Reducing Estimating Bottlenecks with Assistants...

While any estimating department may always have some room for improvement, one bottleneck that can be greatly reduced is through data collection and initial data entry of the "request for quote" (RFQ) information. Outside of using the estimator’s resources, an administrative assistant or sales person could enter this information into the cost estimating system — before the technical portion of estimation even begins.

This arrangement would be similar to where the nurse or dental assistant begins collecting a fair bit of the details and enters this data into the computer system prior to the doctor or dentist even meeting the patient. Typically this serves two purposes. First to save time collecting and entering the information and second offering two sets of eyes that double check information helping to prevent misspelled customer information.


"Bottleneck – a point where the work flow slows as metaphorically it is trying to be squeezed through a small opening or time frame thus reducing outflows. A bottleneck can be viewed as a temporary flow problem simply calling to explore an alternative solution."

Why shouldn't manufacturing firms, who get bogged down getting their quotes out, take advantage of this same process? Assistants, with or without manufacturing experience, can help greatly reduce quoting bottlenecks. Also, the more manufacturing knowledge the assistant knows the more they can do to help get quotes out even quicker. Any manufacturing facility can benefit by following this practice including job shops, contract manufacturers, precision machining companies, fabricators or for any other supplier.

This saves more than just time. When an estimating department is configured like this, it also provides the benefit of having lower wage employees do much of the routine less-technical portion of the estimating and quoting process.

Listed below are some steps that explain how assistants can greatly reduce estimating bottlenecks:

Use Previous Parts –The assistant can investigate and check to see if the new RFQ could be made from a previously made part. They could search the database and if they find a similar part then much of work might already be completed – saving time, increasing consistency, and possibly reducing errors.

Part Details – If starting a new estimate, some of the information that can be entered is the part number, part name, and quantities, along with any specific details, and material selection.

Enter the Due Date - If the estimating system provides this feature the assistant can create a chronologically organized work list for the estimator. Every day the estimator can begin by identifying the list of parts awaiting their immediate attention.

Customer Information – Record the customer contact information in the system. This not only saves time but provides an opportunity for a second set of eyes to double check the spelling of your customers contact information.

Notes – When the costing system includes a note feature enter the additional information and any specific details for the estimator.
Material data – Solicit pricing from the material supplier or through the companies purchasing department for the cost of the material. Have this information entered into the system or batch process it (preparing it for a weekly mass import.)

Attachments – If part prints and diagrams are in hard copy format the assistant can scan and store them in a central location for access by the estimator and future inquiries. If the estimating system includes an attachment feature record the location of all electronic files pertaining to the estimate so that any of the documents can be easily identified from within the estimating system.

Care to share a topic, comment, or suggest an idea for a future article? Let us know… Jay Snow, Marketing Manager, MTI Systems. Jay.Snow@mtisystems.com.