Testimonial by Jacob Lynch, originally appeared in Cranes and Lifting on October 29, 2024. Republished with permission.
Going completely paperless means significant change, but it has been a welcome one at Metcalf Crane Services, as it has helped one of the market-leading lifting solutions companies take the next step.
Metcalf has benefited from the power of Visual Dispatch as the software has played an integral part in revamping the company’s entire quoting, scheduling and reporting system.
Chief Financial Officer at Metcalf Crane Services Dominic Cannata says in comparison to other offerings, the Visual Dispatch software had all the attributes his team and wider staff members were seeking. It integrates information from sales, operations, compliance and accounting departments into a powerful central depository.
“As far as a software tool is concerned, the Visual Dispatch system is the backbone of the organization – due to the fact Visual Dispatch has taken ownership of our quoting processes and it all begins there,” he says.
“If you win the job, you can send it straight through to scheduling without having to double entry, reducing the risk of miscommunication between sales and operations. Once it’s scheduled, the tickets are issued electronically to the crew’s phone.
“Visual Dispatch contains crew attributes such as inductions and tickets, so it’s an efficient process in the staff selection process– eliminating the need for many phone calls and the keeping of separate lists and spreadsheets. The customer signs on the glass and the job information is transformed into an invoice format. The job is done. Essentially, it’s approved by the customer because you’ve got an approved docket which is automatically attached to your invoice and sent electronically within Visual Dispatch.” says Dominic.Visual Dispatch is a streamlined approach to enable crane and heavy lift companies to optimize workflows, increase productivity, reduce costs and improve customer service.
Fundamentally a computer software package, Visual Dispatch helps users say goodbye to manual filing, old papers and stacks of manila folders.
The software is designed to simplify the intricate operations of the crane hire and rigging industry. It has since become a desired industry product for management of employees, equipment and entire fleets of machinery.
“When I first started with the business there were piles of manila folders full of invoices and dockets with mark-ups and cross outs on my desk. Paper dockets were gathered from various parts of Melbourne as a result of staff driving to various job sites to collect sign dockets. Now there’s no paper, so we don’t need to worry about that anymore,” says Dominic.
Before Visual Dispatch, businesses relied on complex paper filing systems and hard-to- understand spreadsheets to stay organized, Dominic added. But today, the job of filing is all but eliminated, as too are spreadsheets with errors.
And with a fleet of approximately 40 cranes, Metcalf’s digital advantage, via Visual Dispatch, gives it an edge within the industry.
Nowadays, crane and lifting solutions companies that have purchased Visual Dispatch, such as Metcalf, rely on the system to do most of the computer-based heavy lifting.
“Importantly, Visual Dispatch interfaces seamlessly with our accounting system and, with the use of an integrated reporting tool, allows the organization to move away from Excel spreadsheet reporting to an automated, very comprehensive business intelligence dashboard. So it becomes a tool rather than just information, with the ability to drill down into it, right to the lowest granular level of information which is timely and accurate.
“Rather than email around reports, you can virtually report on it online through the dashboard.” Dominic says.
“It’s transformational, and the business can review and manage results in an easier fashion, with all information at the tip of their fingers. It can be done in the boardroom or anywhere for that matter at any time and by anyone (permission-based of course).”
Visual Dispatch allows companies to measure performance on any type of dimension desired within business, whether it’s the performance of the business and its individual projects, customers and markets, tonnage and individual cranes, departments and crew and yards and individual profit centers.
“We’ve just implemented the Visual Dispatch timesheet system, and can now get weekly and daily utilization of our labour. The software gives us a complete picture of our business,” Dominic added.
The remote-ability of the software also allows staff members to use the system away from site, thereby not further compromising day-to-day operations when a team member is off work sick, for example.
“Being cloud based, it is easy to use the software remotely; whether you want to review quotes or reports from overseas or prepare and review invoices from home, managers have wide scope when it comes to looking after our employees,” says Dominic.
Staff can write notes in real time, through the Visual Dispatch app, which maintains current and live data regarding equipment and workflow.
“The software has certainty made us a more efficient organization,” says Dominic.
“If someone is off sick, off-site or not at work, for whatever reason, the business operations can still run smoothly. Access is widespread.”
Dominic praises the culture at Metcalf Cranes and says the innovative idea to onboard the Visual Dispatch system is one of alignment to the company’s vision – not to necessarily to be the biggest, but to be the best in the lifting solutions industry.
Metcalf Cranes provides mobile crane hire services Australia wide, with a fleet ranging in size from 4 tonne mini-crawler cranes to 800t mobile cranes. The company’s stated aim is to be first choice for clients seeking lifting solutions in the rail network, building bridges, maintaining wind farms and more – while retaining a reputation for unparalleled service.
Tim Metcalf founded the company 28 years ago from humble beginnings with a solitary crane; “I think we all admire that and appreciate his journey,” Dominic explains.
Dominic says finding and keeping quality people is what makes the business culturally strong, and it starts from the top.
“Tim’s focus is on doing a great job for the customer in a manner that safe for our employees. Speaking up and speaking plainly is encouraged – tell me what you can do and what you can’t do in a succinct manner. Everyone should know their job, and everyone knows where they stand.”
Dominic says the constant positive interactions Metcalf has with customers and industry decision makers helps improve the business through relationships.
“We always strive to have honest and positive interactions with our customers, employees and stakeholders. Without quality people, you can’t have quality organization.
“At Metcalf, we have a dynamic and hard-working culture, which is vibrant and positive,” says Dominic.
And in-turn, the perks of the Visual Dispatch software has made those aforementioned relationships with internal and external stakeholders a lot better, but more so has created strong support fundamentals for the business.
“We are striving to look after our employees and customers to the best of our ability, which in turn, underpins a strong business model,” says Dominic.