The Benefits of Field Service Management Software for Property Managers

Property managers oversee multiple properties, each with its own unique requirements. Coordinating maintenance and repairs for these properties can be daunting, especially when aligning specific needs with the availability of the service crew. Field service management software makes managing multiple properties easy and friction-free. The software improves field crew productivity and operational efficiency, which has a spillover impact on lower operational expenses and lesser per-unit overheads. Operational costs come down, making the property management service more profitable.

Field service management adds value to property managers in many ways. The suite allows property managers to manage properties seamlessly and improve tenant satisfaction. A comprehensive FSM software offers end-to-end field service functions. It covers estimations, scheduling, dispatching, reporting, and invoicing. It also structures workflows and streamlines information management, communication, and collaboration.

This blog will help you recognize the benefits of using a field service management system for property management services. Read on!

Read more: How to Choose the Right Field Service Management Technology

How Property Managers Use Field Service Management Software

A property manager’s operations revolve around many tedious and error-prone tasks. Jobs like property audits and inspections, repair and maintenance management, tenant management, etc., demand exceptional efficiency. A field service management software can help optimize operations at each level. It streamlines scheduling and dispatching. FSM software offers comprehensive views on job assignments and easy scheduling tools. It also enables quick dispatching through integrated maps and integrated inventory management.

The FSM software streamlines reporting and analytics, offering a big upgrade from error-prone manual reporting. Electronic data capture improves speed, accuracy, and the quality of analytics. Business managers get actionable insights to make better and faster decisions.

The FSM software improves communications and collaboration. Self-service portals allow tenants to raise service requests and receive real-time updates, and information repositories offer work crews ready access to relevant information.

Key Features To Look For In A Field Service Management Software

A good service management software offers end-to-end property management features. It can generate online estimates and quotes. Customer support agents can attend to customer requests without delay. When customers approve the quote, it converts into a work order. A ticketing system allows service managers to track the work order until the end.

The field service software also streamlines scheduling and dispatching. The mobile apps allow field crew to:

• Access information
• Connect with supervisors
• Download forms and reports
• Collect electronic data
• File reports
• Generate invoices.

Service managers can track the reports and status for information on the work crew location and status of work completion. They can intervene when needed or update tenants on the live status. The end-to-end process becomes seamless and fast.

1. Better Scheduling and Dispatching

The core utility of any field service software is scheduling and dispatching. Property managers may use the software to synchronize maintenance and repairs, making operations more responsive and workflows seamless.

Integrated Views: The service scheduling software offers property managers integrated calendar views detailing all work assignments. The manager can figure out the crew available to take up new job assignments on any given day or time. They can identify work crews already assigned to other jobs, work crews with leaves or weekly offs, and other unavailability.

Easy Job Assignment: Easy drag-and-drop interfaces allow managers to assign jobs to any available technicians. They can identify crew already close to the property to save on travel time and fuel costs.

Instant Notifications: Instant notifications and reminders to the app notify the work crew of the new job assignment or any changes in the scheduling. This keeps the work crew in the loop and eliminates instances of no-shows due to communication gaps.

Integrated Maps: Integrated maps guide the work crew to the property through the best routes from their current locations. The crew spends less time on the road and reaches the property in the fastest possible time. Quicker turnaround allows them to take up one or two extra assignments per shift. Their productivity improves, as does the enterprise asset use ratio and efficiency.

Integrated Inventory: Integrated inventory prevents stock-out situations. Work crews do not return without completing their work due to a shortage of spares or supplies. For example, the dispatcher ensures the cleaning van has the needed cleaning chemicals and equipment. Likewise, if the work order requires fixing a broken lock, the dispatcher ensures the crew proceeds with spare locks and hardware. A revisit wastes the crew’s time, duplicates the fuel costs, and causes an all-around delay.

2. Improved Reporting and Analytics

In a manual setup, the field crew wastes considerable time filling out forms and preparing reports at the end of their shift. The process could be more convenient, time-consuming, and error-prone. Many mistakes and omissions occur as the field agents transfer their field notes to reports. FSM software improves reporting and analytics.

Electronic Data Capture: The field management system automates and streamlines the process. The field crew captures electronic data, such as before-and-after images of the work site. They also collect digital signatures of the property owner or tenant as proof of work execution.

Custom Reports: The system collates the information into custom reports. Service managers and supervisors can use these reports to stay updated, and support agents use the reports to update tenants about the status of work completion.

Actionable Insights: The data in the reports also becomes the basis of analytics. The analytics offer rich insights into operations, which business managers use to decide on service offerings, pricing, and promotions.

Service managers use the insights to improve operational efficiency. They can drill down to team productivity reports and pinpoint lag and inefficiencies. HR managers can use analytical insights to manage the performance of field crews. For instance, the insights can be used to tailor training initiatives.

3. Enhanced Tenant Communication and Collaboration

FSM software improves communication with tenants, leading to improved tenant satisfaction. The software offers secure messaging facilities. Tenants, property managers, and work crews can communicate directly without friction and with full traceability. Best-of-breed software also integrates with email, further streamlining communication. The work crew may, for instance, auto-generate an invoice for the repair work and email it to the tenant.

Self-Serve Portals: The best field service management apps offer self-service portals and apps. Tenants can log in and raise service requests without going through intermediaries. They can also get quick estimates, approve the same, and raise work orders.

Real-time Updates: The field crew files reports and updates stakeholders, including tenants, on the work status. Property managers follow up with such communication. They can make timely interventions to resolve any issues as needed. GPS tracking allows support agents to update tenants on the accurate ETA of a repair crew’s arrival.  

Information Repositories: The field service software also serves as an information repository. It can host important documents such as lease agreements, property location, wiring and plumbing blueprints, etc. The service manager can upload copies of the work order and other relevant information. The work crew can access such information through their mobile apps. Such ready information helps them get to work immediately equipped with complete information.

Read more: A Complete Guide to Maintenance Management Software

Why Is ReachOut An Ideal Field Service Management Software?

Property management firms benefit from field service management software only when the software is an ideal one.

ReachOut is an industry leader in providing end-to-end property management field services. The comprehensive feature set, intuitive interfaces, and integrations make operations flexible and easy. The robust backend ensures integrity and security. Easy scalability future-proofs expansions. 

Property managers using ReachOut can improve productivity and efficiency. They can also speed up work, reduce expenses, and deliver better-quality work. Tenant satisfaction goes up to the next level.

Try our ReachOut for free today. Sign up for the free trial now!