Today’s customers are well-informed and demanding. They no longer go by the brand image or marketing pitches. Rather, they seek the opinion of other consumers with similar tastes and their direct experience with the brand.

Happy customers return and spread positive word-of-mouth referrals. The direct benefits for the company include more sales and an increased customer base. The indirect spill-over benefits are more numerous. Positive word-of-mouth means lesser advertising expenses. Increased sales improve employee effectiveness and morale, which in turn reduce employee turnover. The multiplier effects include reduced recruitment and training costs. Happy and satisfied customers mean lesser work for customer support agents and even more savings.

But making customers happy is not easy. 

A key determinant of customer satisfaction is the fast and efficient service delivery. In PwC’s December 2021 consumer insights survey, 50% of customers consider efficient service delivery before patronizing a business. 

In today’s digital age, service business software is critical to ensure seamless operations. 

How can service business software improve customer experience?

The sheer volume of transactions, increasing compliance mandates, and the ever-demanding customer requests means businesses can no longer remain in control through traditional manual or first-generation digital systems.

Businesses with service management software can deliver fast, efficient, and high-quality customer service. 

1. Online booking and quotes

Most customers loathe vexatious and time-consuming phone calls. They prefer self-service options, especially making service requests and appointments through digital channels. 

Service business software allows businesses to set up digital touchpoints. The latest suites automate the process. 

When the customer makes a service request, the software generates a quote. The best suite offers instant quote generation options. When customers change the variables, the quote changes instantly. At the backend, the service management software pulls data from other systems using robust APIs and delivers the quote.

The service management software opens a ticket when the customer accepts the quote. The associated stakeholders can easily track end-to-end work progression through the ticketing system.

2. Faster scheduling and routing

Field service management software enables fast scheduling. It caters to customer expectations of speedy service execution. At the same time, it keeps costs in check and ensures optimal work allocation to field agents.

The intelligent scheduling capabilities of the field service management software assign work to field agents based on skills, expertise, and availability. The software links to skill repositories and matches the job requirements to available agents. 

Likewise, the software links to the inventory suite. If the field agent makes a service visit without the correct spares or tools, they leave the work incomplete. A revisit doubles the costs and increases the wait time of next-in-line customers.

Intelligent scheduling also reduces drive time and increases agent productivity. It ensures the field agent can proceed without backtracking from one job to the next. Likewise, the scheduling algorithm ensures scheduling the agent only during working hours.  

Field agents assigned to jobs may refer to the integrated maps to reach their work sites through the best routes.

Real-time tracking, through GPS, enables managers to monitor the field agent’s progress in real-time. They can inform customers of a delay and intervene to correct any issues causing it.

Automated field service management software streamlines and speeds up the process. Manual scheduling, in contrast, involves all-around confusion and mix-ups. Schedulers grapple with phone calls, and some service requests remain unattended. Customers wait endlessly.

3. Streamlined communication and information management

The number one reason why customers abandon a business is poor communication. Customers expect fast responses in today’s fast-paced business environment. They also expect to communicate with the right person who can solve their issues instantly. 

Service business software streamlines the communication between businesses and customers. Customers get automated and up-to-date information through their channels of choice. For instance, they get early reminders on appointments or upcoming maintenance schedules. Upon completing a service, the business can offer a payment link that facilitates easy, contactless payment. 

The service management software also provides agents with ready access to information. Field agents get access to customer contact details, service manuals, and communication logs. The resultant’s insights empower them to work faster and better. 

Effective and proactive communication makes service delivery faster. It also builds trust and reduces misunderstandings to boost customer experience.

4. Streamlined service delivery

Home service software ensures smooth operations. 

Best-in-class service management software allows field agents to download forms and checklists. They can also generate electronic reports, doing away with manual, error-prone paperwork. Forms and checklists also enable a structured way to meet compliance obligations.

Robust APIs enable the free flow of data and integrate processes. The field agents, for instance, can generate invoices and collect payment when work is over. The service management software also automates backend tasks such as payroll and accounting.

When customers receive prompt services, their satisfaction levels increase.

Read more: 7 Ways an Enterprise Service Management Software Boosts Service Business Growth

Top features to look for in a service business software 

Not all service management software is equal. The features and functionality of each suite will vary, depending on the product positioning and target audience. But any service business software will underperform without the following basic features.

1. CRM: Access to CRM makes available customer details and service history. Such information gives field agents the insights to do their work quickly and better.

2. Calendar: Calendar views make explicit the position of field agents at any given time and upcoming schedules. Such a birds-eye view improves supervision and enables more efficient scheduling and dispatch. Managers can identify and assign jobs to free field agents easily.

3. Mobile app: The best field service software is cloud-based, accessible anytime, anywhere. It offers companion mobile apps that field agents and other stakeholders can download. These apps provide ready access to information. It also enables seamless communication between field agents and the office. Field agents use these apps to mark work completion, auto-generate reports, capture electronic signatures, and more.

Learn more:

4. GPS tracking: The companion mobile apps also enable real-time Uber-like tracking of field agents. Such monitoring enables waiting for customers to get a real-time ETA. It also enables adherence to quality and safety standards. Pipeline views into operations and work progress enable managers to control operations.

5. Forms and checklists: Forms and checklists improve the productivity and efficiency of field agents. It also allows managers to control workflows and ensure the work meets safety and compliance mandates.

6. APIs: The field service management software does not work in isolation. APIs ensure seamless data flow with other enterprise and third-party apps. Such connectivity improves the quality and accuracy of the output.

Read more: Why Field Service Businesses Cannot Ignore Scheduling and Route Optimization

How service businesses software personalize customer interactions 

Technology advancements make personalization easier than before. 

Service business software stores customer information and preferences. Service managers and field agents can access such information to deliver personalized services. Businesses may apply predictive analytics to such data. The insights offer tailored recommendations and satisfy customers’ preferences. 

Consider a scenario where a service representative goes to complete a quoted job. The customer might have contacted customer support in the interim for some changes. Or the customer may want some changes when the field service agent arrives at the site. Without service management software that offers real-time collaboration with the office, the field agent may be unable to cater to such changed requests. 

Customers may also have doubts regarding the invoice. The field agent with access to CRM records could offer instant answers. Without a field service management suite, the resolution would require manual follow-ups, taking days and wasting time. 

Customer satisfaction metrics often go hand-in-hand with revenue and profitability. 

ReachOut’s in-built ticket management system, centralized customer data repository, dynamic scheduling and dispatching options, digital forms, pipeline job tracking views, automated invoicing, and companion mobile apps guarantee fast, efficient, and high-quality service delivery. 

Customer retention depends on customer satisfaction, which, in turn, depends on customer experience. Good service business software such as ReachOut enhances the customer experience in a big way. Connect with us today to learn more!

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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