A Case Study featuring Country Landscapes Ltd

Country Landscapes started looking for a computer system to produce maintenance schedules for it's 5 staff several years ago.  Anita explains "Staff needed to know exactly what to do on a daily basis.  Previously we used spreadsheets, but these required manual editing - only a step from actually writing them out long hand,  and didn't really take advantage of the powerful technology available.  This aspect is now automated with ProAsset Manager"

"We realised the benefits of using a system would be far reaching - for instance, printing off a work schedule every week now takes seconds!  Also, it is easy to work out the time needed to undertake every job - so you know how many hours are needed per week or for the entire season to help determine accurately the number of staff required."

Requirements

We found a Windows based system on the market designed for national contractors and local authority asset maintenance but the prices ranged around £30,000 (plus 20% annual support costs) and they were too complex for our needs. 

We also looked at having a bespoke system written, but even this would have cost several thousand (as well as development time) and features such as support and horticultural backup and expertise would be limited. 

"The ProAsset solution offered exactly what we were looking for in a computer system :-

For instance ProAsset Manager lets store client details, site details, and not only produces work schedules but also the invoices.  We installed the system in November 2001 ready to have it up and running for the 2002 season.  The system is available on a subscription basis so we didn't need to spend thousands buying it, and within the subscription you get top level of expertise that helps put you in front."

Client Benefits

"Most clients rate dependability and quality highly.  We get a lot of clients coming to us because they look for these aspects and the reassurance that their work is organised professionally is a bonus.

By ensuring the work is well organised in advance, our staff and teams are also better motivated as they know exactly what is to be done and this helps to achieve higher quality and reliability. 

At busy times it's easy to miss jobs that need doing, so we wanted to set out as much regular work as possible.  Instead of spending time visiting clients and looking around gardens saying that the pruning needs doing or the pond filter needs cleaning, but a lot of this work can be pre-programmed, and once agreed with the client - it can stay on the schedule for future years.  This also benefits us by giving a picture of how the business is likely to perform beyond the current season and generates extra income because we are not missing jobs!"

Proactivity

As well as day to day maintenance records, we have added recommendations  - such as lawn treatments, and our staff mention these things to our clients and make a note their response.  All this helps improve client satisfaction - and we know every lawn is checked and a recommendation made as this is recorded on the schedule, and profitability has increased directly because of it.

In addition to getting value for money, Country Landscapes wanted to enhance their quality assurance procedures.

System Costs

The system costs very little - less than £16 per year per site - but saves us this in administration alone.  Add the extra control, quality assurance and additional sales generated, the system easily pays for itself.  More recently computer equipment has been given 100% tax relief for a limited time - so you can benefit and claim this, plus the subscription against tax. 

It was costing us more not having the system in place, and coupled with 100% tax relief available it was great value.

Setup within days

One of the biggest challenges was to set up the features in the system.  We wanted the get the system up an running as soon as possible. 

Ideally new business users should consult on the best methods of setting up the system as time taken at this stage will be rewarded later on.  As ProAsset are experienced in both grounds maintenance and systems a day's business systems review and setup training was immensely useful.

Having commenced in November 2001,  within a few hours we had all our clients details on the system. 

We examined the main features, the tasks and the occasions in detail -grass cutting was previously based on 15 cut per annum, we increased that to 16 to allow for warmer climate.  A forecast for the year was produced - which also made it easier to clients to set up Standing Orders as they knew exactly how many visits were scheduled.

The Templates (complete with all there tasks)  were added to our clients sites.  Within a couple of days, everything was ready to run.

Checking the data was important and we ran the tickets for different periods, checking sites were present and routed correctly and work was allocated to the correct rounds.

Easy of Use

For users familiar with Windows there is help online and documentation is available to follow.  It is easier to learn the system if someone teaches you - particularly as you could find better ways of working.  Once you have the basics it is really straight forward to use.

Even though he hasn't use computers very much our Foreman - Craig successfully completed ProAsset System training in February 2003, enabling him to gain an overview of the system and set up sites and features.  When he receives the work schedules now, he knows exactly how they are generated.

Anita does the updates and produces the work schedules once per week, which takes only a few minutes.

Benefits of ProAsset Manager

In brief - attention to detail is important to clients - and if you don't get that right you can soon pay the price by losing a contract. 

We add specific requests such as reminders for staff to lock gates (and note the time they do it) which is useful when a client phones to say their dog as escaped as is blaming us!  We now can check the weekly work sheets and confirm that records show we did lock the gate at 3pm on Tuesday after our visit, therefore someone else must have let the dog out!  Other items added include ringing the client the day before to arrange access which can save a wasted journey and a missed job. 

In simple terms the system help reduce complaints and leaves you time to run your business and concentrate on other things such as generating new sales.

Business Performance

"I am sure ProAsset Manger has help motivate and increase our business performance.  It has freed up supervisory and management time spent organising work, so more time can be spent building working relations with clients and building the business.

Its all automated.  Everyone knows exactly what to do and when to do it.  All the sites are routed so you know where the team is going.  Anita emphasises "also because you have a proper record you can see that the work has been done - making it easy to monitor progress and plan additional work".

Environment & Business Issues

It is important to have a safe environment to work in.  The implications of the Woolf Report and claims for accidents have never been greater therefore we were reassured that many of our regular machinery and vehicle maintenance checks could go on the system.  These now come up as part of the day to day routines to complete.  If there was an accident due to a blade or wheel coming off - records will show that reasonable checks have been made to try to prevent this.  If there were no records - there is no evidence to say you have done the checks and therefore you could be open to claims.

As preventative maintenance is now scheduled - it is helping reduce the repair and renewal bill

Many firms have different forms set up for different checks, creating lots of paper.  As ProAsset Manager can effectively create an audit trail, so you can help safeguard your staff and business from accidents and claims by having checks set out on their work schedules and reduce the paper mountain.  Also by having all our customer details kept in one system, it helps us comply with the Data Protection Act by having relevant  information, readily accessible, if anyone requests a copy of any information we hold on them.

Advice to buyers

"Don't wait any longer - it costs more by trying to manage without a computer system.  In the first year ProAsset Manager paid for itself.  "We increased income by over £5000 by using ProAsset Manager to help standardise our tasks". 

Two years on and Anita is happy with the investment in ProAsset "this technology has enabled us to reap benefits in lots of areas, and lets us concentrate on staying ahead of the competition.  Users have to "buy into" the system and commit, as in the end, it is down to the users to make it a success and have the discipline to keep it updated.

ProAsset is our customer system - a time saving asset which adds value to our business. 

For more information email Anita - Operations Manager at sales@country-landscapes.com