Our local CBS affiliate ran a segment this morning on geocaching which triggered a lot of memories from my childhood. Weekends were spent camping and exploring nature with family and friends. The adventures my brother and I had using our imaginations while seeking out hidden treasures in the woods. I also cannot forget that he loved chasing me around while holding the snake he had just discovered. Still today I have a fear of snakes – it’s his fault!

For those asking the question, “What is geocaching?” It is an outdoor treasure hunting game using a GPS enabled device. To play visit the Geocaching website, www.geocaching.com, and register for free. Then search for a cache in your area and let the adventure begin. According to the website there are 1,653,520 active geocaches so it is highly probable that one exists near you. With spring around the corner what better way to spend time outside than seeking out treasures in the woods. Don’t forget to take the time to enjoy the sights and sounds as you search.

Due to technology available today, we have become so accustomed to instant gratification that we have forgotten how to plan. In the last few months we have received several RFP’s that have unrealistic schedules. For example, ABC Nature Center is seeking a design/build firm for their new 1,200 sq. ft. facility with a budget of $130,000. They have a general idea of what type of exhibits they want but need assistance in developing their central theme. Below is their schedule:

RFP Released: January 3, 2012

Pre-Bid Meeting: January 11, 2012

Proposal Due: January 20, 2012

Contract Award: January 31, 2012

Notice to Proceed: February 3, 2012

Project Completion: August 15, 2012

The first issue with this schedule is that contract negotiations always take longer than three days. Contracts go through several revisions by staff, board members, and legal counsel meaning it will take at least a month for all parties to fully execute a contract.

Next, there is more to starting a project than some first time clients realize. It takes time to develop a central theme, subthemes, and storylines. Our experienced Certified Interpretive Planners will lead a full day (or two) workshop to identify what the nature center wants to achieve, who their visitors are, and what they want visitors to take away from their experience. They work closely with our designers to develop the desired exhibit.

Another issue is the client review period. We allow clients an ample amount of time to review and approve drawings throughout the design process. It is not as easy as it seems and clients often state that it was more work than they realized. The design process can take anywhere from six to twelve months before it goes to the fabrication shop. Depending on the type of exhibits, fabrication and installation can be an additional six to twelve months. Whether it is a small project or a large one, they all go through the same process.

Bottom line: Exhibits take time and planning early pays off. Please do yourself a favor if you think such a project is in your future. Take a deep breath and call. You will appreciate the end product even more if you enjoyed the process it took to get there. We will appreciate it to.

Have you ever heard the song “The Future’s So Bright I Gotta Wear Shades”?  The title of that song could be our motto for this next year.  We have enjoyed much success over the past 20 years and we look forward to many more.  We will continue to grow and expand our product lines so we can add value to our clients while never losing sight of our core values. For an overview of 2011 please look at our December newsletter.

As we launch into 2012, we look forward to continuing our relationships with past clients and establishing new ones with future clients.  Please be sure to stop by our booth at AAM and NAI this year to say hello and also keep in touch via Facebook, Twitter, and Google+.  We would love to hear from you.  Best wishes for the new year!

In our personal lives, it is difficult to deliver bad news, but somehow we are able to draw the strength and make the phone call.  Why then, in the business world, can it be so difficult to return a phone call that’s regarding a project?

Being a process-oriented company, we follow up with potential clients after we have submitted a proposal.  It is a quick phone call.  Did you receive our proposal?  (Last year two proposals were not delivered by our preferred shipping company by the deadline due to inclement weather.)   Do you have any questions?  Thank you for your time. End of the phone call.  If a message is left, these phone calls are typically returned.

It is after a contract has been awarded to another firm that the phone call is not returned.  We continually strive to improve our processes and proposals so feedback is very important to us. We appreciate honesty when hearing why we were not chosen.  It is never taken personally and helps us tremendously with future proposals.

We also receive requests for quotes on models, trees, life-cast figures, etc.  We understand budget constraints; everyone has them.  If our potential clients let us know whether or not they will be moving forward with a project, it allows us to plan more efficiently in order to serve all our clients as best as possible.  We appreciate the opportunity to provide all quotes and until we hear one way or another we will continue to leave messages.

I will do whatever it takes to earn our clients’ trust then their business.  It’s hard to do, however, without open communication.  I promise to be considerate, appreciative, and I definitely will not bite (even if you have to call me with bad news)!

If you’re a client, what encourages you to return phones calls?  If you’re another business person making lots of phone calls, how do you entice your potential clients to return your messages?