The cost of running a department on paper never shows up on a budget line. It is paid in your officers' evenings: transcribing the sign-in sheet, chasing an expired card, rebuilding the roster for the county, following up a failed truck check.
This worksheet puts a number on it. Twenty minutes with your officers gives you admin hours per month, per year, and how many drill nights that equals.
What the worksheet counts
Four sections, one for each group that carries the paperwork: officers, the training officer and trainers, FTOs, and the coordinator. Each task gets how many times a month it happens, how many minutes it takes, and how many people it takes; the hours follow. The spreadsheet adds it up for you; the printable version is for filling in at a meeting.
- Officers: sign-in sheets, the duty schedule and short crews, check paperwork, monthly numbers, incident personnel lists.
- Training: hours for the state or county report, expiring certifications, drill reminders, LOSAP tallies.
- FTOs: skill sign-offs and probationary task books.
- Coordinator: application follow-ups, onboarding paperwork, gear questions, rebuilding the roster for someone else.
What to do with the number
Bring it to the board next to any quote. A department whose officers spend 30 hours a month on record-keeping is spending 360 hours a year, or 120 three-hour drill nights, on work that software can take off them.
TurnoutFlow is built to take most of those rows away: members check themselves in to drill, certifications and overdue checks surface on their own, a short crew opens a task, and the chief's monthly digest writes itself.