How Beaver Traffic Management saved time and money with Traffio

 

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Who is Beaver Traffic Management?

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Beaver Traffic Management (BTM) was established when the owners of Beaver Tree Services (BTS) needed Traffic Management customised to suit the tree industry. They wanted a company that took the time to understand their needs and make their employees more efficient when in the field.

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Beaver Traffic Management has now grown to a robust business that offers a range of traffic management services to the government and the private sector.

 

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A two-way partnership

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When Jon first joined BTM, he saw an opportunity to improve their operational efficiency in investing in traffic management software. The business was using Excel for pricing, scheduling and resourcing. This operation process was cumbersome, resulting in hours of planning every day to match up and book resources to each new job.

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Jon had experienced building his own traffic management system in a previous role but knew this was expensive and frustrating. So, he looked to the broader market to see what options technology partners could provide. He investigated a number of traffic management operation software systems and ended up choosing Traffio because he found it was the system that best met his needs.

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‘For us getting a traffic control software with a robust scheduling functionality was the key.’

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When the two businesses started partnering together in 2018 Beaver Traffic Management was running 7 vehicles and 1 location, now the business has grown to 5 times that size, with a 35 vehicle business and 3 depots.

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‘Traffio has been easy to work with and really responsive to our needs.’

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‘New features have come up all the time that meet our needs…. Even before we communicate with them.’

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Nick Inglis from Traffio said the relationship with BTM has been equally beneficial for their business.

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‘We encourage all our clients to be the squeaky wheel.’

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‘The open communication helps us as much as them. We often get great ideas for new features from one client, and find a number of our other partners were looking for a similar solution.’

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Job scheduling made easy

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Ultimately it was the ease of scheduling in the Traffio system that won Jon & the team over.

Scheduling is as simple as dragging and dropping the required vehicles, equipment or staff into the booking.

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Schedulers can see the availability, skills and qualifications of resources in real-time, and have the ability to schedule according to location. By allocating staff living or already working close to location, Beaver Traffic Management has been able to save on travel time and fuel costs.

Staff are automatically notified by SMS or email when they are booked for a new job. With a quick YES or NO they are able to indicate their availability and lock the job in. This has removed the need for Beaver Traffic Management to chase staff with phone calls.

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‘When we started using Traffio, we went from spending 5 hours a day scheduling, to just 30 minutes. In particular, the ease and visibility of scheduling staff has been important.’

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End to end job management

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The end to end job management has streamlined BTM’s administration.

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The Traffio system allows BTM to do real-time booking management, locking down the assets needed to complete the job and confirming with staff that they have been booked for a job.

They have loaded a rate schedule (with differentiated rate structures by client) and payroll rates (including overtime rates and allowances) for all staff and contractors and integrated Traffio with BTM’s accounting system. As a result, when a job is completed, they are able to simply and easily produce invoices and pay staff and contractors for time worked.

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‘When you tie in payroll and invoicing, you have a handy little package.’

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Centralised compliance documentation

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Beaver Traffic Management has also found the ease of compliance management a plus for their business.

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‘Our business needs to be ISO7001 certified to compete in the markets we serve. The filing capability provides a place for us to store the mandatory compliance documentation and prove our compliance.’

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Traffio tracks everything BTM needs to ensure they meet the compliance requirements of their clients and the industry on every job. The skills and inductions for every staff member are stored in the system, along with scanned copies of their qualifications. In addition, a full vehicles and equipment log, including maintenance records, can be stored.

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Best of all, Traffio notifies BTM when any qualifications, licenses, inductions or registrations are getting close to expiry or need renewal. This allows Beaver Traffic Management to stay on top of their compliance requirements.

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‘Traffio replaces quite a lot of QMS functions people pay a lot of money for. It allows us to hold a detailed vehicle registry, people registry and helps us keep records of ticket-holding requirements.’

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Easy to use

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BTM deal with a variety of users, some with a great understanding of technology, others who have not had much technology exposure.

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‘The Platform is quite intuitive, so it doesn’t require technical proficiency to use it. Things like the drag and drop functionality make it very easy to use.’

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Traffio runs in a web browser on a cloud infrastructure, which means Beaver Tree Management staff can connect from the office, out in the field or when at home using PCs, tablets and smartphones.

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Value you can see

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Working together in partnership has been of great benefit, and through their collaboration, it is estimated that Beaver Traffic Management has saved over $40,000 over the last 12 months in scheduling man hours alone by being a Traffio client.