Like many small businesses, especially in these times, our margins are tight and it is difficult to make cash contributions to charities and other worthy cultural organizations. Happily, however, we are in a line of work – moving & storage — which enables us to provide in kind services to organizations at reduced rates or at no charge from time to time.

Since 2006, for example, FINE ART SHIPPING has supplied storage services at no cost for the Los Angeles Ballet. In addition to a prominent thank you in their programs, they have provided us with complimentary tickets, allowing many of our staff and their friends and families to experience the ballet and become fans. Talk about a “win-win”!

A bit closer to home, my daughter works for one of the Paul Newman charities, a camp called The Painted Turtle which serves children with serious diseases on a year round basis and at no cost to participating families. These are kids who otherwise would not be able to attend camp due to the nature of their illnesses. The Painted Turtle operates out of offices in Santa Monica, and maintains the camp in Lake Hughes CA., roughly 90 minutes northwest of Los Angeles. It is one of a network of affiliated camps around the world offering hope and fun to kids whose “out of camp” lives often consist of one medical challenge after another.

When one of our storage customers retired an array of costumes, wigs, hats, props & even a couple of fog machines from their inventory, we were able to donate these to The Painted Turtle and deliver them up to the camp in our truck at no charge. They were apparently used immediately in skits and sketches and were a great hit with kids and staff alike. Smiles all around! The website of The Painted Turtle shows a list of items the camp needs on a regular basis. Anyone wishing to make a donation can drop items off here at our facility near LAX airport and we will see that they get to the camp. (Please call first!)

On other occasions we are able to contribute to organizations by discounting costs on transport services.  Most recently we completed a shipment for Doctors Without Borders at a rate well below market value, essentially converting what would have been our normal markup into a contribution instead. This is a great way for small businesses to donate as it conserves cash but gives real value to the organization in question.

 Betsy Dorfman

In the not too distant past our customer service folks, with degrees in things like medieval literature and art history, were forced to rely on various musty charts, formulas,  incantations and dart boards in order to produce crating cost projections. Sometimes reality obliged and we came close; sometimes not. On average, we weren’t. But with the arrival of  crate wizard Chris Barber, all we have to do is send an email and wait for his reply. Here’s more from Chris on the nuts and bolts of his creation:

Depending on how comfortable you are with creating and managing a partially automated system, a custom estimate and cut-list program can be a ridiculous time saver for your crating department. My “crating engine” uses mostly simple math functions in a simple database application. With it, I can estimate the cost and dimensions of a crate and have a formatted cut list ready to print for the craters in as little as fifteen seconds. Unusual crating circumstances only require a couple minutes of data entry before the results can be sent to customer service representatives or printed for execution. The same artwork specs and basic packing approach are automatically forwarded into several crate shell styles simultaneously, from slat crates to our highest-level travel crates. Every square inch of building material is automatically added up and priced, both for estimates and for the actual price of the built crate.

But whether you have your own crating program, or whether you do all of your math with pencil and paper, the big unknown for crating estimates is labor. Any given builder will have good days and bad days. Averaging their past performance won’t always give a perfect estimate, but it will take their history into account and mitigate guesswork based on misleading examples. Naturally, the more examples of past performance you record, the more likely you are to approach a good reliable mean.

The other sticking point in estimating labor is the duration/volume ratio. For obvious reasons, this ratio is not a straight line, but a curve. The smaller the cubic footage of any style of crate, the more minutes it will take to build per cubic foot. Likewise, the same curve levels off to nearly flat in the upper size range. I’ve plotted these curves for my lead crater so that I can make a reliable prediction of his performance on any style of crate, regardless of the size job. Even if you do everything else in your head, an accurate time curve is an elegant alternative to guesswork. Of course, this isn’t limited to crating. It can be applied to any production task with a similarly predictable set of actions. Here’s how to make your own:

Step 1. The first thing you will need is the raw data. Start recording exactly how long it takes you or your staff to build crates. Start a separate log for each crater, and each style of crate that crater produces. Every log should include a series for minutes and a series for cubic feet. Then make a third series, dividing minutes by cubic feet. I put these series in columns; so if cell A3 = minutes, and cell B3 = cubic feet, cell C3 = A3/B3. You will only use the second and third columns in the next step – cubic feet & minutes/cubic foot. Here’s an example log for “B-crates” with two hypothetical craters, one a faster builder than the other:

Soon you should have enough data in those series to get reasonable estimates. The data collection is an ongoing process, however, and your logs should be updated regularly. Older numbers could be dropped eventually to account for your crater’s growing experience and speed, but the aim is to collect as much information on each builder as possible. This is not to spy on your crew. It is to accurately predict the time it will likely take this person or that to build the next crate.

There are two ways you can process your database into functional labor estimate curves. First I’ll show the quick way, and then I’ll explain what these numbers mean by showing the chart method.

Step 2a. Find the “power trendline” of each crating log you have made, and multiply it by the estimated cubic feet. I’ll explain what the power trendline is in some depth below, but for now you can just treat it like a magic spell. If you aren’t a math geek and don’t care how, why or whether this really works, you can stop reading at the end of this step.

The fastest and most efficient way to process a given crater’s average curve on a given style of crate can be done in five math functions, and will fit on a spreadsheet the size of a postage stamp.

cell A1: =[length]*[width]*[height]*1/1728 [estimated cubic feet]

cell A2: =EXP(INDEX(LINEST(LN(y),LN(x),,),1,2)) [coefficient A]

cell A3: =INDEX(LINEST(LN(y),LN(x),,),1) [coefficient b]

cell A4: =A*(x^(b)) [trendline equation]

cell A5: =[cell 1]*[cell 4]*1/60 [labor estimate]

A1) The first cell should simply display the cubic footage of the crate being estimated. The least fussy way is to link this function to three blank cells somewhere else where you enter the crate’s L, W, & H. Those same three blank cells can be linked to every curve you make (since you need a separate curve for each crater on each style of crate).

A2) The second cell should return the value of A to be used in the equation in cell 4. This cell should contain the exact function shown, but in place of x, link to the whole cubic feet series in your crater’s log (B3:B14, to use the slower crater shown above as an example). Likewise, y must be linked to the whole series of data in the minutes/cubic foot column of your crater’s log (In this example; C3:C14).

A3) The third cell should return the value of b for the equation in cell 4. Treat series variables x & y the same way here as you did in cell 2.

A4) The forth cell should contain the function shown, but replacing x, A, b with the results of cells 1-3 respectively. Caution: in this equation, x refers only to the cubic footage of the crate being estimated. It is not the same variable as in cells 2 & 3.

A5) The fifth cell is the product of the values returned in cell 1 and cell 4, then divided by 60.

You can use these five steps to bypass the charting step described below and get your trendline equations straight from your database. But the chart actually shows what these numbers mean, and I prefer to see graphic representations of the curves anyway.

Step 2b. If the step described above seems too cryptic, the numbers involved can be more readily understood by graphing them. The program I use allows me to insert a visual chart into my spreadsheet, define the x & y parameters and link them to the two relevant series of data. This is pretty basic, and I’m sure that it’s a universal feature in spreadsheet applications. The type of graph you want is an x-y scatter chart. Your chart’s values are simply: x = cubic feet, and y = minutes/cubic foot. Once your graph is linked to those two series, you will see points plotted in the field – each point representing the crater’s performance on a specific crate.

The more information you have (and the more consistent your crater is), the more it should suggest the hint of a curve starting in the top left corner and ending in the bottom right. Now you can give the graph a trendline. The trendline extrapolates an average curve from your unwieldy cloud of points, in a visible line. You may need to choose from several types of trendline. I prefer what my application calls the “power” type, which appears to produce the most realistic curve, leveling off dramatically as it approaches zero on each axis. The “exponential” and “logarithmic” types both trace the trendline right off the chart at each end, and there’s no way a large crate will ever take negative minutes to build. Nor will a small crate ever have negative dimensions. The “linear” type overrides the curve that I believe is there. The “moving average” type defeats our purpose entirely. The “polynomial” type creates a dip in the middle ground that doesn’t make sense to me. Even if I wanted to address the handling logistics of larger crates, this potential issue is completely unrelated to the polynomial equation.

As you can see above, there is less data from the faster builder, and the blue curve is barely visible. This makes the blue trendline less reliable in the extreme size ranges; particularly the smaller sizes. This problem can be addressed quickly by giving that crater a very small crate to build and a very large one. Getting just a few points plotted past the margins of that crating history will give the blue trendline a wider range of accurate predictions.

Step 2c. Once you have your trendline plotted, tell your graph to show the trendline’s equation (which is hidden by default). Each trendline is described by a math equation reflecting the moving average of your plotted data. The power trendline equation should look like this:

y = Ax^b

The values of x and y are still cubic feet & minutes per cubic foot respectively, as the chart suggests. The coefficients “A” and “b” come directly from the trendline, which in turn is a biased average of the data your chart illustrates.

Step 2d. Now here’s the nice part: Your trendline equation can be recuperated back into the spreadsheet for the purpose of estimating labor. Once you estimate the cubic footage of your prospective crate, you can simply multiply it by the trendline to get the most accurate possible labor estimate for any given crater. The spreadsheet function for this looks a little tricky, but here it is using the same variables, A & b, as my example of the trendline equation above:

=A*(x^(b))

So if your trendline shows the equation: y = 35.956x^-0.789

…the spreadsheet cell representing it should say: =35.956*(x^(-0.789)).

If your trendline shows the equation: y = 5.5678x^-0.2912

…the spreadsheet cell representing it should say: =5.5678*(x^(-0.2912)).

Note that to make either of these examples functional, x must refer to the cell that displays the crate’s estimated cubic feet. The current value of x must be folded into the trendline equation before it can return a relative unit of duration/volume adjusted by the crate’s size. While the trendline equation merely displays the coefficients A & b, the spreadsheet cell as typed above will return the actual value of y — as long as x points to the cell displaying the current value of x and the function begins with the equal sign. Once you have a spreadsheet cell representing the trendline linked to the variable cubic footage cell, all you need do is multiply the two cells. Keep in mind that this will result in minutes; so if you prefer estimated hours, just divide the result by 60.

So to mentally separate this step from the raw database illustrated above, let’s skip over (arbitrarily) to column H on our example spreadsheet.

The blue and orange numbers in this screenshot represent the faster and slower craters, like in the curve chart. The top number in each set is the cubic footage of the crate currently being estimated. This cell changes with every estimate, as it is the product of the crate’s length, width & height, divided by 1728 to convert from inches to feet. Let’s say for the sake of argument that the cell displaying orange cubic footage is in position H4 on the spreadsheet. The next cell down, H5, is the trendline equation for that crater, with the current cubic footage plugged into it. So in place of “x” in =A*(x^(b)), the function says H4. And in place of “A” and “b”, the function shows the actual trendline coefficients. In this case what I actually typed into cell H5 is: =70.254*(H4^(-0.656)). Refer to the orange trendline on the chart to see how I got A and b. This is a functional version of the trendline equation, responding automatically to the cubic footage displayed above it. If the cubic footage dropped, the result displayed in cell H5 would rise appropriately for the crater in question. The next cell down, H6, is the product of the first two cells, divided by 60 to convert from minutes to hours. This is the estimated hours it will likely take that crater to build that style of crate at that particular size.

Step 3. Update and fine-tune your logs. Some spikes may occur that throw the whole curve out of whack. They are usually in the negative direction – like when a crater made a big mistake and spent a lot of extra time correcting it. I toss the worst spikes. I would rather take the hit when random problems happen than let them affect every estimate. Such large spikes are very rare, and I’ve only eliminated about four crates from my whole database for that reason.

Packing estimates: Of course, packing a crate involves many more variables than building it, so you should keep building time and packing time separate in your database, charts and equations. I don’t even use packing curves myself. I use a flat time for each type of flatwork, sometimes adjusted a little for size, and estimate all dimensional items in my head.

There are many different ways you can approach the problem of labor in estimates, depending on how tight you want your estimates to be. Plotting curves is admittedly a bit anal, but quite easy to set up. And it only improves over time as you add more information.

-Chris Barber

Carole Choucair Oueijan, Layaleena, 48 x 72, smalti, 24 karat gold smalti, granite, marble, onyx, crystallino, mother of pearl, fresh-water pearl, hematite, coral, jade, quartz

I always crate artworks from the inside-out; at least in my bean, in the design stage. But the actual building can vary. Sometimes it can proceed in any order, and sometimes the crate must be built before the art is approached. It depends on whether the artwork is packaged in soft materials separate from the crate, or whether it must be built directly into the crate with a cushioned wood structure. When it’s the former, I occasionally prefer to pack the art before the crate is started. This is hardly necessary, but it can save a little desk time when dealing with a number of irregular shapes that aren’t so irregular that they require much planning ahead.

This was one of those jobs that fell into that little gray area. It just made more sense to figure out how large the package would be by packing it. The piece was composed of twenty-odd irregular sections of mosaic of variable thickness. It would happily ride flat in a stack of foam-welled trays. With such a simple packing approach, it was more efficient to sort the elements by relative size and shape in “real time,” as it was being loaded onto trays. I started with a rough guideline of 36″ x 24″ trays, and from that starting point my crater found that he could fit all elements onto 13 trays at 32″ x 24″. I’m starting to make it sound more complicated than it was. Before I knew it, the trays were packed and I had a nice boxy package to measure for the crate.

Our thanks to Carole Choucair Oueijan for her permission to include images of her artwork. Layaleena, an Arabic/Lebanese word for “Splendor Nights”, is a commission piece installed in a home in Greece. In this scene the goal was to reflect the magnificence of the Lebanese nights and lifestyle of the past. Layaleena is made out of 21 pieces and took 10 months to complete.

-Chris