Scheduling and dispatching are complex and dynamic exercises. Getting it right requires understanding the customer’s exact needs in real-time. The scheduler has to identify technicians with the right skills and experience. They have to schedule jobs that ensure customers wait for the least possible time. Several further considerations make the task complex.

  • The assigned technicians may call in sick, forcing a reschedule of other jobs impacted by the reschedule. Also, technicians assigned jobs during their leaves or holidays lead to overwork and cause stress. The company also incurs overtime costs for no reason.
  • Customers may cancel or request a change in timings, or inclement weather may force a change, again forcing a reschedule of many jobs.
  • Emergency jobs may need immediate attention.
  • Assigning jobs to a technician who already has one work assigned requires calculating how much time the previous work will take. Scheduling too many appointments causes delays and stresses out the technician. Scheduling jobs light leads to inefficiency and low asset utilization. Overheads increase, and the business becomes uncompetitive.

Customer support agents often do not have such ready information on hand. They scramble to find out the correct information. In the process, they make errors or keep the customer on hold for a long time. 

Finally, after getting the scheduling right, dispatching comes with issues. Often, the work crew gets delayed as they take the wrong route or waste time seeking instructions.

A field service dispatch software offers a solution to these difficulties. 

Read more: Can Scheduling and Dispatching Software Make Your Business More Productive?

The importance of streamlining scheduling and dispatching

Streamlining dispatching and scheduling improves the efficiency and effectiveness of field service operations. Streamlined field service operations deliver

  1. Increased efficiency. Matching technician expertise with job requirements ensures the right technicians handle the right jobs. The number of wasted trips reduce. 
  1. Increased speed. Automated systems match technicians with available jobs, reducing the time to dispatch technicians. Integrated maps guide work crews through the most optimal route.
  1. Improved customer satisfaction. Streamlining dispatching and scheduling ensures technicians arrive at their appointments on time. Wait time reduces. Automated systems also allow customers to see the status of technician arrival in real time. Increased transparency builds trust. Customer satisfaction and loyalty improve.
  1. Cost savings. Reducing the time technicians travel and wait for work enables covering more clients per day. Agent productivity and asset use ratios increase. The business also saves on fuel and other connected expenses.
  1. Reduced administrative burden. Automation reduces the time and effort of managing unproductive administrative tasks. The staff can focus on their core tasks. 

How field service software streamlines scheduling and dispatching

A field service dispatch software can help streamline scheduling and dispatching in several ways:

  1. Algorithm-powered efficiency: Dispatch software use algorithms to match technicians with the right jobs. The algorithm considers various factors, such as location, skill level, and availability. Matching technicians with jobs reduces the time for technicians to their next appointment. Errors and miscommunication get eliminated.
  1. Better resource utilization: Dispatch software optimizes technicians and other resources. Integration with inventory ensures field crew proceeds to the work site only with the right tools and spares to do the job. Integration with maps ensures the work crew uses the best route and spends less time on the road and more time at customer premises. Resources get used to their full potential rather than sitting idle.
  1. Improved communication. Automated systems offer field workers better communication tools. They stay informed and connected while on the job. They can, for instance, collaborate with remote experts to solve complex issues and ensure first-time fixes. Real-time updates and alerts keep everyone informed and connected while on the job.

The positive impact of automating scheduling and dispatching depends on implementation. The wrong software or faulty implementation may lead to employee stress and poor customer experience. 

Read more: How To Utilize Your FSM Software To Gain Maximum Field Service Management Efficiency!

How to choose the suitable FSM suite

Make sure the scheduling and dispatch software for the field service business ticks the following:

  1. Compatibility with your existing systems: The best dispatch software syncs with other business systems, such as CRM and accounting software.
  1. Ease of use: Look for easy and intuitive dispatch software that dispatchers and technicians find easy. 
  1. Scalability: Choose dispatch software that can handle increased workloads. A suite that does not scale can stifle growth later on. 
  1. Features and functionality: Consider the specific features and functionality needed. Most suites offer basic scheduling and dispatching options. Consider real-time tracking, invoicing and billing, and electronic data gathering options. Ensure the software has the features to support the business without straining systems and processes. 
  1. Price: Find software that fits the budget. But do not select the lowest-priced software. Consider the value on offer. Good field service software pays back the investment quickly.

Read more: Why Mobility is a Must-Have Feature in Field Service Software

How ReachOut Suite fits the bill?

ReachOut Suite offers advanced features to manage and optimize field service operations.

1. Scheduling and dispatching. ReachOut offers scheduling and dispatching tools that provide a bird’s eye view of assigned jobs by day, week, or month. Schedulers get handy options such as drag-and-drop interfaces to make scheduling easy.

2. Real-time updates and alerts to keep everyone informed and connected. Customers get an ETA of their agent’s arrival. Supervisors may track agent progress and intervene to sort out lag. Managers may review logs and work with agents whose performance falls below benchmark levels.

3. Invoicing and billing. Automated tools for creating and sending invoices streamline the billing process. Back-end payroll and accounting tasks also get automated, saving businesses clerical costs.

4. Inventory management. Inventory tools, such as real-time inventory levels update, enable dynamic inventory management. Syncing inventory management with dispatching improves first-time rates.

5. Asset management. Tools for tracking and managing assets improve asset use and optimize scheduling. The integrated scheduling solution ensures field agents leave with the right tools and spares. Instances of field crews making wasted trio due to lack of needed spares get eliminated.

6. Reporting and analytics. A range of reporting and analytics tools to help businesses track and analyze operations and make improvements.

ReachOut field service management software offers a comprehensive feature set. A range of customization options makes it easy to tailor the software to suit specific needs and preferences. Companion mobile apps for technicians offer real-time updates and alerts. They also get a robust communication channel with the office. APIs enable seamless sync with CRM, accounting suite, and project management software. 

ReachOut grows with your business. The suite offers a range of plans and pricing options to meet the needs of companies of all sizes. With a robust back-end, a scalable solution is a powerful tool that improves competitiveness. Connect with our experts today to learn more about ReachOut!

Digitize your field service operations from scheduling to invoicing with ReachOut. Connect your technicians with the companion mobile app to execute jobs and reduce paperwork in the field. Try ReachOut now and give your customers the fast and quality service they deserve.

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Aarathy is a Senior Digital Marketing Analyst at ReachOut Suite. She is majorly into content marketing and focuses on getting the messaging right across a host of marketing collaterals. While not working on content, you can find her juggling SEO, social media, branding and more. She enjoys exploring new frontiers in digital marketing and the associated challenges keep her going.

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