Field Crew Scheduling

Raybies, post: 451500, member: 9029 wrote: We're looking to upgrade our current method for scheduling field crews. Right now we use a dry-erase board and notify personnel via calls or a hand-entered text. Is anyone using software that once you make an update it will auto-email/text the right people? I suspect there are web-based applications, but we haven't found one.

Thanks,
~Raybies

Check out Asana. It's free to groups of 15 or less and does exactly what you describe. You can even use it to transfer files and log conversations (instructions for the crew, field reports from the crew, ect.). I have it open all day. If you use the calendar view it will show what everyone is currently working on and what they are scheduled to do in the upcoming days. Tasks can be dragged and dropped from one day to another if you need to shuffle things around based on changing priorities. Good luck!

We just use Outlook. I can add stuff to the field guys calendar with a description of the job, etc. It is very useful for seeing how far out the field work is really booked. Additionally, others in the company can see your calendar, so they know where you are or why you are out of the office without having to hunt you down.

Smartsheet

https://www.smartsheet.com/s/smartsheet?s=55&c=21&m=5500&a=223602164358&k=smartsheet&mtp=e&adp=1t1&net=g&dev=c&devm=&plc=&gclid=EAIaIQobChMI_v6rkoT71gIVgYVpCh1vDQHsEAAYASAAEgKSYPD_BwE

Paul D, post: 451536, member: 323 wrote: We just use Outlook. I can add stuff to the field guys calendar with a description of the job, etc. It is very useful for seeing how far out the field work is really booked. Additionally, others in the company can see your calendar, so they know where you are or why you are out of the office without having to hunt you down.

That is exactly what we do and since everyone has outlook on their CPU and phones it is stemless, easy and efficient.

I've tried to learn Asana. Couldn't seem to make myself like it. I really want to see where a all our crews are scheduled for each day, couldn't ever figure that out. We only have 6 of us total and 4 of us where multiple hats which makes the assigning task a little difficult.
We were using a whiteboard like you, we recently move to a tv in our hallway acting a monitor, it has a mini computer plugged in the back that shows our google calendar and job list. The calendar is color coded for each crew I can then move jobs around as needed. We use the job list in google sheets basically as spreadsheet that we remove an X in a cell when each of 7 task are complete.

TXSurveyor, post: 451568, member: 6719 wrote: I really want to see where a all our crews are scheduled for each day, couldn't ever figure that out

This is a screen grab of how it looks the way I have it setup. I know there are plenty of ways to skin a cat but I've really come to love it. When one of the crews finishes a task and checks it complete in the app it notifies me or whoever else assigned the task to them. Very simple way for me to know they're finished and on the road back.

We are only small but we use google calendars. No auto notifications but it is very easy for everyone to see from phone, etc

WA-ID Surveyor, post: 451561, member: 6294 wrote: That is exactly what we do and since everyone has outlook on their CPU and phones it is stemless, easy and efficient.

All of us managers keep our calendars up to date. We have to, with the amount of work going on right now.

Our issue, not all of our field guys, mainly the I-men, sync outlook on their phones. But EVERYONE seems to text. Hahaha. This isn't a bad solution though. I hadn't thought of it.

Cameron Watson PLS, post: 451571, member: 11407 wrote: This is a screen grab of how it looks the way I have it setup. I know there are plenty of ways to skin a cat but I've really come to love it. When one of the crews finishes a task and checks it complete in the app it notifies me or whoever else assigned the task to them. Very simple way for me to know they're finished and on the road back.

I'm currently testing Asana for our Drone operations. *I* like it, but it may be a bit too much for some of our people. How have your field folk reacted? Any tips or "lessons headbutted on the wall"?

I don't like the idea of automating project scheduling. Scheduling is the managers (PLS) opportunity to personally interface with the field crew. Without that how do you know what is really going on?

Do it on the phone, do it by text or email if you have to, but there should be a daily conversation, and not just a posting, about what went on and what happens next. To do otherwise would be like a baseball team manager who just emails the lineup to his players everyday and doesn't actually show up at the park.

Mark Mayer, post: 451575, member: 424 wrote: I don't like the idea of automating project scheduling. Scheduling is the managers (PLS) opportunity to personally interface with the field crew. Without that how do you know what is really going on?

Scheduling and actually discussing what happened on the job are 2 different things in my book. Some jobs need more discussion of what the crew found through out the day vs others. In addition each person is different some crews can handle more difficult jobs than others.
IMO technology, apps, new software doesn't and wont replace front end planing, a manager knowing what his people are capable of, a manager communicating expectations prior to work starting and communication after work is complete to make sure all objectives were met

TXSurveyor, post: 451576, member: 6719 wrote: IMO technology, apps, new software doesn't and wont replace front end planing, a manager knowing what his people are capable of, a manager communicating expectations prior to work starting and communication after work is complete to make sure all objectives were met

You are right, it won't. But if you go to scheduling by internet posting I fear that the conversations - that need to happen - will dry up. Use a computer based calendaring system for your own comfort, by all means, but not for communicating with your crews..

Mark Mayer, post: 451579, member: 424 wrote: You are right, it won't. But if you go to scheduling by internet posting I fear that the conversations - that need to happen - will dry up. Use a computer based calendaring system for your own comfort, by all means, but not for communicating with your crews..

I see your point, and that very well could happen if the PLS doesn't have integrity. Case in point there used to be a local surveyor in my area that shutdown his local office a few years ago to move it to a metro area (board cracked down on him for running two offices with one RPLS. He still has a crew in the area every day doing residential Lot surveys for 30-40% less than the going rate. I highly doubt he has enough interface with this crew on a daily basis or monthly basis for that matter that would make any of us on this thread feel comfortable and I doubt he is using any sort of technology besides email, and did I mention if we find one of irons with caps we expand the search because he may or may not be right

Mark Mayer, post: 451575, member: 424 wrote: Do it on the phone, do it by text or email if you have to, but there should be a daily conversation, and not just a posting

I don't see a lick of difference between any of these other than by phone. Text, email, a conversation via an app; they're all the same. The difference between an app like Asana vs. email/text is that it's contained within the job itself which everyone can see, not just the two having the conversation at the time if by text or email. This way the field crews can communicate what has been done to date to future different crews working the same job. It's a great tool for them knowing what needs a change order for restake on a construction job without an extra call to the office or to publish additional control coordinates that might be useful down the road. My goal is to limit the phone calls to the important stuff and use the tech tools to facilitate efficiency and communication.

I played baseball at a high level and never had a coach need to call or text me what the practice schedule was. Back then it was printed and hung in the locker room. Once I got to practice the training and instruction began.

Cameron Watson PLS, post: 451585, member: 11407 wrote: Once I got to practice the training and instruction began.

Sure. The coaches were there on the field with you. That often doesn't happen in surveying . The field crews are usually hither and yon while the PLS is back in the office. If that's not the case with you then that's good, but not common.

TXSurveyor, post: 451581, member: 6719 wrote: I see your point, and that very well could happen if the PLS doesn't have integrity.

Even if the PLS has all the integrity in the world the tendency will be to slip into bad practice. If the wind always blows one way even the mightiest oaks will develop a lean in time.

Mark Mayer, post: 451591, member: 424 wrote: Sure. The coaches were there on the field with you. That often doesn't happen in surveying . The field crews are usually hither and yon while the PLS is back in the office. If that's not the case with you then that's good, but not common.

You're right, I'm usually not there with them in person on a daily basis but I see no issue in automating the process by which I communicate where it is they need to go and the base task that needs done when they get there. If I remember correctly I could swear you posted something along the lines of "I'm only a phone call away" as it relates to mentoring those coming up behind us. With the advent of such things as facetime I can actually be there with them in real time when they need it but I can also use communication/coordination apps to free up more of my time to run the business. I was just offering a solution I've found to be amazingly beneficial to my daily work flow and helping me stuff 10lbs into a 5lb bucket.

Mark Mayer, post: 451592, member: 424 wrote: Even if the PLS has all the integrity in the world the tendency will be to slip into bad practice. If the wind always blows one way even the mightiest oaks will develop a lean in time.

You must not understand the definition of integrity. One can meet with a crew every morning, call then once an hour, drive by the site and have 2 hour discussion every afternoon and still make operate without integrity if you take your approach.

In all honesty it's not the process it's the people that fail the system mainly because they found the holes in the system to make their lives easier

TXSurveyor, post: 451596, member: 6719 wrote: In all honesty it's not the process it's the people that fail the system mainly because they found the holes in the system to make their lives easier

To try to fight basic human nature is not a winning strategy, IMO. Even the best people will have weak moments. If you set up a system with too many holes in it those holes will be exposed. If your system relies on every element of the system having the highest and best abilities, intentions, attitudes, and integrity at all times your system is bound to fail. If you believe, like me, that having a regular conversation with people working under you is a good thing then set up a system that obliges people - both sides of the equation - to have that conversation.