Video Transcription

Hey Mike Callahan with a question that was submitted- how productive should my crews be out in the field? So this is a pretty interesting question and I think really there’s only should be and that is a time and motion study with your guys and girls on your crews with your specific equipment. The way we did it my company was literally tracking the start and stop times in the mobile of Service Autopilot and it wasn’t enough just to grab a time in the spring or the fall what you really need to do is get a statistical mean so that’s gonna be 25 or 30 visits throughout the year especially if you’re in the Northeast. Now your southern markets like Florida and things like that maybe a little bit different but traditionally we want to get a statistical mean and in the spring we’re probably double cut and blowing out it takes a lot longer mid spring we get a little more efficient that’s about average summer it dries out burns out wefly through them we’re just touching up the edging and then in the fall we get back into it and we’re mulching up some leaves. In a lawn care example that’s really what we need to do is go out and grab anywhere from 20 to 30 visits start and stop times and do a time and motion study and if you can’t be on the crew obviously all 30 visits you need to be spot checking those crews to make sure they’re actually doing what they should be doing. Then we need to be tracking the square footage of the property that they’re mowing or cleaning so cleaning obviously has a distinct advantage here because the conditions are pretty much the same in the inside of the house now we may have different living areas number of pets and people which are going to contribute to that and those are things you want to track in that industry but specifically in lawn care we want to go out and track that. Now if you’re probably right around where we’re at right now at the end of May beginning of June that’s gonna be an average time if you can get a couple cuts here that’s a good starting point so actually the time is ideal but we really want to do is have the business owner on that crew it’s part of the crew are there and that’s gonna get you a true efficiency of what that team can do because we all know when the business owner leaves the efficiency will drop and that’s a natural tendency but we obviously need a combination of productivity and quality and if you’ve seen some of my video with Callahan’s Lawn Care several years ago when I was on the crew retraining folks the way I would tackle that is we went out and trained people that were new either myself or to the gentleman ran the company is we would run with them and model the behavior how it should be done the pace that we expected with the quality and then follow him into either another truck or an estimate car and let them work half a day and just literally follow them and we’d be working on laptop with the Wi-Fi and get some work done but half the time we’re watching them. What we found is up through about lunch they would start beating the times and then after lunch the productivity would drop and it was weird because they would kind of forget everything we taught them based on the standardized system but it’s not just productivity that drives that goal so I’ll make a video later this week on it but the idea is literally when folks come in and talk to us at a deep dive we talk about where do you park the trucks if you’ve got a weed whacker and it’s standing on the left-hand side of your body we’re gonna park the truck on the left hand side if it’s on the right handside we’re gonna park on the right hand side and what that does is it streamlines the whole entire operation of walking and minimizes that waste and standardized it . Then the other thing we traditionally do is take it and look at what does additional drive time orthose trips to maybe Wendy’s for those ice cold Frosty’s in the winter I mean the summer so imagine you got job a here job a ends so job B’s time starts but instead of going for a straight line from job A to job B you go up here t Wendy’s so five minute drive time to Wendy’s five minutes at the drive-thru and five minutes back now we all know it’s probably more than five minutes at Wendy’s but let’s just say five minutes driving five in the drive-thru and five back and basically we’ve given them 30 minutes to do that job including drivetime so in essence what you’ve done you’ve picked up an extra 15 minutes of drive time time to say the two folks inthe in the vehicle so what you’ve done is actually lost all 30 minutes of production for that job number B so they’re basically over budget by the time they get to that job. We also not only need to look at production but where are we losing money on bad decisions by the crew for that non-billable drive time because that will erode profits and productivity just as quick as not following a processing system. Obviously most people are doing this but it sounds obvious where are we parked the truck where are we starting where are we stopping are we mowing the whole entire front lawn and the side yards first if it’s a two-man crew and then going into the back yard so the second person weed-whacking by the time they’re done can have the whole property blown off and meet the individual back at the truck and help pick the gate up and get him on the truck or the trailer and move on to job number two. Next thing is certain real easy things like weed whacker line are we going in and carrying extra spools on the truck and re spooling those while we’re driving is a passenger do we always have a full spool of weedwacker lines so if they’re in the back of a property they walk all the way back in the middle of the job they could take six to eight minutes of your budgeted time your product production and literally erode that so there’s several things that go into that so I think that we need to look at the whole picture drive time, mobilization, are we making the right decisions, route density, where are we parking the vehicle, how are we going out and actually doing the job as far as workflow and I’ll make a video how we actually did that at Callahan’s and then the next thing is are there extra things that we can save 2 to 3 minutes per job such as having weed wacker line or having the weed wackers gas tanks filled up in idle time in between all those things add up to big big wins. The productivity at a bare minimum or right now if you’re watching this video right now the end of May beginning of June is ideal this is going to be probably the closest average you’re going to find between spring and summer and fall get four or five cuts and use that as an average right now to get started but what you want to do is really track from spring all the way through October November and create an average and then group all of your accounts based on say one to five thousand five thousand one to ten thousand ten thousand one to fifteen thousand and so on and we’re gonna do once you have enough accounts and data we can get an average production rate that’s accountable and base it on an average across the season. As the business owner if you’re out there hustling yourself and doing the lawns or cleaning the houses your crews are never going to hit the same production that you have it’s not realistic. Now the closest thing that I’ve seen to be able to make that happen same productivity and quality is the owner is creating a piece rate pay system where we reward productivity aligned with a quality score and we pay them for the budget hours and not the hours at work otherwise you got a scenario where most folks are trying to just keep a pulse so they get that 40 hours and that overtime we’re ideally with a piece rate with quality they’re gonna work less and make more money. Comments or questions drop below, but that’s how I would tackle the production, go out with a crews do a time and motion study and make it applicable to when you are with them, model the behavior, make sure they’re using their processing system before we start timing it. Right now beginning of May into June in most markets is probably an ideal average time but you really want to get a full scope assist statistical mean across maybe you know April through end of October and then take that average and use that as a production rate based estimating system off using a product like Service Autopilot clocking in out of the mobiles will get you all that data but main thing is at the end of the day or the beginning of the next day you need to go into that closeout day screen on a daily basis. The closeout day screen is the most important screen and that whole entire system in my opinion because it’s the last point human can fix any errors for billing any production rate or job costing information so and the things you’re looking for on that closeout day screen are gonna be a start and stop time that makes sense it’s not like a minute like the crew got there and mowed the lawn and forgot to clock in so they clocked in and clocked out under minutes a start and stop times that makes sense a budgeted time so we can do actual versus budget and you want to have a a price obviously to build that out you’d be really surprised how many people assess the instances we get into that they don’t have pricing in there especially if it’s a monthly installment contract if it’s under the installment contract and it’s associated with the contract either v2 or v3 the system will not bill it out but if you have no data in you’re never gonna get any data out and you won’t you won’t have those pieces of data you need in the report center . Comments or questions drop below. Hopefully that was helpful- production rates how to get them how to be accurate while in the field do a time and motion study makes sure they’re following the plan and then once you have the planas far as production talk about where there parking the vehicle how is the workflow where this starting where the ending how do they streamline it and all the let’s say not good decisions to go to Wendy’s and grab those frosty’s on a hot day like today. Hopefully it’s helpful and we’ll see you again on Callahan’s corner tomorrow you ask the questions we answer in live here on Facebook