Scheduling work: What methods do you use?

If like me you are handling quite a few different numbers of clients and requirements (at one point I had 400 regulars but now trimmed this way down) then scheduling is a very important part of running the business.Whilst I currently use a mix of Excel, Outlook, good old fashion diary, Palm Treo for mobile computing, to do lists etc. The end ”product” is the issuing of a daily work schedule (up to three – one for each team) and at the end of day I then manually transfer all completed jobs (hopefully all of them) into my accounting system including logging any cheques or cash received for banking.Whilst this is okay the real problem comes when we get a few rain or snow days and work needs to be rescheduled. Throw in additional services for the clients that are nearly always dependant upon the previous job being completed and staff availability it gets a bit of a juggling act and time consuming.I was thinking that there must be an all signing and dancing software package specifically designed for the lawn and landscape business that would address all the administrative tasks and more!I like the look of Gopher Pro particularly with the Palm module but worried that as being from the USA it may be hassle to convert to the British system if you get my drift.Would appreciate knowing how others manage scheduling their jobs.Life use to be simple as a one man band :-)

I am not sure how it would ever "automatically" reschedule.

My spreadsheet basically covers the whole year with all the regular jobs I have through the year based on forecast. If the job is not done, it is just checked into the following week. Each column is the Week number, and by doing this you know approximately how many hours of work you have that week. Once the job has been done, you can key in the amount which is payable, and use colour coding if the job is cash, cheque or bacs. So the hour figures then become cash figures.

BGS LTD said:

The spreadsheet works well particularly for regualr jobs but it would be really nice to have a computer program that would automatically reschedule job(s) and balance the work load etc. and tie it all in with an accounts program.

I agree that tight scheduling including route planning can make a big difference to the bottom line.

Replies

Sefton Paine February 6, 2009 at 9:14pm

Ha..Ha..

I am so pleased....I thought I was the same person with the same problem though I only have about 60 clients.

Scheduling used to be hell for me, I have devised a spreadsheet which is so simple...I used to get very stressed out with it all to be honest, and if you schedule correctly, I think that you can improve your turnover by 10%. I simply schedule a whole years work in one go....maybe you can give me a call but you may be at a different level to me and my information may be a little neanderthal..
Graeme @ BGS February 6, 2009 at 9:31pm

The spreadsheet works well particularly for regualr jobs but it would be really nice to have a computer program that would automatically reschedule job(s) and balance the work load etc. and tie it all in with an accounts program.

I agree that tight scheduling including route planning can make a big difference to the bottom line.
Lawncare-4u.co.uk February 6, 2009 at 11:43pm

i use my brain, (juggle when it rains if busy) but on that failing i use a piece of slate and a bit of chalk ! (red diary £1 shop a4 now )
then write invoice/reciept or e-mail some invoices....................
Sefton Paine February 7, 2009 at 2:55pm

I am not sure how it would ever "automatically" reschedule.

My spreadsheet basically covers the whole year with all the regular jobs I have through the year based on forecast. If the job is not done, it is just checked into the following week. Each column is the Week number, and by doing this you know approximately how many hours of work you have that week. Once the job has been done, you can key in the amount which is payable, and use colour coding if the job is cash, cheque or bacs. So the hour figures then become cash figures.

BGS LTD said:
The spreadsheet works well particularly for regualr jobs but it would be really nice to have a computer program that would automatically reschedule job(s) and balance the work load etc. and tie it all in with an accounts program.

I agree that tight scheduling including route planning can make a big difference to the bottom line.
Graeme @ BGS February 7, 2009 at 3:05pm

The biggest problem is when I may have to reschedule 20 to 50 jobs on a particular day. Not too much of a problem manually moving them over to other days as of course I know all the routes / clients and where they can best slot into. Just trying to be more slick with the business operation and I saw the Gopher software package when searching the web and it seems to tick most of my requirements.
Graeme @ BGS February 9, 2009 at 10:35am

Whilst I agree that the good old fashion diary system and spreadsheets work fine it becomes more of a challenge when handling 150 – 300 clients. Factor in the accounting side it becomes time consuming.

Tight scheduling of resources and forward planning helps the business to run efficiently and more importantly improve the bottom line.

I am a great believer that by embracing IT will only help with the smooth operation of the business. We all now fully appreciate the power of the internet and how this has helped us enormously then surely the next “step” would to have a semi automated office system.
Nicky @ GardenImprovements.com February 9, 2009 at 11:14am

I use Outlook with a Funambol sync through ScheduleWorld to my LG phone - synchs everytime I add a task, contact, note or calender amendment to either my office desktop or my phone - so excellent for scheduling on the move. Perhaps not the most ideal solution for 150-300 clients though.

Can you post a link for this Gopher software so i can have a peek?

Cheers

Nicky Patterson
GardenImprovements.com
Graeme @ BGS February 9, 2009 at 11:29am

Heres the link

http://www.gophersoftware.com/

Thanks Nicky.
Dan Frazer Gardening November 11, 2011 at 6:20pm

Graeme how are you coping with scheduling these days? I am getting by but could really do with setting up something far more effective so I can handle any increase in customer numbers.
Bespoke Lawncare November 11, 2011 at 7:37pm

I would love to get my hands on a GT lawn care system, some have over 1000 clients, however the software with tutorial is all I would want.