Keep it simple
Even the smallest of gardening rounds will require some basic administration systems if you are to be successful.
Persona! computers
Nothing fancy is required. If you have a personal computer you may wish to keep your systems on your hard drive. But make sure you maintain a back-up disk in case your system crashes and you lose your information.
Manual systems
My own personal preference is to keep my client records on a manual record card system. The main advantage of doing it this way is you don't first have to turn your PC on if all you want to do is find a telephone number. Whether you decide to computerise your records or maintain a manual system is very much down to your personal preference. But whatever you do, make sure you keep records.
The most basic administration system should include the following:
- client record cards
- work schedules
- page-a-day diary
- inventory
- machinery service and repair log
- bookkeeping system.
Client record cards
The simplest method of keeping client records is to purchase a medium sized index record card system. Most high street stationers sell them. Record cards are filed alphabetically. You create one card for each of your clients and include the following information:
- name and address
- telephone number
- the day and time you plan to visit them
- frequency of visits - weekly, fortnightly or once a month
- brief description of the weekly tasks that your client requires you to carry out
- any special requirements for plant care
- hourly rate.
It's important that you begin as you mean to go on and give each new client a record card. You can also create a provisional record card for clients whom you are about to visit but have not as yet agreed to hire your services.
Don't be tempted to keep all your records in one of those computerised data banks, or worse, your mobile phone.
t know a gardener who did this only to end up one night being thrown by his drunken friends fully clothed into the sea. Not only was his computer destroyed, but also his client records.
Work schedule
Again you will need to create a work schedule for each client.
The system I used when I ran my gardening round was to record all the weekly tasks that had to be done at the top of the page. Then I wrote a brief note of what I'd managed to do and when, followed by any reminders of work that was coming up in the future that I needed to prepare for, or perhaps allocate some extra time to. Here's an example:
CLIENT WORK SCHEDULE
Client Mrs Williamson
Address 2 Tree Cottage, Rustington Road, West Sussex
Telephone number 00000123
Frequency Every Monday morning, 9 — 11am (2hrs)
Required Lawn cut. Weed and tidy borders, sweep paths Special requirements Prune fruit trees
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