PLCAA GIC Power Breakfast Focuses On Hardware And Software

The following PLCAA Power Breakfast Roundtable on Nov. 6 covered several pointers on how to choose, maintain and utilize the current hardware and software technology available to the industry.

Selecting The Right Hardware And Software

• Moderator: Glenn Zior, operations manager, CLIP-Sensible Software Inc., Ijamsville, Md. (www.clip.com)
• Linda Ackerman, office manager, Valley Green Inc., Keizer, Ore.
• Curtis Straud, controller, Rosehill Gardens Inc., Kansas City, Mo.
• Todd Leeper, vice president of marketing, Lawn & Turf Landscaping Inc., Fort Wayne, Ind.
• Robert Williamson, operations manager, Mowyer & Son Inc., Souderton, Pa.
• Alison Pieters, marketing, communications & events, David J. Frank Landscape Contracting Inc., Germantown, Wis.
• Ralph Baker, Weed Away, Leland, Miss.

USING TECHNOLOGY TO TRACK VITAL INFORMATION. As moderator for the roundtable, Zior started out the discussion by mentioning how important it is to track jobs, employee hours, costs, vehicles and all other elements of a business to keep track of where money and resources are coming and going. He said one of the best means to tracking that information is to find a software program designed specifically for lawn and landscape professionals that can be fully integrated into an individual’s business. He said there are several options available but advised the attendees to do their homework when choosing the right program for their business.

Pieters said she currently uses accounting software that has no routing, scheduling or job costing options, but she is interested in finding the right software program to help her with those tasks.

Leeper mentioned that he originally ran into problems when looking for software geared directly towards the landscaping profession. His initial search years ago was disappointing as far as options related directly to the field, but he did find several accounting packages to try. "That’s because the bean counting software has always been easy to develop," he explained.

One recommendation Zior gave to the group based on their initial concerns was to look for software that is Windows-based. He said those programs are much more likely to be compatible with most operating systems compared to DOS-based programs. Although most programs are designed with user-friendly options, he also said some prior computer knowledge can really help with understanding the technology.

Straud mentioned that he is a certified public accountant (CPA), which makes it easier for him to set up the proper means of tracking job costing and other management techniques. He also said that when he started out at Rosehill Gardens, he had little computer experience but learned it early on because he knew it could help with running the business. The computer adaptation and CPA knowledge has helped him determine which customers are not worth retaining. "If you have set standards, you can drop bad customers," he explained.

WIRELESS TECHNOLOGY. The discussion then turned to the variety of devices that can be used by company owners and foremen while away from the office and out in the field. Zior said the advantages of using this hand-held technology are endless, as it is a paperless, pocketsize computer that can store contacts, routing sheets, quotes and more right at the users’ fingertips from any location.

Zior described two varieties of wireless, hand-held computers – PALM and Microsoft. Although both models are useful, Zior said a potential disadvantage of PALM is that it has its own operating system. The Microsoft model, however, uses Windows technology and is directly compatible with Windows operating systems on desktop and laptop computers. That compatibility saves time when transferring data from hand-held computers. Zior then showed the attendees his Microsoft hand-held computer to let them get a look at the compactness and versatility of the unit.

USING TECHNOLOGY TO REACH CUSTOMERS. Williamson brought up an interesting point about saving labor and postage expenses by using e-mail to connect with customers. He wants to be able to e-mail his customers in advance of showing up at the job site such that the customers are prepared for his arrival. One of the main reasons for this notification is that he sometimes needs access to customers’ homes, and if they are not aware of the visit, his crews can’t do the job. He stressed that he only wanted to use e-mail for business operation information and not sales pitches so he does not overload the customer with company promotion.

Straud said that form of e-mail notification could work, but only if customers were interested in using the technology to their advantage. He believes that the customers who are Internet savvy and use a company’s web site to learn about services and pricing will be more inclined to request e-mail notification.

Zior said another option for technology-driven customer friendliness is to allow customers access to their account information online. He said this information should be password protected and obviously not linked to the actual account management area, such that customers can only view their account and not make changes. Combine account status online with online bill paying, and Zior said companies could reduce accounting costs by cutting out paper bill sending.

PROTECTING THE TECHNOLOGY. Zior told the group it is very important to protect office computer networks and any external equipment from damage and to backup files often. Problems can occur daily with power interruptions, lightning strikes, viruses and other factors that could destroy a company’s system.

Zior strongly recommended – more like demanded – that everyone have uninterrupted power supply (UPS) units to protect computer networks. He said that slight brownouts occur throughout the day that can interfere with fluid computer operation. Even slight brownouts can cause little bits of data to not be saved. A UPS will protect systems from these brownouts.

Straud said UPS units are also available for phone lines, and he emphasized the fact that computers, faxes and other devices are connected via phone lines and are vulnerable to power surges. He uses phone UPS units based on a previous experience of a lightning strike that wiped out his office modems, network cards and phones.

Ackerman said battery backups are also important for power outages. She said these units give the user enough time to save current work and shut the computer down properly. She suggested that users listen to these units when they identify a potential low power situation as she ignored several warnings from her backup and ended up losing some data.