Every driver out there should be prepared for the unexpected, should circumstances arise that are unforeseen. If you happened to read fellow Team Run Smart Pro Jeff Clark’s blog on emergency repairs, you have seen how important even the most unlikely tools in your cab can be in keeping you moving. I carry my fair share of tools around as well; socket sets, wrenches, extra hose clamps, fuses, and even an all-purpose pry bar like Jeff. However important these tools are to me on the road, there are also many tools off the road that help to keep my business running as efficiently as possible.
Whether you are an over-the-road, short-haul, or local city driver, the importance of a good back-office at home cannot be overlooked. One thing I have learned in my years of trucking is that there is no luxury of clocking out and leaving the work at work once you turn the ignition off! There is a lot of paperwork management that comes along with being a truck driver. The end goal when it comes to this aspect of the business should be to lock down your system so well that you minimize the time spent off the road worrying about your time on the road! Having a back-office can be as simple as a good filing system for your receipts and tax necessities, or it can be as complicated as an entire room in your house dedicated to being a home office. I happened to have opted for the home office, as it provides a level of functionality for me that was better than trying to manage two offices between the truck and the house. Even if you have an in-cab office, a small, organized home office should never be left out. Regardless of whether you have an in-cab office like that of the Caffee’s “Caffcadia” (which rivals my own home office in functionality), or the complete home office setup, certain tools here can make your life a whole lot easier.
For the longest time I had been what I call conservative, but what my wife likes to call cheap, in putting off buying a new computer to make due with the one I had been using for years. The computer I had been using was an 8” screen netbook that I had not only used to start my business, but put myself through online university with as well. I liked it because it offered me the portability and practicality of being easy to take on the road with me. With technology being what it is today, this five-year-old netbook was prehistoric in age and its speed was becoming that of an international snail race.
Upgrading my computer to a modern iMac with matching iPad Mini was the best thing I could’ve done for my business, and sanity! Thanks to my wife pushing me to upgrade, I now not only benefit from the speed and ease of use on the new desktop, but I am now also able to wirelessly transfer files from the iMac to the iPad to carry in the truck or take on business trips with me.
Another important tool, as touched on by Linda Caffee, is a scanner capable of clear receipt scanning. I happen to use a wireless fax/print/copy/scanner in my home office but have heard wonderful things about the NeatReceipts scanner that the Caffees use as well. The feature of it being able to automatically sort the receipts after scanning seems like a great function to aid the headache that is expense tracking. With my device being wireless, it allows me to print from anywhere in the house, from any of our devices. Regardless of whether you use a smartphone app, a receipt scanner, or a regular scanner, the importance of digitally storing important documents is a tool that should not be overlooked in one’s back-office. It provides instant data accessibility at your fingertips, which is helpful in our fast paced line of work.
One other important thing in ones back office that is often overlooked is paper records management. You may be asking, “Why keep records in a filing cabinet if they are digitally stored?” Paper records are important for a couple reasons. First, if your digital storage suddenly becomes inaccessible, you may not be able to retrieve important documents should the need arise later. The other important reason is because sometimes only the original document will do in certain circumstances. Anyone out there that has dealt with trying to retrieve payment for a load where the payer will only accept original signed bills knows what I’m talking about! I happen to scan all of my signed bills for payment, save a digital copy, and then file the hardcopies to a filing cabinet sorted by month. The same can also be done with things such as fuel receipts, insurance documents, permits, and truck maintenance records. No matter how you file your hardcopies, be sure to do it in an organized fashion that allows for easy retrieval later.
For me, the home office offers me the convenience of a place away from the truck to store off-site components of my business. Being able to have a “sanctuary” in which to conduct business in my off time allows me to better concentrate on actually driving the loads when I am in the truck, rather than worry about the back-office details. It also allows for my wife to better find documents for me when I am on the road, should something need to be handled promptly while I am still on the road. It never fails that I get a call from my leased carrier once every six months or so asking me for a copy of a signed bill of lading or truck tax document. It is nice that I can provide these things without hesitation to them thanks to having an organized business “central nervous system” at home. I have always believed in operating this way, even back in my days as a company driver. Staying abreast with the technology of today will only better prepare you for the challenge you may face tomorrow. So, whether you run a home office or an in-cab office for your back-office trucking needs, make sure you set yourself up for success by using these “smart” tools in your operation.