The Importance of Job Tracking for Small Repair Service Providers

Repair service businesses are fast-moving. Keeping track of technicians and job statuses is crucial for their success. But that’s where most small-scale repair service businesses face a challenge. Leading businesses and industry experts, however, have changed the game with rapid adoption of job tracking software for repair services. These apps automate tracking jobs, technicians’ availability, customer feedback, and more. How far can digitizing job tracking enhance repair service efficiency? This blog answers it. But first, let’s take a look at the common challenges of small businesses in repair service. 

Common Job Tracking Issues Faced by Small Businesses

Most businesses run on manual or ad-hoc systems. These systems are paper-based or utilize first-generation computing tools, such as spreadsheets. When workloads increase, missed appointments, delays, and lost job details become commonplace.

Missed Appointments

The lack of a centralized or reliable system to track work orders leads to some jobs slipping through the cracks. When customers make new job requests, the customer support executive may make promises and create a new work order. But when overloaded with too many tasks at once, they may forget to assign the work order to a crew. Or they might assign the work order to a crew but fail to inform them about it.

Delays

Manual scheduling soon gets messy. The scheduler may end up assigning two jobs to a crew at the same time, or fail to assign a crew to a work order. When a crew calls in sick, there might not be ready replacements available, causing delays to all next-in-line jobs. Even otherwise, the schedulers may fail to prioritize jobs in the desired order. Such slip-ups can lead to serious issues, such as urgent jobs remaining unattended or a premium customer getting low priority.

Lost Job Details

Many small repair service providers store files in ad-hoc files and folders. They do not have a centralized repository or CRM to store job details or customer information. In such a setup, the field technicians struggle to access information.. They have to waste precious time scrambling for details. And the information they manage to get their hands on may be outdated.

All these small business job management challenges can frustrate any small business owner. The solution is to invest in field service tracking software.

How Digital Job Tracking Enhances Operations

73% of employees already track their field employees in some way. The reasons are not hard to find.

Digital job tracking is the number one way to boost operational efficiency in the field service industry. A job tracking software for repair services helps businesses centralize information. Service managers and technicians use the portal to access the latest and most relevant information.

Monitoring Job Progress and Real Time Updates

One of the biggest handicaps faced by service businesses is opacity. Installations and repairs take place at remote locations. Managers and supervisors cannot enforce real-time supervision.

The solution is real-time tracking through small business job management software. The suite brings technician activities within the supervisor’s sphere of control. They can, for instance, compare the time a technician spends at any point with benchmarks and intervene if there is a delay. Prompt interventions nip issues in the bud.

Mobile Access for Technicians: Ensuring On-Site Job Status Updates

Field service tracking software offers mobile apps for field technicians and other stakeholders. These apps connect to central servers and update information in real time. The apps also work offline and sync when the user reconnects.

Field technicians can use these apps to access information on the go. Supervisors can upload work instructions, including copies of work orders, to the system. Connected information repositories offer service manuals and client contact information.

Technicians can also utilize these apps to update job statuses in real time. They can capture and upload images, as well as generate reports. They can also download forms and checklists to work as instructed and file reports in a structured way.

Automated Work Order Assignments: Reducing Scheduling Conflicts 

Job tracking software for repair services automates work order assignments, streamlining the process. Service managers get a consolidated calendar view of jobs assigned to each technician, organized by date. They can identify busy and available technicians at any given time to assign work. 

The improved insights allow schedulers to assign work orders after considering all factors. The scheduler can avoid the root cause of scheduling errors, such as assigning work to an already overloaded technician. Scheduling conflicts reduce.

Easy drag-and-drop interfaces make it easier for schedulers to assign and re-assign jobs. Improved visibility makes sure all work orders are accounted for. Instances of some work orders slipping through the cracks and remaining unassigned reduce.

Automated notifications inform technicians of new job assignments or changes..

How Tracking Improves Service Quality 

Ready access to information and the ability to connect with the office in near real-time improve service reliability. Technicians equipped with all relevant information can work without making guesses and assumptions. 

Prompt communication of work assignments allows them to proceed to the work site equipped with the right tools and spares. When they have the right information and tools, they can get to work straightaway. First-time fix rates improve, and customer wait time decreases.

The enhanced quality of service offerings delights customers. Delighted customers come back with repeat business and also recommend the business to others. Such word-of-mouth recommendation is gold in today’s age of cutthroat competition.

Conclusion: Why Investing in Job Tracking Software Is a Must for Small Repair Providers. 

Businesses that use small business job management software become more nimble and flexible. They gain one up on the competition by becoming hyper-efficient. They can better attend to the customer’s specific needs in a timely manner.

Field service tracking software such as ReachOut delivers all the benefits on offer. ReachOut’s ticketing system helps business owners and managers track work orders from start to finish. The suite Integrates quotes and estimates, allowing the creation of work orders from approved quotes. The robust scheduling and dispatching capabilities preempt scheduling conflicts and delays. Mobile apps offer access to information repositories and checklists. Technicians have ready access to information. They can execute their work fast and with precision. The suite also automates back-end processes. Field technicians can auto-generate reports and invoices, making job supervision and tracking easier. The huge efficiency and quality gains on offer mean businesses can recoup the investment in the job tracking software in a short time. 

 Explore how ReachOut can simplify job tracking for your business. Request a free demo now!