Tracking your workflow

[Brian Cooper]

What are you doing to manage your work flow? I currently have a notebook that I use. I write the address of the assignment, and the point of contact name and phone number with the due date, fee and AMC name for each assignment. Then after I set the appointment I write the day and time in a different color ink. When it's completed I mark through with a highlighter. When I'm paid, I write PAID across the assignment. It's low tech, but it seems to cover all of my bases.

The problem is that if I bolt out to an assignment without that notebook, and the point of contact isn't at the house, I don't have the phone number. Or, since I don't have a calendar grid, I can overbook my time for a certain day and be under the gun to complete all of my field work.

Is there are more elegant way to manage all of this info in a central place? I guess I could do it through alamode, but I don't set up the assignment until right before I go out so I'm not wasting time if the client cancels the assignment before the field inspection is completed.

Any advice?

 

[nauthead]

I use a fillable PDF with my file #, address, contact info, etc. I add to it as the order progresses.

 

[Brian Cooper]

How do you manage those files? How do you access them in the field? Do you have it stored on your phone or tablet?

I think I need some sort of a calendar that is integrated into alamode that is accessible in the field.

 

[Terrel L. Shields]

I think I need some sort of a calendar that is integrated into alamode that is accessible in the field.

I use a smart phone and notes and the alarm feature... beeps me prior to the appointment. But since I do a limited number of reports, really not much of an issue.

 

[nauthead]

If you have an IPhone or IPad you can use the Noteabilty app or you can use Office 365 to upload and access them.

 

[Brian Cooper]

If you have an IPhone or IPad you can use the Noteabilty app or you can use Office 365 to upload and access them.

I use a Samsung phone and tablet. I'm looking for something that is like a calendar, but with lots more room for info, that can track the appointment and due date, with client name, fee, phone numbers, etc. I don't use any paper files, and I want to get away from using this paper notebook. Creating a separate file for each assignment doesn't aggregate all of the dates into one area to track time management. I need something that is a workflow management tool. Maybe it doesn't exist...

 

[nauthead]

It sounds like you might want to use a basic spreadsheet which would let you use a search function. That route would also let you use a web based platform to access on the go. I use Microsoft Office 365 for my Excel and Word Docs that I need to access when I am away from my desk.

 

[Flakey]

I keep an excel log on Google Sheets. I can access it from my laptop, desktop, phone or tablet. It updates automatically. Combined with Sugarsync, I can run my office from anywhere.

 

[Overimprovement]

I use excel on my laptop for all orders, date received, contact name/number, fee, location, etc. From the field, I use google drive to access.

I like excel because whenever I want, I can create reports which show things like average distance per vendor, fee per vendor, # orders per vendor, etc. I can easily track trends, etc.

One of the things it helped me notice was one vendor where most of my orders were fringe--either borderline complex, or edge of coverage area.

I actually use a formula I created in excel to track true income per order, that takes into account things like location (time to travel and mileage cost), average stips, fee, any upload fee, extras needed (like 3 actives REQUIRED, cost approach REQUIRED, etc). Using this, I rank my vendors on desirability, and can see who perhaps I am under-charging. It was really quite eye-opening to see who my 'best clients' were. It has streamlined my workflow quite well.

Good luck!

 

[Joe Flacco]

I use google calendar.