Video Transcription

Welcome back to Callahan’s Corner where you ask the questions we answer them live here on Facebook. Had a question submitted in the Service Autopilot Facebook users group… how to go out and create route density? This gentleman owns a lawn care company, but this will be applicable for pretty much any service business that does routing he is midseason and he’s adding a secondary mowing crew and he wants to know how can he go out and not injure or effect the route density on the first crew but allow both crews to have route densities. I’m gonna answer that question and as you’re looking at this, this will actually apply to the beginning of the season. This is something that most of our businesses we work with in the south and southwest don’t deal with a lot because traditionally they run 12 months a year and so if you have a major spike of sales in the spring this is applicable for that south or southwest market but then in addition if you’re in the northern market where I’m at upstate New York we traditionally go dormant for three to four months in the winter we don’t actually go out and service those come those businesses or residential homes so that has forced us to create a process to go out and create route density when we go out and route. I’m gonna show you some best practices in one of our test accounts here and give you an idea of how we tackled it in my business. What I’m gonna do is as usual drop the screen here and lower this out but if you have any comments or questions drop them below here in the live or recorded version I’m happy to answer them. The idea here is were in Service Autopilot so the first thing I want to look at is if you already have the existing routes or you’re going new into the season as you probably want to take so we’ve got 163 jobs in this test account here and what I would do is probably go into the grouping selection and take all of those jobs that you’re looking at and then once you click and we’ve got them I would go in and assign it to a needs to be scheduled account here. What we’re going to do is check it to mowing scheduled to be scheduled and hit update and this would be permanent in this test account I don’t want to screw the data up too much as I’m manipulating it here this may take a few minutes just because there is a lot of data points here but what that is going to do is take all of those jobs and then send them to that one 2020 lawn-mowing needs to be routed you can kind of see as the screens updating here the blues are all turning to yellow so it’s gonna be all on one main and crew. What we’re gonna do is take all of our accounts and bucket them together on one screen and then what I would recommend is going in and routing those two routes so Monday, Tuesday, Wednesday, Thursday possibly Friday if you are going five days a week. What you’d want to do in my opinion is route truck 1 and truck 2 here so they start from the farthest part apart and they go together. Traditionally Callahan’s this is what we did because if we were all the way out on the east side of town and our shop was on the westside of town we wanted them to be able to help each other if there was a breakdown and it was an issue and then in addition to that once I clear this out so let’s go into this area right here and fictitiously let’s just say we’re gonna be out in this area of town today or actually let’s go over here we’ve got more pins that kind of break this down but we’re gonna split this area up in half so maybe truck number one is going to grab this area here and when you click that in you double click it’s going to close that gap and what it does is it actually updates in the upper left-hand corner here that we had budgeted hours of 18 hours 27 jobs in gross revenue of $900 so if I go into marker display and I break this down to show all markers it will have all the markers so maybe my goal is to have a 20-hour day so let’s grab a couple more here so now we’re up to budgeted hours of 28 with a two-man crew that’s probably going to be too much so it’s going to give us the ability to kind of play the game here to get that so let’s just say this was 20 and we had about a thousand dollars worth of revenue that was our goal for that revenue so total man hours and revenue goal we would go in and then assign it to well go in and say this is gonna be lawn mowing crew number six and we would make it permanent and you want to make sure that we’ve unchecked all and we’re just assigning it to the mowing crew say number six and then we hit update so now we have that route dedicated to the first crew and then the other crew we could go in and do the same process here. When you have those two chunks now you’d want to go in and optimize to start from the outside and go in now there’s two reasons like Isaid if we have a breakdown it’s great they can help each other out if one’s running behind the other main thing is if you have rain delay and maybe your shop isn’t over here where ours was but it’s it’s all the way over here we wouldn’t want to drive all the way back to this area so we could take what’s left of two routes if we got rained out midday and have one crew as the crews are working in work that one consolidated area right here so we’re minimizing the drive type so two crews don’t have to have all the extra nine available drive time one crew can go out and handle that area and then minimize the drive time and the other crew can stay close to the shop. Traditionally Callahan’s what we did is we took the farthest away areas from the shop and worked our way back to the shop all the way through Thursday we went from Monday to Thursday four 10s and then Friday and Saturday were rain delays if we needed them but that allowed us to really optimize and catch up for any rain delays or holidays and we went in. First idea is you want to go in chunk all the areas out and use the group selection for budgeted hours and total revenue and then once you have them each day for two crews together you want to route them so they run into each other so if there’s issues that can help each other and if there’s a rain delay that both crews don’t have to drive all the way to the other side of the town or city if that’s the issue going on. The next step as you’re doing this here you want to pay attention to how many budgeted hours and total revenue foreach crew it makes your your scheduling appropriately because if you set a budget to a certain amount of dollars or man-hours per crew and you’re not paying attention that can erode your bottom-line profits immediately and in addition so like let’s just say our fertilization and weed control crew with Callahan’s was between about twelve to thirteen hundred dollars a day for a one-man technician and that was our revenue point with budgeted hours and we had tied to it for routing as we pulled them off the waiting list. The next thing you want to do is make sure your teams are set up so like we said we’ve got the 2020 Mow Scheduled list so this is if this gentleman’s watching this video I would take all of your lawn mowing accounts and put them all and group them in there with no emotion and then chuck them out geographically so they run into each other and on those crews we want to go down so if we went in to say mow crew number six we are gonna go in and make sure ,I’m just gonna hit some of the highspots that you want to do so you want obviously the description, the team code, the map color icon, the starting address that’s important because when you go to use the route optimization if there isn’t the starting address to that truck it’s not going to be able to fully optimize it so that’s why it’s very important to have that in there and then team assignments we’d go in and add our two resources our two employees and the days of the week they can work so if they couldn’t work on a Sunday we wouldn’t put Sunday on there but otherwise we leave it open all seven days selected because they would then be available to be routed on those jobs so those are the foundational parts of that in addition you want to have your employees set up with payroll and job costing tab taken care of. Now next thing is if we go in and now we’ve seen some kind of gaps in inefficiency as far as density we want to go in and go into the CRM client screen and what’s going to this test account I’ve got all of the clients in here and these are all the pins that we were servicing so what I would do is zoom in and let’s just say we’ve got a gap here and it’s not as dense in this area so I want to build some route density in this residential neighborhood because we’re pretty dense in here right here it looks like we could probably use some help so we’re going to dial into that this area here and I’m going to go to satellite and once you go in there and now you can really see okay yeah we’re pretty dense over here but we need some density over here that’s gonna affect us or maybe we’ve got some stuff all around this area but we don’t have anything in this block here. What you could do is go into the sparsely populated neighborhoods and just continue to dial in and this is actually probably a good example here so we’ve got one home over here but nothing else in this whole area so what I’m going to do is go in and right-click on the houses in this neighborhood so we’ve got one in there but we don’t have that many so as we click those pins down on the left here it’s building a marketing list so I recommend is your admin if they’re slow they can do this if not we used to hire college kids to come in part-time during break and we would take this list and build out custom field so we’d go in and measure the turf square footage of these properties and then through some automations and some processes we used inside the business we could send out automated pricing for these properties with property specific pricing with upsell opportunities. The idea is when you dial in now you’re creating a marketing list so now I’ve got ten homes around the one that I’ve already got and we’re just going to keep selecting and this is how we had upwards of 10,000 homes in our database to continue to do this you just go in and keep dropping those pins. Jonathan Pototschnik of the Lawn Care Millionaire always talks about nine around so we’ve every time we got a new account before we used a product like Send Jim we’ve manually go in and create nine or twelve arounds basicallyof all the properties around it to build density or in this example if we only had one home in the neighborhood that blue pin we’d go in and tag all fifty or sixty of these homes and start sending property specific mailings. In addition depending what part of the country are based on the question that you submitted how do I build more route density or not effect the dents they’re having thatmain crew is what we did is and it probably didn’t make our competition a happy but we would actually go in and drive around all the neighborhood’s we were in or the neighborhoods that we were around here in what we would do is literally drive down the street as we drove down the street we could tell based on the striping in the grass here of the lawn we were cutting because I knew that’s commuter so it looks like there’s another one over here we would write down all the service addresses in a notebook and then once again in the winter season we would go in and create qualified database and physically mailout hard copy contracts or proposals to all the people and on the envelope it would say lawn mowing customer. Two different ways of tackling it I recommend both but the idea here is at first you want to go to your dispatch board and select put all your mowing accounts on one account or one map break them up and then assign days to the route them together for overlap for breakdowns and weather delays to minimize non-billable drive time when you do that you want to set up a a team for let’s say 2020 mow schedule list so that’s the mowing that needs to be scheduled and we take that large bucket and pull it off assign it and optimize and save it to recur weekly or bi-weekly and then our main mowing teams we want to make sure we have a starting addressin team assignments and the final thing is we go into CRM clients and we grab all of our clients there and we go in and actually create a property specific lead list so we have one client we’re gonna grab all the other homes we’re gonna measure them and through some automations and other processes we’ll lsend property specific pricing to all the other homes in this specific neighborhood and as we dial back out it’s really easy to see where are we really dense and where are we needing to add some density in between routes so that’s how I would tackle it hopefully that makes sense. First thing is to take all your accounts put them on one basically bucket account and then we want to go in and chunk them out route them together set up your teams with assignments and starting points then we go into our CRM client list just like we are here we go in and drop the pins where we need to build density we do property specific pricing based on the leadless that we are creating, those are the secrets that we had success in Callahan’s Lawn Care as well as going in and using a product called Send Jim to do those automated nine arounds to build and do this automatically so every time a new client popped in it would grab the nine surrounding homes and automatically fire off a series of postcards to build that route density. Comments or questions drop them now in the recorded or live version. Callahan’s Corner you ask the questions we answer in live right here on Facebook