Chuck Schwartau, Regional Extension Educator-Livestock

February 25, 2006

Getting away from the dairy once in a while is a problem for many dairy producers, especially those that have single operator units. Sometimes getting away is voluntary - taking a vacation, attending a family event, or just a day away to do something for yourself. Sometimes getting away is involuntary, such as illness, injury or family emergency. You probably don't take the voluntary time off unless you are fully prepared with fill-in help. Then at least you have them trained to handle the required tasks. The question needs to be asked, though, "How well are you and your farm operation prepared for the involuntary absence?"

If you are on a larger farm with hired labor, or a multi-family farm, you have a better chance to take that time away. Then, when you get back, the farm operation will be pretty much as you had hoped. The smaller, single operator has a greater challenge in that respect. Either farm can manage these situations if they have a plan for management of their labor supply.

One aspect of a program we are calling 'Operational Excellence', is developing a plan for the work on the farm so it is done consistently day after day, regardless of whether the primary operator is there or the work is being done by temporary help. Besides the labor aspect, there are other benefits to a plan for Operational Excellence.

Benefits of Operational Excellence

• Reducing costs such as veterinary, feed, supplies
• Increasing labor efficiency
• Increasing milk quality
• Enhancing the appearance of the dairy facility
• Reducing the risks of environmental mishaps
• Preserving equity of the operation through optimum culling and replacements

One tool for working toward Operational Excellence is the Standard Operating Procedure (SOP). SOPs that are well developed can serve as great training tools for labor, and can help achieve that consistency of performance for tasks on the farm.

Why SOPs?

• Animals thrive on consistency
• People need consistency to achieve top performance
• SOPs reduce system variation, which reduces efficiency and quality control
• Employees can coach each other

So, What is Your System?

Does your farm have a system that you can show or explain to others? Or is the whole system in your head and you work each day without much of a plan? Basic to formulating a plan should be a task analysis of what needs to be done, when, how often, and what skills are necessary to successfully carry out the task. That can go along with an activity flow. In combination, these tools outline the plan of necessary daily work that needs to be performed in the absence of the owner/manager.

Another major element is orientation and training of people to carry out those tasks. On a farm with more labor units in place, it means making sure others on the farm know the processes to be carried out, where to find proper instructions or protocols, and working that in with their other tasks on the farm.

Instructions/protocols should be detailed enough so anyone with basic skills can follow them. That means including some pretty basic instructions for sometimes complex procedures. Some useful additions to the protocols would include:

• List of names and phone numbers in case of any type emergency or "I don't understand this" questions.
• Be sure to highlight any specific safety items that are important. Remember, the fill-in operator doesn't know about that low pipeline you duck under every day.
• Put your work instructions together in a three-ring binder, label it carefully and put it where everyone else on the farm knows where to find it.
• Do all of this before you need it!

On a single operator farm, you need to also identify who may be available from outside the farm to fill the labor gap. That is probably the largest stumbling block to getting time away. Look to neighbors and former dairy operators who may be willing to do the occasional fill-in or emergency set of chores. Don't forget other local labor forces where some individuals may be looking for a few extra dollars from the occasional part-time job. Advertise by print and word of mouth in local industries and groups around town. Don't forget about some good students in the community.

Finally, when you find someone, get them on the farm before you need them so they can become familiar with your operation, the equipment and the procedures. A little pay for their time to practice can be dollars well spent sometime later when you need them. Don't forget to practice yourself once in a while. Get away from the chores every now and then so you can spend some time with your family or on an activity so your part-time help can get a little practice under non-critical conditions.

The full 2006 Minnesota Dairy Days presentation on this topic as well as more resources can be found on the University of Minnesota Extension Service Dairy webpage at http://www.extension.umn.edu/dairy/dairydays06/index.htm