Scheduling Best Practices
Scheduling in countertop fabrication is the process of coordinating templates, CNC production, polishing, and installation across multiple jobs simultaneously, typically managing 30-80+ active projects at any given time. Shops that follow structured scheduling practices hit 95% on-time installation rates and increase monthly throughput by 15-20% without adding staff.
TL;DR
- Most fabrication shops operate at 60-70% scheduling efficiency, leaving 30-40% capacity on the table
- The template-to-install cycle averages 10-14 business days -- poor scheduling stretches it to 18-25 days
- Bottleneck #1 is almost always the CNC/bridge saw queue, not labor
- Batch scheduling (grouping similar materials and edge profiles) increases CNC throughput by 20-30%
- Digital scheduling boards reduce missed handoffs by 80% compared to whiteboards
- SlabWise's real-time shop dashboard shows every job's status and flags scheduling conflicts automatically
Why Scheduling Is the Hardest Part of Running a Fab Shop
Fabrication isn't a linear process. You've got templates coming in from the field, slabs being selected and pulled, CNC programs being created, cutting and polishing happening simultaneously, and install crews heading out -- all at different stages for different jobs.
A 50-job-per-month shop might have:
- 8-12 templates scheduled this week
- 15-20 jobs in various fabrication stages
- 6-10 installations on the calendar
- 5-8 quotes waiting for material selection
- 3-5 rush jobs that just jumped the queue
Miss one handoff -- say, a template that doesn't get programmed for CNC on time -- and the entire downstream schedule shifts. That one missed handoff turns a Thursday install into a Monday install, which triggers a callback from a frustrated homeowner, which eats another 20 minutes of your office manager's day.
The Fabrication Scheduling Pipeline
Every job flows through the same stages. Understanding each stage's typical duration and constraints is the foundation of good scheduling.
| Stage | Typical Duration | Key Constraint |
|---|---|---|
| Quote to template | 3-7 days | Customer availability |
| Template visit | 1-2 hours | Crew availability, travel time |
| Template to CNC program | 1-2 days | CAD staff capacity |
| Slab selection/pull | 0.5-1 day | Inventory availability |
| CNC cutting | 1-4 hours/job | Machine capacity |
| Polishing/finishing | 2-6 hours/job | Skilled labor |
| Quality check | 30-60 min | QC staff availability |
| Fabrication to install | 1-3 days | Install crew schedule, customer availability |
| Installation | 2-6 hours | Crew capacity, access to site |
Total pipeline: 10-14 business days for a standard kitchen, assuming no delays.
Five Scheduling Practices That Actually Work
1. Schedule Backward from Installation
Most shops schedule forward: template, then fabrication, then figure out when to install. This creates unpredictable installation dates and makes it impossible to give customers firm timelines.
Instead, schedule backward:
- Set the installation date first (based on customer need and crew availability)
- Block fabrication time 2-3 days before install
- Schedule CNC time 3-5 days before install
- Schedule template 7-10 days before install
This approach guarantees that every stage has adequate time, and it gives customers a firm installation date at the point of sale -- which dramatically improves close rates.
2. Batch Your CNC Work
Your CNC bridge saw or router is the most expensive piece of equipment in your shop ($150,000-$500,000+). It's also your primary bottleneck. Running it efficiently is the single biggest lever for increasing throughput.
Batching rules:
- Group by material type. Run all quartz jobs together, then switch to granite. Each material change requires different tooling and speeds, so minimizing changes saves 15-30 minutes per switch.
- Group by edge profile. Running 5 jobs with a standard eased edge is faster than switching between eased, ogee, bullnose, and waterfall between each job.
- Group by thickness. 2cm and 3cm slabs require different cutting parameters. Batch them separately.
A shop running 8 jobs per day can save 1-2 hours of machine time through batching alone. Over a month, that's 20-40 extra hours of CNC capacity -- equivalent to 15-25 additional jobs.
3. Use Time Blocks, Not Time Slots
Don't schedule CNC time in precise 45-minute or 90-minute blocks. Jobs vary too much. Instead, use half-day blocks:
- Morning block (7 AM - 12 PM): 3-4 standard kitchen jobs or 1-2 complex jobs
- Afternoon block (12:30 PM - 5 PM): Same capacity
Assign jobs to blocks, not exact times. This gives your CNC operator flexibility to optimize cutting order within each block while keeping the overall schedule predictable.
4. Build Buffer Days into Your Calendar
Things go wrong. A slab has a fissure in the wrong place. A template reveals an out-of-square wall that requires redesign. The CNC needs an unplanned tool change.
Build 1-2 buffer days into your standard timeline:
- Standard timeline: 10 business days template-to-install
- Quoted timeline: 12-14 business days template-to-install
Those buffer days absorb problems without pushing installations. When everything goes smoothly, you deliver early -- and customers love early delivery.
5. Separate Template and Install Crews
Some shops use the same crew for templating and installation. This seems efficient -- same trucks, same people, same routes. But it creates scheduling nightmares because:
- Templates and installs have different durations (template: 1-2 hrs, install: 2-6 hrs)
- A delayed install pushes back afternoon templates
- Template-only crews can hit 4-6 sites per day; combo crews max out at 2-3
If you do 30+ jobs per month, dedicated template and install crews pay for themselves through increased throughput and scheduling predictability.
Digital vs. Whiteboard Scheduling
The Whiteboard Problem
Whiteboards are simple and familiar. They're also the source of 80% of scheduling errors in fabrication shops:
- Information gets erased accidentally
- Only visible to people standing in front of it
- No historical record when disputes arise
- No automated alerts when stages are overdue
- Can't be accessed remotely by field crews or management
The Digital Advantage
Digital scheduling tools (like SlabWise's shop dashboard) solve every whiteboard limitation:
| Feature | Whiteboard | Digital Dashboard |
|---|---|---|
| Accessible remotely | No | Yes -- phone, tablet, desktop |
| Automatic conflict detection | No | Yes -- flags double-bookings |
| Overdue alerts | No | Yes -- notifications by stage |
| Historical record | No | Yes -- full audit trail |
| Crew visibility | In-shop only | Real-time for field crews |
| Integration with CNC | No | Yes -- auto-updates after cutting |
| Customer portal updates | Manual | Automatic |
The transition from whiteboard to digital typically takes 1-2 weeks. The first week feels slower as your team adapts. By week two, nobody wants to go back.
Managing Rush Jobs Without Wrecking Your Schedule
Rush jobs are a fact of life. A GC needs countertops by Friday for a client closing on Monday. A homeowner's existing countertop cracked and they need a replacement yesterday.
Here's how to handle rush orders without destroying your standard schedule:
Reserve 10-15% of your CNC capacity for rush work. If you run your CNC 40 hours/week, keep 4-6 hours unscheduled. Use those hours for rush jobs when they come in; use them for make-ahead work when they don't.
Charge a rush premium. 15-25% upcharges for 3-5 day turnaround (vs. your standard 10-14 days) are standard in the industry. This pricing discourages frivolous rush requests while compensating you for the disruption.
Create a rush workflow that bypasses the standard queue. Rush jobs get their own pipeline: template -> immediate programming -> next available CNC slot -> priority polish -> next-day install. This keeps your standard queue running smoothly.
Scheduling Metrics Worth Tracking
If you don't measure it, you can't improve it. Track these numbers weekly:
| Metric | Target | How to Calculate |
|---|---|---|
| On-time template rate | 95%+ | Templates completed on scheduled day / Total templates |
| On-time install rate | 95%+ | Installs completed on scheduled day / Total installs |
| Template-to-install cycle time | 10-14 days | Average business days from template to completed install |
| CNC utilization | 75-85% | Actual cutting hours / Available machine hours |
| Schedule change rate | Under 10% | Jobs rescheduled / Total jobs |
| Buffer day usage | 30-50% | Jobs that used buffer days / Total jobs |
If your on-time rates are below 85%, look at your buffer days first. If buffer usage is above 70%, your standard timeline is too aggressive.
How SlabWise Handles Scheduling
SlabWise's real-time shop dashboard gives you:
- Drag-and-drop scheduling across template, fabrication, and install calendars
- Automatic conflict detection that flags when a CNC slot is double-booked or an install crew is overcommitted
- Stage duration tracking that shows actual vs. planned time at every phase
- Push notifications when a job falls behind schedule
- Customer portal integration that automatically updates homeowners and contractors when dates change
- Capacity planning that shows available slots 2-4 weeks out so your sales team knows what they can promise
The dashboard is available on desktop, tablet, and phone, so your shop floor, field crews, and office staff all see the same real-time data.
Frequently Asked Questions
How many jobs can a typical shop schedule per week?
It depends on your CNC capacity and crew size. A shop with one CNC bridge saw and 2 install crews can typically handle 12-18 standard kitchen jobs per week. Adding a second CNC shifts that to 20-30+ jobs per week. The scheduling system matters more than headcount.
Should I over-schedule to account for cancellations?
Slightly. If your cancellation/postponement rate is 10%, scheduling 10% above capacity is reasonable. But don't over-schedule by more than 15% -- you'll end up with rush situations when everyone shows up.
How do I handle same-day template and install for the same project?
Don't. Even in renovation scenarios where the old countertop needs removal and the new one installed, separate the template visit from the install by your standard production timeline. Same-day template-and-install only works with pre-fabricated or modular products.
What's the best scheduling software for small fabrication shops?
For shops doing 15-50 jobs per month, a purpose-built fabrication tool like SlabWise ($199/mo) beats general-purpose project management software because it understands the template-fabricate-install workflow. Generic tools (Asana, Monday.com) require extensive customization and still miss fabrication-specific features.
How do I schedule around material lead times?
Build material lead times into your backward scheduling. If a specific quartz color takes 5 days to arrive from your distributor, add those 5 days between "material confirmed" and "fabrication start." Your scheduling software should flag material availability as part of the scheduling workflow.
Should I schedule overtime or weekend work?
Use overtime strategically -- not routinely. Shops that run overtime every week burn out their best people. Instead, reserve overtime for genuine rush jobs (with rush pricing) and seasonal peaks. If you need overtime more than 2 weeks per month, you need more capacity, not more hours.
How do I manage scheduling when a customer keeps rescheduling their template?
Set a policy: customers get 2 free reschedules. After that, their installation date moves to the back of the queue and they lose their place in the production schedule. Communicate this upfront in your contract. Most customers reschedule only once when they know there's a limit.
What's the biggest scheduling mistake fabrication shops make?
Not tracking CNC utilization. Shops that run their CNC at 50-60% utilization think they're at capacity because the schedule "feels" full. Measuring actual cutting hours vs. available hours usually reveals 15-25% more capacity than expected.
How does weather affect scheduling?
Weather primarily impacts templates and installations, not shop fabrication. Build weather contingency into field schedules, especially during rainy seasons or winter. Keep 1-2 backup indoor-accessible jobs ready to go when outdoor installs get rained out.
How far in advance should I schedule installations?
Book installations 2-3 weeks out for standard jobs. This gives enough time for the full production cycle while being close enough that customer cancellations are rare. For contractor accounts, allow booking up to 4-6 weeks out to accommodate their construction timelines.
Get Your Schedule Under Control
SlabWise's shop dashboard replaces whiteboards, spreadsheets, and guesswork with real-time scheduling that your whole team can see. Start your 14-day free trial and run your next 20 jobs with actual scheduling data. No credit card required.
Sources
- Natural Stone Institute, "Fabrication Shop Efficiency Benchmarks," 2025
- Marble Institute of America, "Production Scheduling in Stone Fabrication," 2024
- IBIS World, "Stone Countertop Manufacturing in the US," 2025
- National Kitchen & Bath Association, "Project Timeline Expectations," 2025
- SBA, "Small Manufacturing Scheduling Best Practices," 2024
- Lean Enterprise Institute, "Scheduling for Small Manufacturers," 2024