From Clipboard to Cloud

I’ll hold my hands up and admit, I have been putting off going digital for a while now! I just can’t let go of my trusty clipboard and pen! But last month I decided it was time to say goodbye to treatment report sheets and folders and opt for the cloud and, begrudgingly, the more screen time option!

As a very small business owner with just me out and about, reporting and invoicing has been fairly manageable up until recently. I had a system that worked and my customers were happy with their folders and reports, but I took on 2 big monthly contracts at the end of June and those 2 extra clients tipped me over the edge and made me realise that it was time to streamline my processes and make my life a little easier! I juggle a business as well as home and family life and all that brings, and keeping up with extra paperwork and admin was eating into my valuable ‘off’ time. I’d just been carrying on the procedures that were put in place when I took on the business a few years ago and it was time to level up!

 

But where to begin?!

There are various softwares available on the market and many aimed at pest control businesses specifically, and I’ve seen them at tradeshows, advertised online and just by a general search I was able to see what’s available.

Sitting down and thinking about what I needed in a software programme was my starting point. I wanted a portal for my contract customers that was easy to navigate and access, so everything for a customer was in one place much like my current paper system. I also wanted to be able to produce professional looking site maps so everyone could clearly see what was where and the most important thing I was looking for was an appointments system. I was an old school paper diary girl and I like to see everything in weeks and months at a time. Yes, I know I could use my phone but again, I’m trying to keep screen time to a minimum!

For me, as a small business, cost is a major factor as well. So I took the time to look at various packages and price points to see what they offered and what features were available. Some programmes are aimed at small companies like mine, and some offer great prices for multiple users and bigger companies.

After a bit of research and comparison I was really lucky to find the ideal software for what I needed and I signed up to the free trial.

Setting up was easy and during the trial I was able to test run it with dummy accounts and treatment reports. I managed to set up all of my contracts over the course of a few hours and that was the basic info that I needed to send reports. All features were available from the off so I was able to have a really good look at what I could be getting. It was exciting to see how much easier running the business would be and how good it could look!

This week, I took it out for a test run whilst out on the road. It worked perfectly and my customers have been commenting on how good it looks and how much easier it will be for us to have everything on their portals. I have customers where storage space is an issue, so removing the need for extra folders and paperwork is a massive benefit. It’s also enabling me to add so much extra detail to my reporting like site maps and photos without relying on a printer.

Particularly for my catering clients with multiple locations where managers aren’t on site regularly, they can access all information for each location and can see what needs doing remotely. This also means they can implicate my recommendations quickly as well. One of my main customers said he hasn’t really looked at the folder they have from me, but now, when I upload a report, it’s a nudge for him to check what’s going on if I’ve not seen him on site. It’s definitely a more effective way for getting the information to the client directly without relying on busy members of staff to relay my findings on, or not, as the case maybe sometimes.

My life is forever changed now and I’m kicking myself for not switching sooner. 

For bigger businesses, I would imagine it’s a no brainer and these kinds of programmes have probably been in place for years. But when you want to simplify and make the investment into digital, you need to make sure you’re getting something that works and is reliable.

At the time of writing, I’m about halfway through my free trial and I’m already sold!
My purple clipboard hasn’t left the back of the van for weeks now, the diary however…… that remains my faithful friend!

 

Tips for going digital

• Research, Research, Research – There are SO many options out there, If you’re making the switch, think about the features you’re likely to use and what would enhance your business.
• Take advantage of deals and free trials – This gives you the opportunity to have a play with what you could be getting for free. You don’t need to commit and many firms will give you free trials and demos
• Take your time – You don’t need to go completely over to digital overnight! 
• Feedback! – Developers are always looking at ways to improve their systems, if it’s clunky or you feel there are features missing, feed it back. Also, get customers to feedback to you what is working or not working for them when you get them set up.
  
• Switching to a new software isn’t hard – Many developers have ways and means to help you switch from your old software to their system and it’s a great opportunity to have a clean up when you move over. If something catches your eye, it’s worth getting in touch to see what they can do to help you.