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Old 01-15-2013, 03:08 AM
dabears8430 dabears8430 is offline
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Join Date: Sep 2010
Location: midwest
Posts: 43
How do you stay organized?!

Hello, I'm still trying to figure out the best method to stay organized come Spring time when the calls roll in. I try to categorize all the phone calls I need to make, one time jobs I get hired for, estimates I need to give/ wait to hear back from, and new client information in different sections in a notebook until I get home and throw it on the computer.

I feel like there is an easier method to keep all this information together. Last year I made another list and broke down the jobs I had in each neighborhood so I planned accordingly not to waste gas, have the right equipment with me, and made sure I left enough time to knock out as much as possible in a certain neighborhood.

What do you guys do to stay organized come the Spring fever?

Thanks in advance
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Old 01-15-2013, 08:01 AM
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LandFakers LandFakers is online now
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Join Date: Aug 2011
Location: CT
Posts: 6,173
When I get a call, I write it down in my notebook with all the info I need. I will cross out their name after I have given them an estimate for the work and put their info into my system. I'm not sure there is a better way.
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Old 01-15-2013, 08:26 AM
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McFarland_Lawn_Care McFarland_Lawn_Care is offline
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Join Date: Jan 2007
Location: Sedgwick, Maine
Posts: 1,333
Last few years this has been a struggle, but this year it will all be entered and scheduled by software. Takes awhile getting everything setup but REALLY going to make things run easier. Service Autopilot.

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Old 01-15-2013, 09:32 AM
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DanaMac DanaMac is offline
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Join Date: Mar 2002
Location: Somewhere in the state of CO
Posts: 13,166
I have gotten bad in the last couple years at procrastinating and not writing down what I need to do. This weekend I buckled down and created an Excel spreadsheet for all my current "to do's", which include getting W2s ready, 4th quarter taxes, bids I need to put together, get tax info together for accountant, etc, etc. I now have 158 items on my list, and growing. I created a column for priority, and color code it, and a column for a due date. Trying to bust out this list as soon as possible. Did 4 items yesterday.

During the year, I have four sheets on my wall at the office, that itemize different monthly "to do's" - vehicle and equipment registrations, monthly and quarterly taxes, update this and that, get equipment serviced in September, when my workers comp and general insurance audits are due, when to send out postcards, and so forth.

I've also just signed up for Hindsite Software for better scheduling and quicker invoicing through the company.
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Old 01-20-2013, 01:55 PM
Nj shade Nj shade is offline
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Join Date: Feb 2012
Location: Nj
Posts: 238
I keep a notebook with me at all times and write down all info from call. Not the best method but works great for myself as I know where all the info is right away.
@ShadeTreeNJ on twitter
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Old 01-20-2013, 03:35 PM
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KeystoneLawn&Landscaping KeystoneLawn&Landscaping is offline
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Join Date: Jan 2006
Location: Erie, PA
Posts: 775
I have a little fat notebook that job notes go into and stay forever. I always have that book and one lasts about two years, so easy to reference back. I also keep the last full book with me and have gone back 3-4 years when going back to a property. I keep extensive notes on each job. Then I have a written weekly schedule. When I get a call to look at a new property, I write it on the schedule where it fits best to stop.
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Old 01-20-2013, 04:04 PM
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Nate'sLawnCare Nate'sLawnCare is offline
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Join Date: Apr 2012
Location: Nashville, NC
Posts: 1,001
Try a tablet. You can put notes on it wherever you are, then sync it with your computer when it's convenient.
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Old 01-20-2013, 06:28 PM
Weekend cut easymoney Weekend cut easymoney is online now
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Join Date: Mar 2010
Location: Texas-The Hilly part
Posts: 3,990
Outlook is indispensable for me,it allows to make to do lists and has a calender which can set up reminders ....e-mails can be prioritized,you can set up customer email lists and send invites to people allowing them to put important dates on their money spent...also one note in the same bundle as ms office...
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Old 01-20-2013, 08:38 PM
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T Scapes T Scapes is online now
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Join Date: Nov 2009
Location: Garnet Valley PA
Posts: 1,176
I keep a small notebook in my truck so if i get a call i take down there name phone number and addresses and what type of work they want done. Each night if i get any calls, i have an excel spreadsheet where i put all the information. The spread sheet is strictly for people looking for estimates. Once i get a price i have a row for my estimate. Once i get a decision from them i enter it all into groundskeeper. Ill delete it off estimate spreadsheet then.
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Old 01-20-2013, 09:19 PM
Monroe74 Monroe74 is offline
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Join Date: Jan 2006
Location: south central PA
Posts: 321
How do you stay organized?!

Notebook to smartphone to computer
Take notes while on phone then copy to phone them sync to computer. Schedule using calendars on computer and phone.
Do it better than the last Guy!
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