The quote “A place for everything, and everything in its place,” has been attributed to Benjamin Franklin. Is that something you apply to tools, equipment, and the space where you work?
There is an art to setting up a solid jobsite, and everyone puts their spin on it. Taking the time to do it right can save time and money throughout a project. Read on for tips from wood flooring professionals about how to organize a jobsite for maximum efficiency, safety, and cleanliness.
From the Start
How to begin the set-up process varies depending on the location, the size of the job, and the type of work being done. Preparing for a smaller project may take minutes, while a larger project could take a few hours. Jobsite setups range from basic to extravagant.
“If it’s a small installation and there are no patterned floors, no custom milling needed, no mouldings or reducers, then it might be as simple as a table saw, a miter saw, a jig saw, and maybe that’s all we really need for the entire project,” says Jason Elquest of Blackhawk Floors in Scottsdale, Arizona. “When you start getting into patterned floors or a project you’re going to be set up on for weeks, that is a different story.”
One way to cover all of your bases before the project even begins is to use the National Wood Flooring Association (NWFA)’s Jobsite Checklist. The comprehensive document can be used when conducting an estimate at a customer’s home. While it is detailed enough to cover substrate evaluation and moisture readings, sections on exterior and interior evaluation can help you think through the needs you will have on site.
Once the sales process is complete, Mark Whatley of Amber Flooring in the Bay Area of California, walks a jobsite to see everything that is in the contract, to be sure they’re on the same page, and to address any concerns. “Number one to look at the level assessment, take measurements, see that the HVAC is on and there is proper climate for the house, check moisture content, understand the direction of the flooring, header boards, specialty items, transitions at doorways, grout line, or expansion joints,” he says are just a few of the things he is checking out.
“When stocking the job, we do not put material where we are starting our lines out or where lines are going to be running through to make sure our floors are square, because nobody wants to move material more than once,” advises Whatley. “Stage your areas and think about where you are snapping the line versus where you are going to stock all of the material, because if your material is right in the middle of where you are snapping your line, you’re wasting crucial time just to get that first line snapped.”
Going into the job, Elquest notes that a big factor is whether or not someone is living at the home. For example, you can’t really set up a saw system in the middle of a living room when someone is trying to live there. Other points to consider include confirming with homeowners that furniture will be removed before your work begins, where to park, protecting areas not being worked on, and how to safely secure everything at the end of the day to avoid any potential for injuries involving homeowners or children living there. Additionally, when no one is staying in the home during a project, determining whether it is protected enough to leave your tools behind, if a lock box system is needed, or if it would be best to load everything back up at the end of the day.
Everyday Essentials
The tools needed to get the job done vary depending on the scope of work, but the basics tend to stay the same.
“Table saw, miter saw, jig saw, oscillating tool, and a router. Hand tools, good chisels, mallets, and a vacuum,” lists Elquest. “On every project that we are going to do, those go with me.”
Cesar Cardona of Cardona Flooring in Stamford, Connecticut, emphasizes lighting when making his list of must-haves. “Dust containment systems, vacuums, floor protection materials, sanders, edgers, buffers, LED curing equipment, respirators, safety glasses, and ear protection. We always bring extra portable lights to make sure we can see every detail.”
Being based out of Weyers Cave, Virginia, means Aaron Sheaves of Sheaves Floors always brings a backup. “You have to, in case something breaks, because we are two to three hours from anywhere to get something fixed or replaced. I literally have two of everything – two Power Drives, two vacuums, and two edgers on the van.”
Whatley’s basics are a miter saw, table saw, nail gun, air compressor, nailer, oscillating tools, circular saws, routers, and hand tools. “A tape measure is probably the most important tool you have out there, right next to your pencil. From there, you have your hammers, nail sets, speed squares, and all of the safety equipment. Safety glasses, earplugs, you want to make sure those are all in proper working order and that you have them.”
Safety
Speaking of safety, Whatley believes it should be top of mind at every jobsite. He runs a tight ship from a safety perspective and says the safety equipment is the first thing to come off the work van.
“I don’t want a saw or compressor or anything running before there’s a first aid kit and a fire extinguisher in case there is an emergency,” he explains. “I have a safety meeting every week. If you’re wearing a hoodie, you’re not allowed to have a drawstring on it. You either have to take it completely off or not wear the hoodie at all. Same with bracelets, rings, and anything else that can get stuck or caught up in a saw.”
In addition to using all the appropriate personal protective equipment (PPE), another way to protect yourself is to read the instruction manuals for power tools and machines. Reduce the risk of injury by properly maintaining and inspecting tools to ensure they are in good condition.
“For us, safety starts with training, making sure every team member knows proper tool use and understands jobsite-specific risks,” shares Cardona. “We always prioritize personal protection and dust containment.”
From fires to health, dust is a major consideration when it comes to safety. As Sheaves focuses more on the sanding side of the business, he says dust containment equipment is an area where he would not recommend sparing any expense.
“Everything is hooked up to the vacuum because I don’t want to breathe in the dust and have lung cancer down the road,” says Sheaves. “We always have top-of-the-line vacuums to help contain every single thing that we can.”
In the process of controlling dust, avoid creating tripping hazards from cords and vacuum hoses by placing them behind a workstation. Beyond sanding, Elquest notes that if you are cutting a lot of wood inside a home, it can create a lot of dust and loose pieces of flooring in the middle of a room.
“You have to run a vacuum, and we run dust separators on ours,” explains Elquest. “I use a saw hood in conjunction with a vacuum that is attached to our saw, and the hood helps catch all of that loose dust that falls straight down. There’s a trash can underneath it, so it falls right into the trash can. That trash can also work for small pieces that would normally get set aside or tossed onto the ground.”
Workstations
Now that you know the jobsite details and the must-haves you will bring, how can you set up workstations for maximum efficiency?
For Sheaves, that process begins with his work van. He has a system where the bigger items are easily accessible and smaller items are up on shelves inside. His advice is to take your time figuring out what works for you and build your own custom shelves based on the specifications of the tools you have.
“Everything I need right off the bat is easy to get to. I really don’t even have to get into the van to get to them. I can just roll them right to the door and take them out,” says Sheaves. “It has made me more efficient because I know where everything is at any given time. There is no looking for it; I know exactly where it’s at in the van, so I just grab it and go. I’ve seen other work vehicles that have everything buried in there, and they spend half of the time unloading the van to get to one small tool. I’m not wasting time looking for something, I know where everything is at all times.”
Cardona echoes the importance of keeping equipment organized: “We stage tools in the order they’ll be used to avoid wasting time looking for them.”
Elquest has a container for everything. If he is not using something, it is put away. He suggests having a small belt or pouch in which to place a tape measure, pencil, and a small pry bar so you always have one handy. Elquest says using containers keeps things neat and out of sight, out of mind, while protecting the tools. “It makes set up faster, makes tear down faster, makes transportation safer and faster, and when you are buying expensive tools, you want to take care of them and have them last for a long time,” he shares. “I don’t want just to throw my stuff into the back of a truck and listen to it rattle around when I turn corners.”
“I have a small box for my router table and my miter saw system, which has all the little wrenches I might need to make an adjustment for those systems, so I don’t get to a jobsite and wonder where a certain wrench is or where my router collets are,” explains Elquest. “All of my router bits and everything else stays nice and neat. It makes my job run smoothly because I don’t have to run to buy something I forgot and spend $35 when it’s sitting on my bench at the shop, but it’s an hour drive to get it, and it is 10 minutes to the distributor. Time is money.”
A workstation can also be set up to save wear and tear on your body. Elquest suggests using a table or a portable bench to keep off of your knees.
“When I was younger, table saws and miter saws went on the ground and then you cut on the ground. Everything was done kneeling. I’m older now, so I want to be as efficient as possible,” he says. “For cleanliness and safety, I work off of tables as much as possible, whether it’s something as simple as a fold-up table or something extravagant that you handmade or purchased. When we’re at a jobsite for a decent amount of time, the saw station I use makes the flow so nice. I have my miter saw, I have my table saw, and a router station right there. I can make all my cuts, and everything is in one spot. It’s almost like setting up a portable shop.”
Whatley advises locating the nearest source of power at the site to avoid not drawing enough power through your cords and tripping breakers. Additionally, set your areas up as close as possible to where the installation is taking place, giving enough space around saws and tools so you can still walk around the area. “Houses out here can be 12,000 square feet, so we cannot have our area on the opposite side of where we are starting. That would take way too much time to go back and forth,” says Whatley. “A lot of times, we will set up and then tear down areas of tools and set them up in other areas as needed throughout the project.”
Cleanliness
After a workstation is in use, keeping it clean is key. This contributes to the safety and efficiency of your team while also keeping the homeowner happy.
“That’s what the customers want,” notes Sheaves. “The house should be cleaner when you leave than it is when you get there, regardless of whether it’s a brand-new construction home or it’s something 200 to 300 years old in rough shape.”
“Clients notice it right away, and it impacts their trust,” shares Cardona. “We clean continuously as we work, not just at the end of the day. Clients often tell us how impressed they are with our cleanliness.”
Cleaning tools as you put them away and cleaning the workstation as you go is Whatley’s recommendation. “Put the offset pieces in the garbage or away from the saws, don’t just drop them in front of you. It’ll get out of hand really fast, and when you’re starting to step over piles of debris or cut off chunks, it becomes a hazard,” he says. “If you’re more organized, you tend to become more efficient in your work, and that goes for all aspects of life.”
A jobsite kept in good condition makes a statement about being professional. Cardona says to keep in mind, “Clients remember how you work, not just the final result.” So, not taking shortcuts and having structure to the set-up process just may be the secret to success.