Scheduling tips for multiple truck business

[Tawanda]

How do you handle scheduling? Techniques, tools, troubleshooting. Share!

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[IrishSetterTom]

I'd like to help but the question is too broad. Can you pose specifics? We schedule 4 vehicles and use Groom Pro software and a business land line phone number. The groomers do not take any calls. We do it from the home office. My wife fits the appointment with an available van that's in the customer area or ZIP code on a certain day. If it's a re book with a preferred groomer, then it's easier. We allow X amount of drive time and groom time for each stop, and the last stop length determines the last appointment time. It could be 2 pm or 3 or 4 pm. We try to have them done by 5 pm.

Being established 8 years, we rely on regular clients who are on a 1,2,3,4,5,6,7,8 week schedule. It's filling in the blank spots in the calendar for new clients or infrequent returning clients. The hardest part is when those regulars want to move or change their appointment because it messes us the synchronization of the schedule and then we have to shuffle clients or when a groomer is out sick, it's a mess.

[Tawanda]

Thank, Tom. I was just thinking that zip codes are probably a better indicator of location than address. Being a growing business, I'm continually adding new clients. Inevitably, the first thing they want to know is when I'm available. Sometimes that leads me to make a guess as to what would be the best day to schedule them and that leads to wasted time and/or embarrassment. Having a zip code map would be great but I'm grooming and taking appointments so everything needs to be mobile. Looking forward to the day most of my clients are on regular routes.



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[IrishSetterTom]

You can get a small laminated ZIP code map and tape it up in your van to quickly glance at it. After a while you will almost know where they are by ZIP without needing to look at it. If you have a future day already with a client say at 9am, then depending on where they are, you can then work from that location for the rest of the day. Always start or end your day either closest to your home location or furthest out from your location. Do not zig zag through the day if at all possible.

[PocketsBugBeast]

Scheduling is a science that must be mastered!! It will take you some time, and a lot of back bone to not "stick someone in" where they don't really belong. I used to jump a lot for people but one misplaced appointment can lose you an entire additional groom, not worth it. This became very clear once I started scheduling for our employee, rather than just myself and my husband. My biggest advice would be not to do it throughout the day while grooming. It's nearly impossible to be organized and in the zone for scheduling while you have a wet dog crying at you in the tub or while you're anxious to get back to drying etc. If you can afford it, I would end your day at 5 or so every other or every 2 days depending on the volume of calls you get. I get back to everyone at the end of the day. It's not ideal- and I basically can't have a social life, but doing it during the day wasn't working for me. I was making too many careless mistakes. I am now training with someone to help with the phones and it's an enormous relief!!
Getting to know your territory really well helps. And getting everyone on a schedule. But no matter what people suck and you'll always have some shuffling to do. The less shuffling of people the better in my eyes. Having a map your territory infront of you helps a lot!! And when unsure- Google map it!! Make sure you're not driving all over the earth in one day. Good luck!!!


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[IrishSetterTom]

Scheduling is a science that must be mastered!! It will take you some time, and a lot of back bone to not "stick someone in" where they don't really belong. I used to jump a lot for people but one misplaced appointment can lose you an entire additional groom, not worth it. This became very clear once I started scheduling for our employee, rather than just myself and my husband. My biggest advice would be not to do it throughout the day while grooming. It's nearly impossible to be organized and in the zone for scheduling while you have a wet dog crying at you in the tub or while you're anxious to get back to drying etc. If you can afford it, I would end your day at 5 or so every other or every 2 days depending on the volume of calls you get. I get back to everyone at the end of the day. It's not ideal- and I basically can't have a social life, but doing it during the day wasn't working for me. I was making too many careless mistakes. I am now training with someone to help with the phones and it's an enormous relief!!
Getting to know your territory really well helps. And getting everyone on a schedule. But no matter what people suck and you'll always have some shuffling to do. The less shuffling of people the better in my eyes. Having a map your territory infront of you helps a lot!! And when unsure- Google map it!! Make sure you're not driving all over the earth in one day. Good luck!!!


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Couldn't have said it better. Advantage for us is my wife is not a groomer but a master scheduler and awesome at customer service and phone manners being in the hotel biz for 10 years prior. She is at the phone from 8 am and the groomers are doing their thing. It works like a well oiled machine and allows us to maximize our service dollars. You can do $120,000+ per year in service per van if scheduled and priced correctly.

And in a competitive business like mobile grooming (at least here in my city with 40+ vans on road) you have to take calls all day and cannot return them the next day. The clients will move on and call someone who will answer.