Tips for choosing job management software

Choosing the right job management software can take hours of research. This article highlights the key points to consider for finding the right job management software to match your business objectives.

Job (or business) management software becomes integral to your daily work process. It is, therefore, important to make the right choice in order to minimise disruption to the business and staff. Shop wisely and be sure to choose the tool that’s going to be with you for the long haul. By taking the time to define and understand your key objectives, the right choice of software for your business will become clear.

Know your goal

Any software vendor who has an understanding of your industry will want to understand your business first. A question you’re likely to encounter is “What is your end goal?” or “What are you hoping to achieve?” The answers vary greatly from business to business. Typically, three primary reasons are: to make more money, free up more time or prepare an exit strategy. Understand the reason for your purchase and it’s much easier to align the software to your own business objectives.

Understand your business

You know your own business better than anyone. By being mindful of the services you offer and your own process, you’ll find it much easier to align your requirements to the software’s feature set. Ask staff for ideas on how their job could be made more efficient through software. Remember, it’s the productivity of the business as a whole you’re looking to improve.

Consider the following:

Staff numbers: Consider the size of your business and projections for future growth. A small outfit with one or two workers on the road and one or two in the office may get away with a cheaper option as long as there are no plans for growth.

Type of work: Service, routine maintenance or project. Look for flexibility in case you need to shift your focus from one type of work to another.

Estimates and quotes:­ Project work requires accurate estimates and detailed quotes. You’ll want flexibility over those margins in order to create a tender which is both competitive and profitable.

Inventory tracking: Tracking materials in each van will help determine what’s been used and what needs to be picked up.

Catalogue and ordering:­ The ability to import price files from suppliers keeps your prices up to date.

Multiple entities:­ Often businesses will treat their various interests as separate companies but you wouldn’t want two disparate systems under one roof. Ask about the multi­company capabilities on offer.

Reporting: This one is substantial - it differentiates the cheaper options with those that cross into business management. Take this opportunity to get a clear picture of the health of your business so you can understand where you’ve been and the direction you need to take. Access to comprehensive data provides the information required to make sound business decisions. This is the ideal time to reassess everything you do. Look for a software vendor who will take the time to demonstrate how the prospective new system will improve the way you operate and satisfy your objectives.

Field service management

Once the office processes have been considered, it’s time to turn your attention to the field. Efficient management of time in the field becomes critical to increasing profitable hours. Proper integration of the field and office removes duplication of data, increases transparency and creates a business-wide workflow which is appreciated by both the staff and clients. Once field activities and the back-office operations are working in unison, the advantages of a sound business management solution become immediately obvious.

The field app

Research the field app and the feature set. Check what configuration options are available to tailor the app to the workflow of your field staff. Ask if the app simply details information about the job or whether it has GPS, JSA and/or field payment options.

Research the vendor

Look for the story behind the software. Check the company website to see who’s behind it and how long they’ve been in the game. Browse their blog to see what activities they’re involved in. Most options you’ll find are cloud-based. If so, check their track record in helping businesses move ahead uninterrupted. Find what other services they offer. The ideal choice is going to be one that offers more than just software. Find a vendor who is available to help improve your daily businesses process. Consider services such as: implementation and training - be sure to understand who’ll be responsible for configuring the software, training and implementation once you’ve made the purchase; support options - check what support is available in case staff have questions. An additional bonus is the ability to request features to be considered for later development. Trusting your time, money and future business infrastructure with a software package is not to be taken lightly. All too often you’ll hear of businesses going for the cheaper option only to eventually discover its shortcomings and go through the entire process all over again. Consider the dollar value but don’t forget the time and people involved. Narrow your list, then talk to the vendor to ensure the solution you decide to build into your daily workflow aligns with your goals