What’s the biggest time drain in your business? It only takes two words: Microsoft Excel. We get it. It’s often a matter of sticking with what you know. But here’s the thing; there’s a much better way to run things with proper field service management software.
In this blog, we’ll compare Microsoft Excel vs field service management software and share simple steps to help you make the shift.
Let’s go.
Microsoft Excel for field service management
Launched in 1985, Microsoft Excel’s simple spreadsheets were often the first port of call for managing field service operations; keeping tabs on costs, budgets, and resources. But it can turn into a nightmare to manage.
You’ll end up spending endless hours manually tracking engineers, chasing up unpaid invoices, and making sure everyone is on the same page. And while looks aren’t everything, a complicated Excel spreadsheet can be tough on the eyes first thing in the morning or after a hard day’s work.😒
Checking through spreadsheets takes time. And when you’re on the go or trying to access them from your smartphone, it’s either impossible or easy to miss important information.
Admin is unavoidable when you’re running a field service management business, but it doesn’t have to take up a lot of time or headspace.
As the saying goes, it’s all about using the right tool for the job.🔨
The rise of field service management software
The good news is there is a much better way – field service management software. This software is gaining popularity fast. Why? Because it promises to make your life a whole lot easier.
First, there’s the real-time updates. Unlike Excel, where you manually enter data, field service software updates job statuses, customer information, and invoices on the fly.
Then, there's the mobile aspect. Engineers are always on the move, and this software is like their on-the-go office. It works on smartphones and tablets, allowing them to manage jobs, view schedules, take and store images and signatures, and share certificates from anywhere. (Excel, in contrast, is often stuck on the office computer.)
Also, field service software like BigChange, is designed specifically for field service management businesses. It understands the way your business works and offers features to streamline it all. From scheduling jobs to tracking fleets, communicating with your team and your customers, data sharing, and invoicing clients.
And of course, there’s also customer expectations. Today's customers want quick service and instant updates. Field service software delivers on this front, providing features like GPS tracking and automatic notifications.
Lastly, there's data security and accuracy. With Excel, one wrong entry can mess things up. Field service software reduces these errors and keeps data secure.
Microsoft Excel vs field service management software: The key differences
For years, Microsoft Excel has been a familiar choice, but is it the best one? To find out, let's compare Excel with field service management software. We'll look at how they stack up in key areas, from efficiency to customer interaction:
To sum up, Excel offers familiarity and basic tools, which is why it used to be a starting point for small operations. However, for businesses wanting to compete and grow today, dedicated software seems to be the way forward.
With features like real-time updates, mobile accessibility, and customisation options, field service management software stands out as the most robust, efficient, and scalable solution.
It's designed specifically for the challenges and needs of today's field service businesses, offering a level of integration and customer interaction that Excel simply can't match.
The advantages of field service management software
Switching to field service management software can be a game-changer for businesses.
For example, with BigChange’s easy-to-use platform, you can:
- First, look at what you have on the job schedule for the day and who you’ve assigned.
- Then, quickly drill down into job status, along with any notes, quotes, estimates, and allocated time.
- Plus, BigChange’s mobile app is available on any device, so you can schedule new jobs and create quotes, estimates, invoices, and reports while on the job or in a work van.
To make this a little more concrete, let's explore the key advantages it offers over traditional tools like Excel:
- Automated scheduling: Take the headache out of scheduling. It automates the process, ensuring optimised route planning, eliminating overlaps, and improving overall efficiency.
- Real-time tracking and reporting: With real-time updates, businesses can track job progress, engineer and fleet locations, and inventory levels. This immediate information helps in making quick, informed decisions.
- Enhanced customer service capabilities: Field service software often includes features like customer portals and automated notifications. These tools keep customers informed and engaged, improving their overall experience.
- Integration with other business tools: The right tech can integrate seamlessly with other systems like CRM and accounting software. This integration streamlines workflows, reducing the need for manual data entry and minimising errors.
- Mobile accessibility: Designed for on-the-go access, it allows engineers to view schedules, update job statuses, and access customer information and more from their mobile devices, enhancing productivity in the field.
- Data security and accuracy: Advanced security features protect sensitive data, and automated data entry reduces the risk of human error, ensuring higher data accuracy.
- Scalability: As your business grows, field service management software scales with you. It can handle increasing data volumes and more complex operational needs without a hitch.
Bottom line: field service management software offers a wealth of advantages that can significantly enhance the efficiency and effectiveness of field service operations.
By switching to this specialised software, businesses can expect not just streamlined operations, but also a notable improvement in customer satisfaction and overall business performance. (More on how to make the switch next.👇)
Making the move from Excel to dedicated field service management software
Using new technology can feel daunting, but making the move from Excel to field service management software doesn't have to be overwhelming.
Let's look at some steps to make this shift smooth:
Step 1: Consider business needs: Begin by assessing your business's specific needs. Understand the areas where Excel falls short and how a dedicated solution can address these gaps. (Hint: real-time tracking is a biggie.)
Step 2: Choose the right software: Not all field service management software is created equal. Look for a solution that aligns with your business size, industry, and specific requirements. (We have a handy guide and free checklist here.)
Step 3: Plan the move: Develop a clear plan for the transition. This might include setting a timeline and planning key milestones.
Step 4: Get your team on board: Ensure your team is prepared for the change. Share the benefits of the new software and manage any concerns they might have.
Step 5: Migrate your Excel data: Think about the migration of your data from Excel to the new system. This is where choosing the right provider is so important.
Step 6: Gather feedback and make adjustments: After go-live, gather feedback from your team and make necessary adjustments to the software.
Step 7: Ongoing optimisation: Then it’s just a case of reviewing the software's performance and making improvements where necessary. (Business information can really help with this!)
Move from Excel to dedicated field service management software today
In wrapping up, it's clear that while Excel has played a role in field service management in the past, the way the industry has changed has highlighted its major limitations. Instead, field service management software is a far more capable and fitting solution for today's dynamic field service environment.
With its advanced features, real-time capabilities, mobile accessibility, and more, it's tailored to meet the unique challenges faced by engineers and field service businesses.
While moving from Excel to dedicated software may seem daunting at first, it is a strategic step towards streamlining operations, enhancing customer service, and boosting business growth.
By considering your business needs, choosing the right software, and planning the transition, your business can make this switch smoothly.
Feel free to use our savings calculator to work out whether making the switch from Excel stacks up financially. Or talk to us and we can walk you through how hundreds of similar field service businesses have done the same.
