Embracing Technology

“Hey, Google, turn on Christmas tree lights”. If I ever needed proof that technology has changed our lives, that was it. We were visiting friends over Christmas and that was how they turned on the lights to their tree. I felt so old and inefficient when I later turned on my own tree lights – by actually reaching for the cord and plugging it into the wall outlet. Technology has definitely changed the way we live our lives.

In the landscape industry, people have adopted a certain amount of technology. Most companies have websites and email. Some have digital time sheets. Most use a weather app. We’re becoming more and more accustomed to using technology in our businesses. Technology has provided a vast array of tools to help business owners and their staff operate faster, easier and more efficiently.

The benefits of using technology are numerous. You can probably think of many examples from your own life. But for business owners, the benefits are significant and measurable.

Increase efficiency

• When we implemented a CRM system that could sync with our Quickbooks Online, we reduced the number of times we had to enter contact information for clients. This alone has saved us time and errors.
• Using digital timesheets will dramatically reduce the amount of administrative time required for processing payroll.
• Several of our snow contractors use cameras at client sites to monitor the conditions of the site. This is a job that I used to have to do in person, driving around from site to site. When I think of the number of hours I spent in my truck doing that, it makes me so thankful for the technology that has eliminated that need and allows people to check on client sites from the comfort and warmth of their own home or office.

Retain employees

Labour is still a significant issue for a lot of landscapers. One of the ways you can attract and retain employees is to use technology, which most younger employees have come to expect. You can use technology for digital time sheets, internal communication, file sharing, and job/project details. An added benefit is that this also ensures that everyone has received or has access to the same information, resulting in higher productivity and fewer errors.

Work remotely

Cloud-based apps allow you to access information from anywhere. This has become especially valuable since COVID and the need to work from home. This is also another way that we can retain employees. Remote access allows employees to work from anywhere which provides owners with the ability to offer flexible working conditions. 

Scale your business

Technology allows you to scale your business more easily. It provides you with a better and more accurate live picture of your business, making it easier to make informed decisions regarding the business. Technology provides the infrastructure to scale quickly, allows you to job cost quickly, efficiently, and accurately, which results in increased margins. Having an accounting system that syncs with your business management system will allow you to scale much more quickly. 

Implementing Technology

Now that you’ve decided you want to implement some new technology, how do you do it well?

1. Get input from your staff about what software is needed. Ask each division to create a list of what technology would make them more effective and efficient. Review these lists, going back for additional information until you have a clear picture of what you need from your technology. 

2. Set up an implementation team that meets regularly to work on the implementation plan and to set clear goals and expectations. The owner and leadership team must commit to the implementation process. If not everyone is committed, then when something else is vying for your attention, the process will get stalled. And be assured, something will go wrong along the way. Have the implementation team assign specific tasks to specific people during the implementation process. Use a Gantt chart or Microsoft Planner to lay out the process for everyone to see. Include a time budget in the planning, as implementation takes time. Don’t forget to track the down time or shop time of your crew staff to get an accurate sense of the time being put into the implementation. 

3. Implement accountability for the staff to follow the documented process and steps. For example, your sales teams may not want to put their leads into the CRM system as it takes too long. They feel it’s easier to just keep things as they were. If this is the case, the sales team is lacking an understanding of why their adoption of the software is essential to the rest of the process and how it affects the company as a whole. 

Learning new technology takes time. So be patient – with yourself and your staff. Too many owners get frustrated and impatient and therefore stop using the program and go back to doing things the way they’ve always done them. This is not the way to grow your business. Hang in there! As for your staff, they must be trained to use it and to recognize its value. There is often a misconception that implementing a system like CRM will solve all your problems. The truth is, it often creates more problems. You’ll experience a range of responses - from early adopters, to the open but cautious, to outright opposition. Be patient as you deal with all these responses, but don’t stop moving forward. It will be short-term pain for long-term gain.