This article is for educational purposes and not to be considered legal advice.
How should a farmer prepare for an agronomy service call when there is a problem with the crop growing in the field? The problem could be a poor stand with low and varied emerged plants. There may be chemical damage from herbicides. Possibly, there was overspray from a neighboring field. Since crop damage can be costly, oftentimes, there is a certain amount of stress about the situation.
To resolve the problem, the farmer sets up a meeting at the farm with the company representative (s) to investigate the issue. This could be with the seed rep, the chemical company rep, the fertilizer rep, or a combination of all. There may be more than one herbicide company involved. This meeting can be intimidating for the farmer, especially if there is only one of you and multiple company reps you are facing.
Sometimes the farmer is correct or partially correct on their own diagnosis. Other times, the farmer is wrong. Much of the time, the diagnosis of the problem is complex, meaning there isn’t just one standalone problem. The companies may be looking to place responsibility on the farmer, the application company, or on the other companies involved. Meetings can be tense, even with friendly banter.
Farmers can best discuss the matter with the company representatives when well prepared. One’s position in the service call doesn’t have to be unfriendly, but it can be adversarial, meaning that someone might be at an economic loss, whether it is the company or the farm producer, or a combination. Usually, it is best to keep the meeting atmosphere pleasant and productive. Being well prepared for the meeting helps this to happen. Company reps can find it frustrating when they travel to a service call and find the farmer is not very well prepared with information pertinent to solving the issue.
One investigative technique a company may use in service calls is for the company rep to be quiet. The concept is that silence is golden, and since quietness can create uncertainty, this can cause stress for the farmer. During the silence, the farmer could get nervous and "spill the beans" about something the farmer may have done incorrectly. This would end the investigation more quickly, likely in the company’s favor, even if the company may share or carry responsibility.
Here are suggestions for farmers on preparing and handling a service call meeting with a company representative. Being prepared can help you feel more confident, as no one knows your field better than you do.
Prior to Setting up the Service Call
Having records systematically in order is a big help in getting organized. Since many service calls are early in the growing season, it might be difficult as you’ve been busy in the field. Taking the time to arrange what you need and to formulate your thoughts into an opinion to present to the representative will help lead to a successful meeting.
- Schedule the meeting when you know you have the time to be well prepared with information. Be ready to walk through fields and carry a shovel and a knife to inspect plants.
- Make copies of production records. Remember that in a problem situation, the interaction is adversarial even if it is friendly. Have the field history ready in printed form and include detailed records of past crops, yields, and any issues or observations. Go back at least two years. More years might be even better for establishing trends.
- Have records of planting rates, seeding depth, seed treatments, soil moisture, soil conditions at planting, hybrid/variety, and lot number. Take photos showing seed placement depth and growing issues.
- Knowing your soil type is essential in sleuthing the underlying problem, so have your soil test results close by at the meeting, including the most recent ones. Consider going back two or three test cycles. Make sure that you understand them or reach out to your Extension office in advance for help, if needed. Soil type maps are also important. Many times, but not always, these are included with your soil test.
- Have your fertility plan in hand. Include the fertilizer spread maps indicating the products and amounts applied in the field. Your fertilizer company may be on the opposite side of the negotiation table, and having those spread maps in your possession in advance could be important if you're negotiating with that same company.
- Understand the goals of your crop protection program (herbicide, insecticide, and fungicide), including the rates, and have the records with you. Provide the previous year's crop protection program, including application dates and rates. To prepare for the meeting, bring a copy of the chemical labels and review the application rates, instructions, and weather details beforehand. Bring organized field scouting records, including copies, to the meeting. Weather data for days with potential overspray or following planting is also needed. If records are unavailable, websites like visualcrossing.com offer historical weather information, including hourly wind speed and direction.
- Define your meeting goals and questions in writing before the meeting. If you suspect chemical carryover damage, know the herbicides' symptoms. If the issue appears to be plant germination problems, inspect the seedlings and take pictures of the damage. With information in hand, be ready for the question, “What do you want us to do?” Be transparent about your expectations, share them clearly and calmly, and do not be intimidated by the number of reps present, positions, and educational degrees. The better prepared you are, the more confident you will be.
- Be responsive to calls and messages.
At the Service Call
- Answer any questions honestly that the representative may have. Exercise caution if you feel pressured, whether externally or internally. Silence or fewer words may be your best game plan. Resist the urge to speculate on causes, especially without doing due diligence on symptoms and causes. Take notes and be specific with information on how to contact you for further discussions.
- Be discerning about providing copies of the production records to company representatives. The records should support your position and demonstrate what was done correctly on your part.
- Companies may want to settle the situation immediately or shortly after. Consider if delaying a remedy until after harvest could allow for assessment of the full impact on yield and grain prices.
Being a fully prepared farmer is the best way to achieve your goals in a problem service call with company representatives. Having thought-out answers to questions and doing your homework will make you look and feel more like the professional you are.
Kevin Brooks is an Extension Educator located in Havana, IL.