How to Make Record-Keeping Easy for Ranch Families

 Transparency about ranch performance is a key factor in successfully transitioning a ranch from one generation to the next not only in the form of finances but also herd records. “When records are passed down, you’re giving the next generation established trends they can learn from instead of starting from scratch,” says Jacqueline Lewis, CattleMax team member.  

Lewis ranches with her husband and two daughters near Cheyenne, Wyoming. Between her family’s operation and helping other ranchers maintain herd records, she knows firsthand how valuable an easy, yet thorough record-keeping system is to family ranches across the country.  

“You can’t manage what you don’t measure,” says Lewis. “The more solid your ranch records are, the more informed your decision making is going to be, which undoubtedly will lead to production success and longevity of your ranch.” 

Passing along herd records to upcoming generations is like providing them with the information to follow the right path even when you aren’t there.  

Lewis explains, “Any time records can be passed along, you have that foundational sense of tracking trends that have been established for the operation…Records can serve as a map in terms of directional ideas for the next generation.” 

Establishing an easy and effective system starts by defining goals.  

She explains, “Once you figure out the direction you want to go, you’re going to figure out what you need to record. That’s what leads to informed decision making down the road.” 

After this, be cognizant of common mistakes when tracking records and put systems in place to avoid them. 

Lewis says, “Time is probably the first challenge. Ranchers are wearing many hats, and record keeping feels like one more thing on the plate.” 

Invest in a system that prioritizes the information you need and makes sense to you. 

“Consistency is the key. Whatever works for you is what you’re going to use on a consistent basis,” shares Lewis.  

Additionally, take the time to learn a new software or ask for help to ensure you are entering data as efficiently as possible.  

Fragmented systems are also a common mistake that can impact time management too.  

“A fragmented system is overwhelming — records tucked in the barn, in a drawer, lost in a phone. The biggest question becomes, where do I even start,” says Lewis.  

Fragmented systems can be avoided by giving multiple people access to one record-keeping location and making that location accessible from the pasture, corral and office. Spreading out the record-keeping responsibility also makes the process less overwhelming.  

She says, “When record keeping falls on just one person, that’s a lot of pressure that doesn’t need to be applied to a single individual.” 

Animal ID systems also can’t be ignored. Reducing duplicates and ensuring ownership and age can easily be noted from the visual ID simplify the entire process. (Learn more about ID systems here.) 

Creating or switching systems can seem overwhelming at first, but it doesn’t have to be.  

“All you really need to focus on as you’re getting started is your active inventory — the animals walking around your pastures right now,” says Lewis. “Don’t worry about that historical stuff right away. There will always be rainy days to backfill it.” 

The biggest piece of record-keeping advice – focus on the bigger picture.  

Lewis says, “Record keeping shouldn’t be seen as a chore. It’s a means to confidence — confidence in your decisions and confidence in the direction of your ranch.” 

Listen to the full conversation on the Casual Cattle Conversations podcast.