How is everyone conveying information to crews prior to them starting a job? We have and use every notes field, but those only pop when you click into a job. Has anybody come up with an elegant way to share information like “give them a call in advance” on days when a crew might have 20 tickets? I really don’t expect crews to be clicking through every ticket before they leave every day for the once a month when they actually would need to. Hoping someone has a slick approach to this I can borrow.
Question
Informing Crews of Special Instructions at Start of Day
Until there is some kind of chat or notification feature I don’t see an elegant way to do this without checking every ticket for a special note in the morning. Not an Aspire process, but how we do it is a holdover of our pre-Aspire days: We have a sort of at-a-glance digest that we send out to everyone every evening with the next day’s schedule that has info like “check notes before you leave the shop”, “call sales before you leave” or “read email from <Sales Rep>” next to routes that need that info communicated to them, alongside other info such as daily load lists, expected vendor or internal jobsite deliveries, support or mechanic visits, et al. We keep it brief enough that it prints to 2 or 3 11x17 pieces of paper depending on how many of our service lines are going during the season but very readable as a pdf. I know some of this could be replaced by the daily plan but we wanted something that everyone could see easily, production, sales, or admin/support staff.
Interested to hear how others do it.
+17At Milosi we would add ** before the property name to signify a call ahead. One asterisk was for irrigation/pool/PHC call aheads.
we also set up the SMS service notification which helped reduce management/crew tasks.
+16- Employee
You could create an issue and assign it to the crew leader than states they have some special change for the day or need to call ahead for certain properties. They can leave a comment that it’s been completed and mark it as complete.
We put this info into the notes field and have layout on the schedule board that includes the notes. We just need to look at the report to see who needs notifications.
We put this info into the notes field and have layout on the schedule board that includes the notes. We just need to look at the report to see who needs notifications.
Susan, how are you getting that layout on the schedule board to show notes?
We have been using Aspire since 2018. When we started, they created the layout for us. I don’t think they do as much customization anymore. I just look at this report and call the customers that need to be called. It’s very easy and doesn’t take very long.
I attached the report for you to see. It pulls in ticket notes, operation notes, and property notes so it is useful for more than just the customers that need notifications.
+21Hi,
Combine the ideas above.
Print out a paper copy or screenshot from the scheduling board the “print daily work tickets”.
Then create an issue.
When crew leader clock in, they should open the issue first and read the notes and mark it as completed.
Hope this help.
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