Once daily, a designated person (a manager, salesperson, or jeweler) must go through the new work envelopes. This is usually done near the end of the day but in time to send work out or place orders with suppliers. The steps include:
- Inspect the envelope. Make certain the envelope carries an accurate description, clear instructions, and all necessary information. Ask the salesperson who took-in the item if you note errors or omissions.
- Determine if the job will be done in-house or sent out. If you are sending it out, write the destination shop on the envelope. If you have more than one jeweler in-house, write the initials of the jeweler to whom you are assigning the job rather than just writing the word shop. Then, the job will be easier to locate, if it is needed later.
- Inspect the work and determine if parts are needed. Take them from inventory and put them in the envelope. If you need to order parts, write the information on the order log and note it on the slip and envelope. Then, the jeweler and anyone checking the status of the job will know parts are on order.
- Separate the second copy from the envelope. File it alphabetically by customer’s last name in a Work-in-Progress file kept next to the finished box. This is an important step. It takes just a little time each day, but during the course of the workday, it saves much time, and aggravation. It eliminates the embarrassing and time-consuming situation of looking for jewelry and interrupting the jeweler.
When the customer comes in to pick up jewelry, look first in the finished box, then in the Work-in-Progress file.
Since they are next to each other, the customer even if they are standing right there will not even notice you have checked two places. You can look at the slip and inform the customer of the status of their jewelry.
You can tell when the job was taken-in, when it was promised, what kind of jewelry, what is being done, if it is in the shop or sent out of the store, and if parts were ordered.
This file is also your best record in case of damage or loss; for this reason, keep the file separate from the jewelry and locked in a fireproof safe at night.
Finished Jobs
When finished work is received from the shop follow these steps:
- Inspect the finished work when it has returned from the shop to make sure the repair was done satisfactorily. Check that stones are tight, jewelry is polished and clean, and the repair done to specifications and quality standards. Your jewelers should know what you expect.
- Notify the customer by telephone and/or postcard.
- Remove the Work-in-Progress file slip and put it in the envelope.
- File the envelope alphabetically in the Finished Work file.