System optimisation is a critical and regular maintenance process that helps you ensure business tools, like your job management software, stay up to date and effective.
And no, we’re not just talking about making sure you’ve installed the latest update, we’re talking about cutting out irrelevant data or tools, reviewing workflows, seeking feedback and a lot more.
Having helped optimise hundreds of business systems around Australia for almost five years now, our team knows a thing or two about getting started with optimisation.
So, we’ve put together the ultimate list for beginners who are looking to tidy up (or level up) their business software but aren’t quite sure where to start.
Here are three ways you can start optimising the use of your software in your business:
1. Get out that red pen, it’s time to cull outdated and/or irrelevant data
Seeing double in contact records? What about that customer data from 2001 - is it even up to date anymore? Getting rid of duplicates and outdated records is key, so start there.
Too much data can easily affect the speed of your system, and workflows within it, so getting rid of any unnecessary information is a great first step.
Also, consider culling leads that haven’t amounted to anything. If there are records that you haven’t secured a job for and you last spoke over a year ago, it’s time to let them go.
If you’re using job management software, like simPRO, there are plenty of reports that can help you determine what data to cull, like Lead Activity, Duplicate Contacts and more.
2. Get in close, and take a look at the workflows you’ve built
If you’re finding yourself frustrated with the time and/or efforts staff are taking when using a system, the problem may not be their own efficiency, it could be the workflows they’re following.
Businesses can quickly outgrow workflows that were designed at the initial implementation of software systems, so it’s important to actually make time to review and improve them.
Spend some time with your office and field staff to see how the workflows they’re following integrate with the rest of their daily schedule. Are they flowing smoothly? Or a little awkwardly?
The very software you’re using can even help you get an idea of how efficiently your staff are moving throughout the day using reports. simPRO, for example, has the Staff Overview report.
3. At the very least, put the feelers out amongst your staff
If all else fails, or you’re looking for a more timely way to start optimising, your best bet is to open your office door and ask your staff directly for their feedback.
This step is always the most valuable one, in fact, it’s often what we open with when we join a business to help them with their optimisation. Your team will easily help you identify blockages.
As your men and women on the ground, they’re going to know what workflows take up too much of their time, the software features they avoid because they’re clunky, and more.
Your job is to create the space for employees to feel comfortable sharing negative feedback. So, make sure to be clear that their evaluations are going to help you improve their workflows.
Want to optimise your systems, but lack the time and staff to get it done? We can help.
We’re no strangers to the complexity of the inner workings of job management software, in fact, we’re experts at navigating it!
Modus Operandi is dedicated to helping tradies and contractors get the absolute most out of their job management systems when it comes to optimising day-to-day workflows.
Our crew of software specialists would be more than happy to sit down and chat about how you’re currently using your system, the issues you’re facing and the solution you’re chasing.
To get in touch with our friendly and available crew, all you need to do is give us a call on 1300 446 682 or click here to visit our website.