How do you guys keep up with appointments?

EBPcivicsi

EBPcivicsi

GOT PREP?
I am having a hard time keeping up with my appointments. Right now I am booked every weekend through mid December, but keeping up with that has been a headache. I have just been using a pocket calendar and writing the info by hand. I am considering getting a PDA, but not sure how much use I could get out of it???



Any tips/ideas?



TIA
 
At the risk of stepping out of my area of influence and into an area of concern I will give you my wife's thoughts on the subject of PDA's. She is a PDA fanatic, an intergrated technology expert, and has a whole host of PDA's. I think that her thoughts will be of some value to you. Here is what she wrote to a gentlemean that had asked something similiar to you as to what a PDA can do for him and what to look for.



"Palm OS versus Windows Mobile (WM). Palm greatest asset is that their devices are simple to use. There’s hardly any learning curve. Inputting letters is done in three ways, virtual keyboard, graffiti (like short hand, but really easy to learn), and via keyboard accessory. Palm also has many applications available for sale and for free. WM is not so easy to learn. It isn’t like regular windows and the OS is not as stable. One real plus is that WM from Dell gives you two slots (CF and SD) and it also has built in Bluetooth and WiFi. Applications for it are available, but not as many as the Palm OS. I have both, but I use my Palm much more.



You need to know what you want to do with it. If you want continuous wireless you may want to consider a Palm Treo 650. That way you have the phone, Internet, and a small built in thumb board. I have never used one. I don’t like combination devices, plus you are paying for Wifi access. This is what I use my PDA for: reading novels, calculator, notes, work on documents, read adobe files, watch movies, keep pictures of my kids (digital photo wallet), track expenses, play games, email, light web browsing as well as keep addresses and appointments. I have the Palm T5 and TX. The T5 is faster and has more storage, but the TX has built in Bluetooth and WiFi. While you can get a WiFi card for the T5, it is not as convenient since you only have one SD slot. When wireless you have to remove you SD card and insert the WiFi card. If you are at a hot spot you can simply log onto the net for free. Both have a nice big screen.



I think that before you buy you should read the websites that have reviews, user forums, and blogs (just google it) as well as the Palm site and Dell’s. There are other makers of WM devices, but I have never used them and they are quite expensive. Basically for you first PDA, I would suggest the TX. It’s only $300 and then you could decide if this tech is for you. Also see them in person at Bestbuy or other store. Hold it, play with it. I think you will like it. If you do get one, buy a nice case for it." end of message







This gives you an idea of what a PDA can do for you. It is an organizer on steroids. My wife carries hers wherever she goes. She is never late for an appointment unless she does not input information into her PDA.
 
I just use a "black book" weekly planner. It's only about 8" x 10", but the spaces in the calender are large enough to write in several appt. each day. I always keep this book in my truck, as most of my appointments come in during the day. I've thought about a PDA, but I think it's faster and easier to just hand write it in. Plus, what are you going to do when it goes down or the battery goes dead? At least with the book, I'm able to access my client's contact info at a moments notice. On the other hand, it would be nice to be able to sinc the PDA to my pc just as a backup in case anything would happen. I thought I lost my planner once...I swear I almost had a heart attack!!!
 
If you're familiar with Microsoft Outlook, you can use that. It's easy to use and sophisticated enough to handle anything you need. Plus, you can type in some notes and observations about the car / owner, so you have a complete record of the detail. So you'll have their name, address, phone number, e-mail, car info, products you used, any notes / observations, date of the detail, amount charged, etc...



Then you can mantain contact throughout the year and send out an e-mail blaster to all your clients reminding them to get their car detailed or to send a holiday e-mail or to send a promotion (free wash n' wax for a successful referral).



You can print it out and take it with you on the detail so you have all the contact info in the car.



That's what most people use in their offices for appointment reminders and daily schedules. It easily applies here. You can back it up so you have it safe in case your computer blows up.
 
I'd like to think there ws a program that would take me from inquiry to invoice to mailing list. Prolly there is one, I just don't know of it.



My handwritten calendar is, so far, the best tool I know of... sometimes simple is better.



(I do do about 18 appointments per week.)



Jim
 
I just keep it all in a notebook. About half my business is regulars so that helps a lot since that is constant week to week. It helps to have a pretty good memory too. I used to wait tables while getting my business going and I never wrote anything down unless it was a huge table.
 
Honestly, use the Microsoft Outlook Calendar. It works very well.





Then, get a PDA. You will have your contacts, mail, and calendar synced up to the PDA everytime you connect it to the computer. I do it now and like the way it works out.
 
GSRstilez said:
Honestly, use the Microsoft Outlook Calendar. It works very well.





Then, get a PDA. You will have your contacts, mail, and calendar synced up to the PDA everytime you connect it to the computer. I do it now and like the way it works out.
Click to expand...



Yeah, I completely forgot that - press one button and your MS Outlook info syncs with the PDA. Vice versa too. If you work on your PDA you can relay that to your computer.
 
GSRstilez said:
Honestly, use the Microsoft Outlook Calendar. It works very well.





Then, get a PDA. You will have your contacts, mail, and calendar synced up to the PDA everytime you connect it to the computer. I do it now and like the way it works out.
Click to expand...





Yeah, that.



I have been using a Tungsten E (no wireless :wall, E2 for that) for about a year now and sync with Apples iCal and Address Book. I have no problem accessing the Calendar and entering the clients info while on the phone etc. Very simple as cwcad implies. I got my T|E for around $170 and it been a sound investment. I recently added a printer to my van and print invoices from my iBook/QB which I use as home base for all of my business.
 
SilverLine said:
I just use a "black book" weekly planner. It's only about 8" x 10", but the spaces in the calender are large enough to write in several appt. each day.
Click to expand...



I also use a calender type weekly planner. There's always more than enough room to write in all necessary scheduling information. And it's easy to look ahead and get an accurate overview of all up-coming appointments.
 
If you write it in manually, what if someone cancels or reschedules? What if it rains for a few days? Do you cross it out, erase it and rewrite it? What if the same happens the following week!? A paper calander can start to look pretty sloppy and inefficient if this occurs and you have a lot of clients to service



On the computer, it takes 2 seconds to click and move the info. No, re-writing, no erasing, etc... It's a much more efficient and sophisticated way to track daily, weekly, monthly apointments. Plus you can easily customize your display.



Those of you who do volume work, you should check it out. If you have Microsoft Office on your computer, you have Outlook.
 
I use both Microsoft Outlook and a large desk Calendar. I always like to back myself out on paper just in case of a complete blackout of computer. I love computers but don't trust them at times. By the way Superior Shine were did you buy that software and how much, I searched a bit but did not want to call the company if it is out of the price range right now.
 
I stay away from Outlook... and I have few spyware/virus issues...



As a fixed location, we have very few no shows/cancellations - some, to be sure... but



The written calendar works, for me.



Jim
 
GSRstilez said:
Honestly, use the Microsoft Outlook Calendar. It works very well.





Then, get a PDA. You will have your contacts, mail, and calendar synced up to the PDA everytime you connect it to the computer. I do it now and like the way it works out.
Click to expand...

That's what I use, and also sync it to a PDA. That way I have everything not only in my office, but also with me in the van on the PDA - contact info, mail, diary etc etc etc. I'm also thinking about adding a nav module to my PDA so it can direct me to clients as well, although I may well get a stand alone unit for this.



If all goes belly up with my PC and PDA, all my info is hosted on a friends Exchange server so I can access it from anywhere that has web access using Outlook Web Access.



I'm also looking at getting a portable printer set up in the van so I can print invoices/sales receipts (via Bluetooth from the PDA) on site before I leave.



Ben
 
Spilchy said:
If you write it in manually, what if someone cancels or reschedules?



What if it rains for a few days? Do you cross it out, erase it and rewrite it?



What if the same happens the following week!?



A paper calander can start to look pretty sloppy and inefficient if this occurs and you have a lot of clients to service
Click to expand...



1- When someone needs to cancel or reschedule you simply erase their appointment and fill them in on another date. Of course, that opens up the original date to schedule someone else.



2- When it rains for a few days (like the week of rain we recently had here in Southern New Jersey) you simply X-out those days and reschedule those appointments on other days.



3- When the same thing happens the following week, you simply do the same as above.





MS OUTLOOK

I really haven't had a problem with using a manual write-in on a weekly basis, however I would like to hear a little more about using MS Outlook. I've got it in my MS Office, but I haven't loaded it in for usage. Would appreciate any help from those currently using MS Outlook. Thanks.
 
You must log in or register to reply here.
Back
Top