Managing a team which is not present at the sight of a manager is probably the most daunting task to do. Managing a staff outside office premises involves a lot of variables which need to be taken care of. It requires time and labor to keep track of these factors and their changes.
These tasks involve manual inputs which have a huge probability of committing errors. Incorrect and incomplete information creates unavoidable delays. To take care of these scenarios, we have field service management.
What is Field Service Management Software?
A Field Service Management (FSM) software is an application that manages the resources who work outside of the office premises or on the client site. This includes managing activities like transporting, scheduling work, and administrating activities like billing, inventory, accounting and much more.
Field service management software is majorly used to manage installations, repairs, and servicing of equipment.
This software for small business can be deployed inside the company as well as on the cloud. But it is mostly used online and is integrated with applications for billing, inventory, accounting and HR management.
There are Broadly Four Types of Field Services:
- Repair Services
- Maintenance Services
- Business Consultation
A technician goes for a field service if a machine is broken or not working properly at some remote location. Repair services take place in remote locations where the service executive has to travel to.
Maintenance is also a part of field services that re-occur for different devices time to time. To prevent the equipment from wearing out completely, few activities are performed on these devices to make them work properly.
These activities involve replacing the parts that are not performing well, assessing parts for future damage and performing regular inspections. Maintenance of machinery helps minimize frequent breakdowns and increases the shelf life of machines as well.
Few machines and devices are complicated to install yourself. You are definitely going to need a technician to install it. The technician will perform a set of tests to ensure that the device that you are about to use is completely functional.
Service visits do not necessarily have to be on-the-spot appointments. Business consultation also involves analysis of your device and requirements. Results from the consultation can help gain insights to optimize your machine efficiency.
Why Should You Use Field Service Management Software?
Job scheduling, mobile access, built-in messaging and analytics are a few of the features of the best field service management software. Let’s have a look at them in detail.
- Job Scheduling
To run processes smoothly, scheduling is a necessity. Without proper scheduling, you will not be able to manage the huge number of changes and resolve the issues cause by improper schedules. For example, if an executive falls sick suddenly, rescheduling has to be done and several last minute changes have to be met.
Rescheduling these tasks manually is almost impossible because of the massive number of variables involved. A field service management software in India comes in handy in these types of crisis.
- Mobile Access
Because these field service executives are not physically present at the office premises, field service management software for cloud supports mobile access as well. This mobile accessibility helps because every activity is recorded on the cloud and we are going towards a digital era.
This mobile interface is basically an app which gives access to crucial information about work to these field service executives. They can view schedules, receive notifications, and mark the work done inside the app.
- Reports and Analytics
Field service management has a feature of built-in reporting feature. With this feature, you can analyze your data and find latest trends to optimize your business.
This feature analyses data involving the scheduling mechanism, time taken to complete different jobs and various customer service efforts. These reports help to give the best results to make the existing processes even more effective.
- Built-in Messaging
With field service management software, you will receive a built-in messaging system which helps the field service executives to communicate easily. It tracks every bit of communication gives the ability to communicate with executives at one go.
It also lets you tag each technician for each work order. Service executives can ask questions and chat with one another when on the field.
Why is Field Service Management Software Beneficial?
With benefits like field tracking, data management and improved customer service, a field service management software cancan make various business processes a lot simpler. Let’s see what else is stored in a field service management software.
- Tracking Anything and Everything
Things like calculating the time required to complete a job, booking or cancellation of appointments, sending invoices and streamlining the process can be done with field service management software. Functions like analyzing and organizing the data is also be taken care of by a field service management software.
This software can help collate data from different sources across various devices and provide relevant answers to different service related questions.
- Managing Your Data
With the help of Artificial intelligence, a field service management software can assess various variables. This technology can calculate results in an instant with information like machine history, customer location, inventory and service availability. These types of calculations can take hours if done manually.
- Internet of Things
The technology called the Internet of Things is used in field service management software to connect every device in the organization. This would enable the technicians to upload and receive information and the customers to book an appointment and schedule it themselves.
- Know Your Customers
There are quite a few appointments that a service executive has to attend in a day. With field service management software, they can make each visit personalized. This software lets you access details about the customer.
Data like customer history, customer address and other background information, let the service executive have a more personal connection with the customer. This also removes the need of asking those repetitive questions that are asked to the customer since the service executive would already have that information on their device.
- Integrate With Third-Party Applications
You can integrate your field service management software with tools like CRM and ERP to monitor the entire workflow and internal processes. The ERP software will let you integrate the system to help you automate your processes like inventory, purchasing, invoicing and more.
With the integration of CRM tool, you can work on improving the response rate and analyze the areas you are lagging behind.
- Manage Your Inventory
Field service management can provide the functionality with which it can continuously update the list of the number of parts available in real-time. This feature makes sure that a service executive reaches the site with the required parts on time.
Also, you can re-order those parts on time which are out of stock. This helps in smoothing out the processes in the organization and the overall customer experience as well.
The ultimate goal of a field service management software is to make the existing processes simpler and the communications better.
Now that you know how important field service management software is, it’s time to get one for your business as well. You can have a look at the wide variety of field service management software for your organization here and choose the one suitable for your business.