As a field service business owner or operations director, you know that one size doesn't fit all when it comes to managing your jobs and team. That's where the power of customisation in job management software comes in. By tailoring your software to fit your unique business needs, you can boost efficiency, improve communication, and ultimately drive your profits.
In this blog, we'll explore five practical ways to customise your job management software like a pro. These tips are designed to be easy to understand and implement, even if you're not highly technical. So, let's dive in and see how you can make your software work harder for you.
1. Tailoring workflows to your business processes
Every field service business has its own way of doing things. Maybe you have a specific way of handling emergency callouts, or a unique process for quoting jobs. Whatever your methods, your job management software should support them, not force you to change.
Here's a step-by-step guide to mapping and implementing custom workflows:
a) List out your current processes: Start by writing down how you handle different types of jobs from start to finish.
b) Identify pain points: Note any areas where things often go wrong or get delayed.
c) Map these processes in your software: Most job management systems allow you to create custom job statuses and set up rules for moving between them.
d) Test and refine: Try out your new workflow with a few jobs and get feedback from your team. Tweak as needed.
Remember, the goal is to make your software match how you work, not the other way around.
2. Creating custom forms and checklists
Paperwork is a necessary evil in field service, but it doesn't have to be a headache. Custom forms and checklists can help ensure your team captures all the right information on-site, every time.
Here's how to design effective forms for different job types:
a) Identify key information: What data do you absolutely need for each type of job?
b) Keep it simple: Only ask for information you'll actually use. Nobody likes filling in unnecessary fields.
c) Use the right field types: Dropdown menus for predefined options, text boxes for notes, checkboxes for simple yes/no questions.
d) Include photo capture: Where relevant, allow engineers to take and attach photos directly in the app.
e) Make it mobile-friendly: Remember, your team will likely be filling these out on their phones or tablets.
3. Setting up automated notifications and alerts
Good communication is crucial in field service, but constantly calling or messaging your team and customers can be a time-sink. This is where automated notifications come in handy.
Best practices for keeping everyone in the loop without overwhelming them:
a) Identify key touchpoints: When do people need to be notified? Job assignments, status changes, and overdue tasks are common triggers.
b) Choose the right channel: Some alerts might be best as in-app notifications, others as emails or text messages.
c) Customise the message: Make sure the notification clearly states what action, if any, is required.
d) Allow preferences: Let users choose which notifications they receive and how.
e) Don't overdo it: Too many notifications can lead to alert fatigue. Only automate the most important ones.
4. Customising reporting dashboards
Data is only useful if you can easily understand and act on it. Custom dashboards help you keep your finger on the pulse of your business.
Tips for creating insightful, actionable reports:
a) Focus on key metrics: What numbers really drive your business? Job completion rates, average job value, first-time fix rate?
b) Use visual elements: Graphs and charts can make data easier to digest at a glance.
c) Make it role-specific: Create different dashboards for different roles. Your finance team will want different info than your field techs.
d) Include drill-down capabilities: Allow users to click on high-level numbers to see the details behind them.
e) Set up automated reports: Schedule key reports to be emailed to the right people regularly.
5. Integrating with other business tools
Your job management software doesn't exist in a vacuum. It needs to play nice with your other business tools to really streamline your operations.
Guide to seamless integration with accounting, ERP and other software:
a) Identify integration needs: Which other tools do you use daily? Common ones include accounting software or ERP systems.
b) Check built-in integrations: Many job management systems offer out-of-the-box integrations with popular business tools.
c) Explore API options: If there's no built-in integration, check if your software has an API that allows custom integrations.
d) Test thoroughly: Before relying on any integration, test it rigorously to ensure data flows correctly both ways.
e) Train your team: Make sure everyone understands how the integrated systems work together.
Measuring the impact of customisation
Once you've implemented these customisations, it's important to measure their impact. Here are some KPIs to track before and after:
- Time spent on administrative tasks
- Average time to complete a job
- First-time fix rate
- Customer satisfaction scores
- Revenue per technician
By comparing these metrics before and after your customisations, you can see the real impact on your business.
Conclusion: Empowering your team through customisation
Customising your job management software isn't just about making your life easier as a business owner or operations director. It's about empowering your entire team to work more efficiently and effectively. When your software truly fits your business, your techs can focus on what they do best – solving problems and keeping customers happy.
Remember, customisation is an ongoing process. As your business grows and changes, don't be afraid to revisit and refine your setup. With these pro tips, you're well on your way to making your job management software work harder for you, boosting your bottom line in the process.
