5 Ways to Unlock Better Herd Management Decisions

5 ways to unlock better herd management decisions
Small workflow changes can save time, improve accuracy and support better decisions.

MADISON, Wis. [Aug. 27, 2026] – Herd management software supports nearly every decision and workflow across a dairy. But even the most capable system only delivers value when accurate information is entered consistently and on time.

“You can have the best protocols, the most advanced technologies and the best team, but unless those pieces are connected through timely, accurate data entry, it is difficult to track the impact of the work happening on your farm,” says Rosa DePriest, VAS dairy support team lead.

Capturing more value from your herd management system does not necessarily require another tool. Often, it starts with better use of the capabilities already available and aligning them with daily workflows.

The good news? Small changes can have a big impact. Here are five ways to strengthen your herd management workflows.

1. Make data entry part of the task

Animal care understandably takes priority over sitting down at a computer. Problems can arise, however, when information is written on a paper list, calf card or loose note to be entered later.

Sometimes that information isn’t entered into the system right away. Other times, it never makes it in at all.

“The goal is to make doing the task and recording the task one process,” says DePriest. “We want to eliminate that second job of going back later and entering everything again.”

Mobile tools can allow employees to view information and record events while working with the animal.
At Your Legacy Genetics in Tulare, California, Derrick Nunes and his team use handheld scanners and their herd management mobile app to streamline genomic sampling.

“We scan the EID and the sample barcode or QR code, and it is immediately assigned to the right animal in Pocket CowCard,” says Nunes. “Eliminating manual entry has significantly improved our data accuracy and efficiency.”

Even farms that aren’t ready for mobile entry can still use batch or bulk entry and more structured paper workflows to reduce repetitive work and improve accuracy.

2. Match access with responsibility

Some managers hesitate to expand mobile data access because they are concerned that incorrect information may be entered. DePriest says access controls, training and accountability can help.

Individuals who only need to see cow information can receive view-only access, while veterinarians or other consultants could have access to analyze data without changing the underlying records.

Farms generally find success with one of two approaches:

Train multiple employees to enter information as they complete their work.Designate one person or group of people to collect, verify and enter data.

“Someone on the farm ultimately must be accountable for the data,” DePriest says. “That person makes sure the information gets entered and stays up to date.”

Regular training is equally important, especially as employee roles change.

“We train employees on animal care, safety and other important areas,” she says. “Data stewardship should be part of that conversation too — how to enter information and why it matters.”

Nunes says their herd management app’s ease of use helped his team adopt the technology.

“We have about 10 people who can use it and every one of them picked it up quickly,” he says. “That low learning curve made the rollout painless.”

3. Combine work already happening

One of the simplest ways to improve efficiency is to reduce the number of times employees need to locate or handle the same animals.

Merging worklists and utilizing mobile tools allow teams to complete vet checks, vaccinations and other scheduled work in the same pass.

“If two teams are going through the same pen for different reasons, can we combine those worklists?” asks DePriest. “Fewer trips through pens can mean fewer labor hours, less time away from feed or stalls and fewer touches on the animals.”

One dairy moved from paper lists to RFID-enabled mobile workflows, cutting a two-day, multi-site vet check process to one day and saving an estimated four to six hours each week for multiple team members.

“Sometimes we only think about the time spent in the barn,” DePriest says. “But there is also the time someone spends later entering all of that information from paper.”

4. Let reports and alerts work for you

Many farms run the same reports at the same time each day, week or month. Those worklists and reports can be scheduled automatically, allowing the herdsman, maternity team, hospital team and owner to each receive the information they need.

“Some dairies spend the first 30 minutes of every day running reports,” says DePriest. “What if they were already waiting for you when you arrived?”

DePriest often sees reports automated for weekly event summaries, hospital lists, milk summaries, yesterday’s parlor reports and daily worklists.

Automated alerts can also help teams catch potential issues earlier. For example, DairyComp Connection Status can alert you when an offsite client computer goes offline or when data from an activity or milk interface is not imported on time. PULSE Platform alerts can also flag health, reproductive performance and inventory metrics when they fall below a set threshold.

“Rather than letting days go by or waiting until it becomes a crisis, you can be notified when the issue first comes up,” DePriest says.

5. Record the information you may need later

Herd data is more than a record of what happened. It provides the context needed to identify opportunities, improve processes and make more informed decisions across the dairy.

A dairy experiencing more calf deaths than usual began recording maternity technicians. The data showed that many affected calves were associated with a small group of employees, allowing managers to provide targeted training and adjust responsibilities.

“Until you start documenting that information, it can be hard to identify the common thread,” says DePriest. “It is better to have the data, find the problem and know about it because then you can do something about it.”

“You cannot manage what you do not measure,” DePriest adds. “The data may not always tell you what you want to see, but accurate information gives you the opportunity to make an informed decision.”

Review where information is delayed, work is duplicated or existing tools could simplify daily tasks.

“The tools are only one part of it,” says DePriest. “You need the right process and training in place so your team can use those tools to their fullest capacity.”

Realizing the potential of your herd management system may not require a new investment — just a closer look at the tools and workflows already in place. Learn more at VAS.com.

VAS is the global market leader in connected farm management systems. For over 40 years, VAS has been the operating system of choice for the most innovative dairies. VAS’ software and information solutions help collect and connect a farm’s data – from herd management to feed performance, tracking and more. These insights are a source of truth, empowering producers and their trusted advisors to make profit-driven and sustainable management decisions. At the forefront of thought leadership within the dairy industry, VAS is trusted by the producers we serve and the greater dairy community.

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