A well-structured intake process is one of the most effective ways to ensure a smooth control panel project. But here’s the reality—your intake process should evolve over time.
No matter how well-designed your intake form is today, there’s always room for improvement. Lessons learned from past projects, feedback from engineers and project managers, and industry best practices should shape how you refine your intake process to make it more efficient, reliable, and comprehensive.
In this final post, we’ll cover how to continuously improve your intake process so that it remains a valuable tool—not just a form that gets filled out and forgotten.
Step 1: Review and Update Your Intake Form Regularly
Many companies treat their intake form as a static document, but it should be a living process that evolves based on real-world project experiences.
- Schedule Regular Reviews – Set a timeline (quarterly, semi-annually) to assess whether the form is still capturing everything your team needs.
- Look for Repeated Issues – If the same problems keep appearing in multiple projects (e.g., missing integration details, unclear power specs), that’s a sign your intake form needs an update.
- Ensure It Aligns with Industry Standards – As regulations and best practices evolve, update the form to reflect any new compliance requirements (UL 508A, NFPA, CE, etc.).
Real-World Example:
A company realized that they were constantly redesigning panels because short-circuit current ratings (SCCR) weren’t verified early. They added a mandatory SCCR field in their intake form—reducing last-minute changes by 60%.
Step 2: Gather Feedback from Engineers, Designers, and Panel Builders
Your intake process should work for the people using it. If engineers, designers, or panel builders struggle to find key details, that’s a sign the form may need improvements.
Ask Your Team:
- Are any critical project details missing from the intake form?
- Are there sections that aren’t useful and could be streamlined?
- Do engineers still have to request additional info mid-project?
Improve Clarity & Ease of Use – If questions are unclear or lead to vague answers, rewrite them to be more specific and action-driven.
Real-World Example:
A team noticed that their intake form asked “Does this panel need thermal management?” Customers often answered “Yes” without specifying whether they needed a fan, air conditioner, or heat exchanger. After revising the form to include specific options, project clarity improved—eliminating unnecessary follow-up emails.
Step 3: Use Project Data to Identify Trends
Your past projects hold valuable insights about what works (and what doesn’t) in your intake process.
Analyze Completed Projects – Look for trends where missing or unclear intake data caused:
- Scope creep (Did late-stage changes increase project costs?)
- Redesigns (Were panels modified due to missing environmental specs?)
- Delays (Were teams waiting on answers that should have been in the intake form?)
Create a Feedback Loop – Document recurring problems and adjust your intake form to address them before they happen again.
Real-World Example:
A company noticed 30% of their late-stage design changes were due to undocumented customer preferences on panel labeling (engraved vs. adhesive labels, font sizes, etc.). They added a detailed “Labeling Requirements” section in their intake form—saving weeks of rework.
Step 4: Standardize the Intake Process Across All Projects
Even with a great intake form, it’s useless if people aren’t using it correctly or consistently.
- Train Your Team – Ensure that engineers, project managers, and customers know why the intake process matters and how to fill it out properly.
- Require the Intake Form Before Design Starts – Make it a mandatory step so that no project moves forward without it.
- Use a Digital Workflow – Consider digitizing the intake form using tools like PDFs, online forms, or project management software to ensure it’s easily accessible and always up to date.
Real-World Example:
A company struggled with intake inconsistencies because different project managers used different versions of the form. They implemented a centralized digital intake process where all forms were stored and tracked—improving consistency across all projects.
Final Thoughts: Small Improvements Lead to Big Gains
By continuously improving your intake process, you ensure that each project starts with clear expectations, complete information, and fewer surprises.
- Regularly update your intake form based on real-world issues
- Get feedback from your engineers and designers
- Analyze project trends to fix recurring problems
- Standardize and enforce the intake process for consistency
An optimized intake process saves time, reduces errors, and ensures your control panel projects stay on schedule and within budget.