Every control panel project starts with a vision—but without a structured intake process, that vision can quickly turn into missed deadlines, budget overruns, and endless revisions.
In our last post, we covered the must-have sections of a great intake form. Now, let’s explore the tangible benefits of getting your intake process right—and how it prevents wasted time, unexpected costs, and scope creep.
The Tangible Benefits of a Strong Intake Process
1. Saves Time by Eliminating Rework and Delays
Time lost to miscommunication, rework, and chasing missing details adds up fast. When key project details aren’t captured upfront, teams are forced to stop mid-design to track down information, leading to delays and frustration.
How a Strong Intake Process Helps:
- Engineers start with all the necessary technical details—no back-and-forth emails mid-project.
- Procurement orders parts once instead of making costly adjustments due to incorrect specifications.
- The panel shop receives complete, accurate drawings—reducing build errors and rework.
Real-World Impact:
A project that starts with an incomplete intake form may seem like it’s moving fast initially—but the lost time due to redesigns and missing information often doubles the time spent on the project.
Prevents Budget Overruns by Avoiding Costly Mistakes
Late design changes and rushed part orders are some of the biggest hidden costs in control panel projects. A poor intake process leads to:
- Ordering incorrect or unnecessary components
- Paying for expedited shipping to correct mistakes
- Wasting labor hours on redesigning and troubleshooting
How a Strong Intake Process Helps:
- Ensures accurate bill of materials (BOM) so that only the necessary components are ordered.
- Reduces emergency part swaps and costly expedited orders.
- Eliminates late-stage redesigns that require redoing drawings, fabrication, or even field modifications.
Real-World Impact:
One company found that over 30% of its project cost overruns were due to late-stage changes that could have been prevented by a more detailed intake process.
3. Stops Scope Creep Before It Becomes a Problem
Scope creep—the gradual expansion of project requirements beyond the original plan—is one of the biggest threats to project timelines and budgets. It often happens because requirements were poorly defined at the start.
How a Strong Intake Process Helps:
- Clearly defines project boundaries—what’s included and what’s NOT.
- Prevents last-minute additions by capturing all requirements upfront.
- Helps project managers set realistic expectations with customers and stakeholders.
Real-World Impact:
A panel that was originally designed for basic motor control might suddenly require SCADA integration and remote monitoring. If these requirements weren’t captured upfront, the entire system may need to be redesigned, adding weeks of delay and thousands in extra costs.
4. Improves Communication and Reduces Misalignment
One of the most frustrating challenges in control panel projects is miscommunication between teams. If the design team, panel shop, and customer aren’t aligned, mistakes happen.
How a Strong Intake Process Helps:
- Ensures everyone works from the same, accurate set of project details.
- Reduces dependency on scattered emails or verbal instructions.
- Creates a single source of truth for project scope, requirements, and expectations.
Real-World Impact:
A well-structured intake process reduces the number of “he-said, she-said” moments where different stakeholders have different interpretations of project requirements.
5. Leads to Faster Approvals and Fewer Roadblocks
A poorly structured intake process doesn’t just affect design—it delays customer approvals, compliance sign-offs, and procurement.
How a Strong Intake Process Helps:
- Reduces the time needed for revisions and clarifications before approval.
- Ensures compliance requirements (UL 508A, NFPA 70, etc.) are built into the design from the beginning.
- Helps procurement order components sooner, preventing supply chain delays.
Real-World Impact:
A project that is designed correctly from the start can move from approval to procurement 30-50% faster than one plagued by missing details and design revisions.
Final Thoughts: Investing in Intake Saves More Than It Costs
Many companies skip or rush the intake process because they think it slows things down. In reality, investing time upfront in a detailed intake process prevents far bigger delays, costs, and frustrations later.
- Fewer design revisions
- Less rework in the shop
- Reduced change orders and extra costs
- Smoother, faster project execution
Next Up: Best Practices for Refining Your Intake Process Over Time
A great intake process isn’t built overnight. In our next post, I’ll explore how to continuously improve your intake process based on lessons learned, feedback, and industry best practices.