6 Tips for Choosing a Herd Record System to Maximize Profit

Recording individual and herd data can greatly impact profitability for cow-calf producers. From comparing pregnancy rates each year to calving intervals and even treatment records, this information aids in making more informed management decisions.

Finding the best system and program for your operation is largely dependent on your own unique needs. I break down finding the best system for you into six different categories: purpose, longevity, cost, user access, availability and ease of use.

Purpose: What problem(s) is it solving?

Before investing in any technology, it is important to understand which problems it is solving for the business. Before looking at any record keeping program or template, I’d start by listing the problems you want to solve - including those that are secondary to record keeping. Once you have this list, you’ll be able to sort through which program will be most beneficial to your operation.

Additional questions to ask yourself include:

Will this program be an addition or will it replace one or multiple others?

Is it solving the main problem we are experiencing?

Does the program I’m already using have similar features that I’m not utilizing yet?

What am I gaining from a new program that I don’t already have?

For a small producer, a spreadsheet might be all that is needed. As operations scale and goals shift, more functionality and features can become a necessity.

Longevity: Is it applicable in 5 years or more?

Even if you are already digital, switching to a new program takes time. This makes it even more important to look at your long-term goals and make sure they align with the program’s current capabilities and future capabilities.

Part of the longevity discussion includes what other technologies you already have or want to implement in the years to come. Compatibility with any outside programs makes a big difference when determining the ROI.

Cost: Where will you see the ROI?

Ultimately, a more improved record keeping system should save time, reduce stress and provide data you can make decisions from. Individual ranches need to determine what this is worth to them.

The size, package and different features within each package should align with your current and future goals. Keep in mind your size as an operation and if this program can replace other programs you are already paying for.

User Access: Who needs access?

How many people on your operation need access and what type of access do they need? User access can be a part of different packages and pricing programs for various technology. This can play into the overall cost too. Are there one to two people who need access or five to ten? Do all of these individuals need daily access or do some simply need reports here and there throughout the year?

Availability: Web or app-based?

How do you want to input data and access it later on? Many programs are web-based with an increasing number having a hybrid web and app-based approach. Consider who will be inputting the data and how they can most effectively do that.

Additionally, will you need wifi or cell-service and how does information load if you don’t have either of these? Consider when and where you need to access and record this information and which programs will allow you to do that most efficiently.

Ease of Use: Can everyone easily use it?

We’ve discussed user access, but will all of these users easily be able to input, search and analyze the information they need? What seems simple to one person might not to another depending on the level technology and previous programs they are used to.

Consider requesting an onboarding call to make sure everyone is trained on how to use this tool as well as ensure you are using it to it’s fullest capacity to see the best ROI.

From spreadsheets to apps, there is no shortage of record keeping templates and programs for ranchers to choose from. Know your own needs now and in the future, so you can make the best decision for your bottom line.

Listen to the full set of advice on the Casual Cattle Conversations podcast.