed on each installation?”

That is where the Chimney Data System comes in.

For the past three years, we have looked at, reviewed and studied Chapter 14 Annex and re-categorized and sorted the list, placing things into the four various installations that are common.

“Have you ever found an installation that is the same?”   NO! 

But do you see the same things in various installations?”   Of course you do!

 We sorted through the Annex and found the same items that need checking and prioritized them to create a path for the tech to follow.  Plus if the tech does the inspection the same way each time, and follows the questions each time, he/she is less likely to forget something. 
The big bonus comes from time savings that will be incurred when the techs paperwork comes back to the office, the office uses the same procedure to process the paperwork, now the office doesn’t have to hunt down the techs to do a “Spock mind-melt” with them.  Photos, items checked, are all kept the same. 

The time saved within a month can be worth thousands of dollars plus reports or comments about a homeowner’s installation can be done within 24-48 hours.  Or if you are in a 3G or the upcoming 4G areas, this information can be back at the office ready for you to look at and sign off on before the tech leaves the customers house.

Why was the CDS developed?   Missing Link

Like many of you, I have studied Chapter 14 and the Annex of N.F.P.A, Chapter 211 and found it confusing and did not know how to implement it into my business plan.

The important part was to understand the value of Chapters 13 & 14 to the chimney sweep/inspector business.  So much business is out there, if you approach it in an easy to follow format. 

Once the paper process is in place, you will be collecting data for your company that will help eliminate call backs, and give you a format to write quotes and follow thru with your customers.

They may not be able to address all the issues at once, but if you can give them an accurate picture of the chimney system and then make a plan for them to follow, this is “forward scheduling” at its best.  Work can then be scheduled. The sweeps comment letters have proven to be sale closers!

Who needs the C.D.S.?

The Chimney Data System is being introduced to provide a systematic approach for techs in the field to gather information and report back to the office and the client .

This systematic approach to gather chimney inspection information has proven to stop call backs and help speed the process of report writing.

Once implemented, your company, whether you have one truck or many, can streamline the process to give the customer accurate information on the condition of their chimney and to get quotes to the customer faster.

To gather Level I and Level II information

• Provides standard format
• No need to diagnose handwriting
• Guide to complete a full Level 1 inspection as recommended in NFPA Chapter 14. For each     category
• Four separate categories include:
  • Masonry Fireplace
  • Masonry Thimbled Chimney
  • Prefab fireplace
  • Prefab chimney serving an appliance
    
    
Paper version and computer setup using standard MS Office software.
 This paper version is not to be given to the customer.  This is for you office only.  You will then generate your report and quotes from this information.  Each Category includes special wording or commentary to help you explain to the homeowner in their report the condition of their system in a non threatening way.

Commentary for Follow up letters

We have created non threatening text to explain to the client the situation with their chimney without using scare tactics or code jargon that they may not understand.

This copy can be added to the auto text function for easy text placement in text boxes or on any document/report that you are writing. Commentary includes both interior and exterior and viewpoints C.D.S. provides chimney techs or inspectors a place to collect their findings.

Valuable data is then collected and your company now has something more valuable to sell than a list of names when the time comes to retire.

The property is now in your data base and whenever that home is sold, you still have the information.

Page 4 of Paper Version

You need to require that the paper guide is filled out on every job that is scheduled.  Simple have printed copies available in the truck every day.

Once this becomes routine, then the follow up letters to the clients can be created to send with the quotes.

Once the guides are filled out, this fulfills the recommendations for doing a Level 1.
The techs have a place to collect their findings found within the chimney and then code their finds and organize the photos to help write a detailed report.

The next steps can be implemented. The paper version is necessary even with a computer.  In case of computer failure, the techs can still gather the information.

Do I need to own a Chim-Scan or other type of interior chimney camera system?

The Chimney Data System has been set up to gather information for both Level 1 and Level II inspections.

So if you do not have a chimney camera system, you are still doing Level 1 inspections. These forms will help you gather the information.

Once you have this Level 1 system set up, before long you will be ready to include scanning and do Level II inspections.

Remember, any transfer of property title and installation of a new appliance, a Level II is required by N.F.P.A.

Don’t be missing out on this added income opportunity.
In-house training is available
We will come to your office and work for the day with your techs and office personal to discuss your process with you.

Call or E-mail to Schedule:  chimneydatasystem@gmail.com  Or 1-641-472-4872

Agent of Change

 The CDS can become your “agent for change’.

Are you are committed to improving your company’s current system?
* To increase your closing rate on quotes

• make it easier to write your quotes
• to have customer data when you’re ready to sell the business
• to be able to easily send a follow up letter to your client with the quote
  
  

INFORMATION THROUGHPUT

 Level 1
Exterior Views
Interior Views
Roof Area

 Level II
Interior Chimney
Attic Area
Dimension Check   
Base of Chimney

TYPE OF COMMENTS

• Receipt Only
• Installation Comments
          1-10 pages
• Full Level II Style
           Narrative Report

Take a look at your company now, and then look into the future 10 years.  What do you see?  IF you keep on doing what you have been doing, you will still be getting the same results.

But if you want to grow your business, so that it can be sold you may want to consider this Chimney Data System.
For a small investment of money and a commitment by you and your staff, good changes will happen.

We are committed to helping you and your business move to the next level. 
ARE YOU?

Give us a call when your ready,