Like the rising and ebbing of floodwaters, a small restoration business must be able to rapidly scale up or down to meet ever changing demand. Like the tides, the property damage industry is cyclical by nature. Restoration companies must constantly adjust handle more or fewer claims, manage their workforce and constantly manage an ever-growing administrative requirements. Having the right workflows in place ensures that operations run smoothly if the tide were to suddenly shift. Companies in the field service industry must regularly review workflows and processes to ensure they align with the size and complexity of the job and company requirements.
A recent survey released by Honeywell and The Service Council of 260 decision-makers about their field service processes revealed that around 25 percent of companies in this sector had not conducted a process review in the past year. Meanwhile, about 63 percent of this group hadn’t done so in more than five years. According to the survey, field service organizations could potentially save an average of $875,000 annually by improving workflow processes.
“We see a maturity path for field service organizations where their goals evolve from replacement of paper-based processes to productivity enhancements to resolution and revenue growth,” said Sumair Dutta, chief customer officer of The Service Council. “There are many areas of low-hanging fruit available to service leaders to improve their workflow processes and results. As such, investments made in process change, the supporting technologies, and also in people need to be targeted and evaluated with these strategy goals in mind.”
Implementing mobile workflows that are automated and role based delineate the tasks of each worker, team and sub-group which ensures that everyone knows what his or her job is at a particular point in the project’s progress. At the same time, eliminating the flow of paper from one person to the next by replacing it with a cloud-based document management system also optimizes the employee workflow.
By utilizing a mobile cloud-based restoration management system, you can keep your company nimble and capable of scaling up to respond to changes in the market and client demand.
Transferring paper documents from one person to the next can be a prolonged and often redundant task. This is especially true for restoration companies with project managers and various team members darting from one job site to the next. Time-sensitive information cannot wait at the end of the day to be inputted or relayed to the right person. Reading something over the phone can lead to summarized recaps that leave out important details. Papers that need signatures must be made in-person.
The importance of real-time digital documentation is vital in the restoration industry, where such a big portion of the job requires a significant capturing of job information and papers that need to be moved to different stakeholders. Without an effective way to manage the flow of these documents from one person to the next, you can create unnecessary bottlenecks or have critical paperwork literally fall through the cracks.
By eliminating paper from your process by relying on a cloud-based restoration management solution, you can eliminate the paper flows that cause delays by ensuring everyone has access to the document immediately on their mobile device at any location. No longer do you have to wait for a particular person to pass along a paper or information.
A lack of communication can be the scourge of any restoration project. Without team members collaborating and informing each other when working on and completing a task, a restoration job may not finish on schedule or within the allotted budget. Needless to say, if this were to happen regularly, it could spell total disaster for your company.
One of the causes of this problem is the way companies – even those in the restoration industry – have siloed and isolated departments from one another. This inhibits collaboration and data sharing, and creates tangles and confusion in the workflow.
Mobile restoration management software bridges information silos, letting team members instantaneously share information without having to leave the job site or their office. With greater collaboration, team members can coordinate their work on a particular restoration project and ensure that everyone’s efforts are streamlined to finish the job as efficiently as possible, regardless of whether you’ve had to bring on new employees or cut back on a few.
“You need a bird’s-eye view of the entire operation to successfully manage various workflow strands.”
Track and monitor progress
Although better communication between team members improves workflow efficiency, these are still those information gatekeepers working on their own specific workflows. To successfully manage these various workflow strands, you need a bird’s-eye view of the entire operation.
However, according to a recent study by Capterra, only approximately 19 percent of companies are using custom mobile apps designed specifically for their industry, with the rest likely using off-the-shelf or no apps at all. These generic mobile apps will most likely not be optimized for a restoration company and may not be able to track and monitor the progress of industry-specific workflows.
With a mobile, cloud-based claims management solution like Next Gear’s DASH, restorers can track and monitor the progress of every team member on every job site across the entire enterprise. This granular overview allows you to pinpoint bottlenecks causing delays in your schedules. By identifying and isolating these pain points, you can implement powerful tools to optimize workflows across your entire restoration enterprise.