Challenge

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Gibson Painting is a fifth-generation, family-owned painting and construction company renowned for its commitment to high-quality work. To support its growth ambitions as it transitions from small business to midsize enterprise, the company required well-defined processes to ensure efficiency, consistency, and scalability across all departments, including sales, HR, front office, and operations.

Gibson Painting chose DevDocs' process documentation and SOP consulting service to document and streamline its existing processes, identify and create Standard Operating Procedures (SOPs) for undocumented processes, and modernize outdated tools and practices.

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Solution

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DevDocs began by thoroughly understanding Gibson Painting’s team needs through a detailed audit of existing documentation and processes. Early on, the DevDocs team created reusable templates to standardize how subsequent process and procedure documents would be developed. This often-requested templating approach significantly streamlines the documentation process and ensures consistency across departments. Upon discovering several departments lacking documentation, DevDocs additionally utilized its industry knowledge and experience to plan documentation around relevant processes.

DevDocs collaborated with Gibson Painting SMEs to list essential processes needing documentation, such as sales lead identification, proposal generation, bid submission, hiring, training, and scheduling. For processes requiring direct observation, DevDocs gained solid knowledge of each process remotely, saving Gibson Painting time and budget by not requiring an onsite visit to complete the knowledge transfer (though DevDocs is prepared for traveling onsite).

During the audit, DevDocs identified inefficiencies in Gibson Painting’s HR processes. The team recommended and implemented the HR tool Knowify to streamline operations such as employee onboarding, time tracking, and project management. DevDocs additionally provided custom documentation for the tool’s successful application in setup and daily operation. 

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Results

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DevDocs successfully documented over 50 key SOPs and provided significant process improvement recommendations. DevDocs not only documented existing SOPs but also identified and implemented significant improvements, positioning Gibson Painting for sustainable growth. By creating and using templates, DevDocs was able to ensure efficiency and consistency throughout the documentation process, saving Gibson Painting time and resources. The templated SOPs positioned Gibson Painting for sustainable growth, with the company planning to double its headcount (currently around 100 employees) in the coming year.

This case study highlights DevDocs’ capability to act as a comprehensive business strategy partner, offering tailored solutions that extend beyond documentation to include strategic improvements and tool implementations. Satisfied with the results, Gibson Painting chose to continue working with DevDocs to document the remainder of their procedures and opted to keep DevDocs on retainer for ongoing process updates and future SOP documentation needs.