[JeffW0011]

Hey Guys,

Was hoping some people might be willing to share some insight on their methods of scheduling and keeping track of their application clients and routes.

Most of us have areas of business we are stronger in and areas we are weaker in. Unfortunately, systems and organization is on my weaker end. I have been using a pretty rudimentary self conceived system to this point which works well enough with a smaller customer base but my business continues to grow and I really need to get some better systems and procedures in place.

Does anyone use like a route card system (and if so can you describe it a little? Where do you get them? Do you design your own?) or does everyone use software to schedule and track everything?

Will appreciate all free advise or any info anyone is willing to share.

I understand that some people have spent a good deal of time and money developing a good system and I would not mind shelling out a few dollars to someone who could really help me get this aspect of business organized.

Thanks

 

[RABBITMAN11]

Real green
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[SeedPro]

Yeah and real green costs ten grand.

I use quickbooks simple start as an accounting program. 40 bucks.

Then I have a 5 x 8 hardcard I actually have printed with slots for name, address etc etc, and a list of all applications in order. These are blank and need filled in by hand which is a pain but not a ten thousand dollar pain.

I keep those in a box with dividers for each zone, zip code, area or whatever. When they are done? They go to the back of the box, and at the end of that app, I resort them into their zones taking out any that don't get that round and putting them in the done for now section.

I mark those cards if they pre pay, and use QB to print my next days sorted route off of those cards to invoices.

I list the date, time, products applied and any notes on that card at the time of application giving me a permanent record and at the end of the season I save them all into the clients actual file folder.

I use different color sharpies to fill in the info at beginning of the season or when a new sale is made. Depending on whether it's a lawn app for me, a tree app for me and I even color code applications I do for other land care companies that sub with me.

I'm not suggesting it is easier than Real Groin.....but it's sure a hell of a lot cheaper.

Eventually I may need a program to help become more efficient timewise.....but not yet and I manage over 350 customers this way currently.

 

[Young Bros]

We have over 200 customers. Use quickbooks for billing and pre-pays. We use Microsoft Access for scheduling & notes for my brother and me about the lawn ect.

 

[RABBITMAN11]

Where do you get 10 grand, I just got it for 3000
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[lush&green]

We use Clip and quickbooks but separately. We have a card for each customer that has history and billing info as well. Real green is 3k for 500 customers or less w/o mapping plus the time to train you which is what $800 depending where you are....

 

[Runner]

Since I don't feel I have the number of accounts to justify a 3 to 6 thousand dollar program such as real green, this year, I will be using Garmin. It allows me to do more routes than I will ever need, and add as many stops into each route as needed. Will it automatically divert me to a stop in the shortest order? Not automatically, - it will take a LITTLE bit of homework, but with it's nice software program, it WILL allow me to see a clear map on my computer that will make it easy for me to organize my stops. I will have different "cells" for each working day - meaning different location areas I'll be working. It will a simple task to add any address(es) and put them in to the apprpriate "cell". When one cell gets to the point of being to potentially full, I can move one of the other outer boundary addresses to the other closest appropriate cell. I can have the whole route auto print if I want including directions if desired, and/or I can have the Garmin tell me my route since it will be all programmed in. THIS is my plan for this year.

 

[SeedPro]

Where do you get 10 grand, I just got it for 3000
Posted via Mobile Device

I've hear other members ay it's close to ten grand. I dunno....

Maybe there's different versions.

 

[SeedPro]

Since I don't feel I have the number of accounts to justify a 3 to 6 thousand dollar program such as real green, this year, I will be using Garmin. It allows me to do more routes than I will ever need, and add as many stops into each route as needed. Will it automatically divert me to a stop in the shortest order? Not automatically, - it will take a LITTLE bit of homework, but with it's nice software program, it WILL allow me to see a clear map on my computer that will make it easy for me to organize my stops. I will have different "cells" for each working day - meaning different location areas I'll be working. It will a simple task to add any address(es) and put them in to the apprpriate "cell". When one cell gets to the point of being to potentially full, I can move one of the other outer boundary addresses to the other closest appropriate cell. I can have the whole route auto print if I want including directions if desired, and/or I can have the Garmin tell me my route since it will be all programmed in. THIS is my plan for this year.

I have never understood the need to route with a computer program or GPS deal.

Tru Green started that back when I worked there and i told them to save the printer paper because I know my route and can route 30 orders in less than 5 minutes by hand and a lot more efficiently routed than some computer program.

There was always mis directions, and inefficient traveling. Just like when you ask for directions in yahoo. 75% of the time it's the wrong route to your destination.

In my opinion people should know where they live and work and people make
way to big a deal out of routing 30 stops. Especially when you have been to the jobsite anywhere from 1 to 40 times or more.

Maybe it's just something I have a knack for. I dunno.

I will say routing is key to being efficient.

That and not stopping at every damned party store buying food and coffee, and texting the wife or girlfriend all day.

I was always the top producer at mt TGCL branch and in the top ten in the midwest every year. It's not what you do at the stops. It's what you do between stops that slows people down, and makes them inefficient.

 

[Greenery]

Seedpro, yes you are right you probably have a gift for it. From my experience as a head manager for a medium sized company i spent alot of time each year training on all aspects of lawn maintenance and i have found that there are alot of people out there who have a very difficult time getting around. We would even give them a map of the individual city marked with the exact location of the properties and they would still sometimes spend 15 20 even 30 minutes lost. I always told them if your lost for even 5 minutes to call me but they seldom did.

We ran tracking gps units in all the trucks and it was just unreal looking at all the wasted time.

Routing was one of the things i was always trying to improve due to the amount of time lost there.I honestly think by implementing the correct plan we could of easily got by with one less truck out maybe even two.
Unfortunately the owner wasnt to worried about it as the techs were paid on a comission basis.

So i guess what im getting at is efficient routing is extremely important in my mind.
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[SeedPro]

Seedpro, yes you are right you probably have a gift for it. From my experience as a head manager for a medium sized company i spent alot of time each year training on all aspects of lawn maintenance and i have found that there are alot of people out there who have a very difficult time getting around. We would even give them a map of the individual city marked with the exact location of the properties and they would still sometimes spend 15 20 even 30 minutes lost. I always told them if your lost for even 5 minutes to call me but they seldom did.

We ran tracking gps units in all the trucks and it was just unreal looking at all the wasted time.

Routing was one of the things i was always trying to improve due to the amount of time lost there.I honestly think by implementing the correct plan we could of easily got by with one less truck out maybe even two.
Unfortunately the owner wasnt to worried about it as the techs were paid on a comission basis.

So i guess what im getting at is efficient routing is extremely important in my mind.
Posted via Mobile Device

I learned to route at my first job at Davey Tree back in the eighties. They used the map books and we laminated the pages and used a grease pencil to mark the stops for the day, then put them in logical order.

I honestly don't think I have a knack for it.

It's not at all unlike routing your day of errands. I have to go to the hardware store, the gas station, the bank, grocery store, post office and to pick up my dry cleaning.

Just on a larger scale.

One thing I would see most people do, with their daily routes and their routes in general for any given round was to head right into the middle, and to the density leaving stragglers and poorly priced jobs no one Wants to do scattered all over.

I always....Always went to the outlying areas first, and circled my way into the density. Like tightening a noose.....little tighter....little tighter.....tighter still. Leaving no stragglers behind. No procrastination and not passing up jobs because they suck. They are gonna suck tomorrow and the day after that too and you are going to have to do them.

It's organization skills I guess and I am an organized person.It's motivation too. I want to get finished for the day.

I also consistently route myself the day/night before for the following day and prepare all my invoices and load as well. That way I get up, have to get dressed, make coffee, feed the dogs etc....and go....in a relaxed state.

Too many people wait until the last minute and have no plan.

When working for TGCL and even today. Ask me Monday where I will be at Noon on Wednesday and I can tell you withing a few stops.

Plan ahead.....Think ahead.

Im not bragging her either. Thats why I honestly dont think it;s a knack. It is...a mindset though and I believe everyone can do it.

if they want to.

 

[girlchild32]

I use map point program. It is great! it works with excel so you can't send your customer info right to the program and they will order it for you. I gives you there route the harder part is the scheduling.

 

[Duekster]

The best thing about the GPS is traffic avoidance.

 

[Ric]

The best thing about the GPS is traffic avoidance.

.

You must have a different GPS than my Garmin Unit. I am in a small town and know the roads and short cuts very well. Garmin GPS guides you on major roads where there is traffic. In fact Garmin GPS will take you 3 to 5 mile around the horn on major hwys instead of right there on a simple side street.

GPS is great for finding the Customer. But once I see where the customer is I don't always follow the GPS route. For trips to other towns where I don't know the streets GPS is great. It might not use the best short cuts etc, but it does get you there.

.

 

[Duekster]

.

You must have a different GPS than my Garmin Unit. I am in a small town and know the roads and short cuts very well. Garmin GPS guides you on major roads where there is traffic. In fact Garmin GPS will take you 3 to 5 mile around the horn on major hwys instead of right there on a simple side street.

GPS is great for finding the Customer. But once I see where the customer is I don't always follow the GPS route. For trips to other towns where I don't know the streets GPS is great. It might not use the best short cuts etc, but it does get you there.

.

Which Garmin do you have? There are different settings on them. Maybe yours is set to taking the scenic route.

 

[Ric]

Which Garmin do you have? There are different settings on them. Maybe yours is set to taking the scenic route.

.

Well there a little education for an old man. I checked and I am set for the fastest time, not the shortest Route. I have changed the setting and will see if that makes a differences.

I paid about $ 150 at wally world and seem to remember it was the one priced in the Middle. The only number I see on it is 1300.

When I drive up to visit a friend just east of Tampa my Garmin takes me up some very interesting back roads. It is inland Old Florida and I even drive on the original Cracker trail a short distance. I saw a lot of older style Florida Stick build crack style homes and General stores. It was almost like being in the 1950's I even got to drive up some of Florida's huge mountains at 165 ft above sea level. BTW that was also the fastest time route.

.

 

[Duekster]

.

Well there a little education for an old man. I checked and I am set for the fastest time, not the shortest Route. I have changed the setting and will see if that makes a differences.

I paid about $ 150 at wally world and seem to remember it was the one priced in the Middle. The only number I see on it is 1300.

When I drive up to visit a friend just east of Tampa my Garmin takes me up some very interesting back roads. It is inland Old Florida and I even drive on the original Cracker trail a short distance. I saw a lot of older style Florida Stick build crack style homes and General stores. It was almost like being in the 1950's I even got to drive up some of Florida's huge mountains at 165 ft above sea level. BTW that was also the fastest time route.

.

I do not think you have traffic on this model.

Are toll road set to be avoided?

 

[Ric]

I do not think you have traffic on this model.

Are toll road set to be avoided?

Yes I have avoid traffic set. I also avoid setting for U Turns, Hwys, Ferries and troll roads which are not set. There are No toll roads in my area. I keep telling everyone I am in a very small town.

.

 

[Duekster]

Yes I have avoid traffic set. I also avoid setting for U Turns, Hwys, Ferries and troll roads which are not set. There are No toll roads in my area. I keep telling everyone I am in a very small town.

.

While the GPS is not perfect, more times than not they are on the money provided the maps are up to date. I suspect if you do have traffic on, that is the reason you are on back roads.

 

[RigglePLC]

Jeff,
you did not mention whether or not you did a mowing route and a spraying route. Or both.
In my situation I used 5 by 8 customer cards. Any print shop can make them. I printed them with my printer and computer so i had the main location information, price and details pre printed on the cards, and I left blanks to fill in when i completed the ap. Date the treatment was completed was all I really needed. I had room for 2 years on the front of the card and 2 more years on the back, then I had to print a new card for that customer. I kept my cards in the order that I serviced them. Same route each time. (Planned with maps at the beginning in January). I put a permanent red dot on the map for each customer. And connected them with pencil lines (changeable). I improved on the methods I learned at Tru Green.
I went across town from west to east. I started each day on the street where I left off the day before. My invoice had a yellow copy that went back to the office where the charge was posted to the customer account on computer.