Mobile Workforce Management and Automation for Field Services

What is Mobile Workforce Management?

Mobile workforce management is the set of software, tools and processes used to support, manage and communicate with mobile workers. It often refers to field service workers, who are an excellent example of the type of team mobile workforce management supports.

• Pros
  • Better resource management
    With mobile workforce management, utilize your current resources most effectively. Effective time-tracking means scheduling and dispatching can be optimized for minimal travel time, and direct communication and notifications reduce delays to get the most out of labor hours.
  Timely and personalized service
  The time savings result in more schedule openings, appointment times and quicker turnaround for your customers. Shorten the turnaround time with mobile workforce management and understand customers’ needs without manual back-and-forth.
  • Real-time data collection
    Time-tracking tools, part of most workforce management platforms, mean you’re able to keep tabs on which team members are in the field and what jobs they’re attending in real-time. Mobile workforce management systems include communication and reporting, so your business knows the progress of every job.
  • Reduced operational costs
    The mobile workforce automation, resource management and direct communication features provided by a management system mean lower operational costs while improving productivity and effectiveness.
  • Daily updates
    In addition to real-time data collection, time-tracking and effective reporting, mobile workforce management systems provide your business with daily updates about completed/in-progress jobs, employee productivity and any raised issues.
• Cons
  • High initial investment
    Implementing a mobile workforce management system can be a significant cost, which might not be viable for some businesses. It is an investment, so there are returns, but it is a large upfront cost.
  • Integration challenges
    Introducing any new system to your current workflow can disrupt things, but a mobile workforce management system is a significant change and can be difficult to integrate with your current process. Accounting, scheduling, communication and documentation will all be affected.
  • System downtime
    The above challenges might also lead to downtime while the system is being set up. There is also the risk of downtime in the system itself, and for a business that relies on it this can mean disruptions for the whole team.
  • Data security risks
    The wealth of data and tracking capabilities of mobile workforce management have a flipside; data vulnerabilities.
  • Employee adaptability
    Not everyone has the same skills or knowledge, and when it comes to software and tech your crew can vary wildly. Mobile workforce management includes tools and software that may have a steep learning curve and present challenges to workers.

The role of mobile workforce automation for the trades

Trades businesses often have a varied workforce: some employees are at the office performing essential duties, while the bulk of workers are in the field or onsite to provide services for customers. There can be a mismatch in communication, what’s on the schedule and how jobs are actually going, and for trades, this has long been part of managing a business.

Mobile workforce management and automation are able to streamline and centralize these processes, so no matter what kind of employee is working and where they work, everyone is on the same page and communicating effectively.

Field service software: A solution to managing your mobile workforce

Technology and software have continued to develop and adapt to the needs of the trade industry. Field service software is designed for businesses with mobile workforces and the unique challenges involved.

Take our software, Simpro. With robust time-tracking, scheduling, popular integrations, asset management, invoicing and even more, Simpro answers all the needs of a mobile workforce.

Key components of mobile workforce automation

Mobile workforce automation and management includes several vital components to best support and manage your field service crew.

These include:

• Automated scheduling
  Automated scheduling allows the entire team to be more flexible and attend more jobs. Using availability data and location, mobile workforce automation takes the stress out of scheduling while notifying employees in one centralized location.
• Real-time dispatching
  Changes and delays happen, and any disruption can have a knock-on effect for a field service business. Schedule changes in the field meant many phone calls and staff rearranging, but with mobile workforce management, schedules can easily be changed across the board. Dispatch uses real-time data and availabilities to respond to jobs and delays. Live vehicle tracking software uses GPS to monitor vehicle movements, dispatch more efficiently and report on driver activity.
• GPS-based time tracking
  Utilizing mobile devices' built-in GPS capabilities, mobile workforce management can accurately track employees and jobs and provide in-depth data. Some software enables mobile workforce automation through geofencing and automatic time tracking to reduce operational costs.
• Clock in/Clock out features
  Streamline timesheets with clock-in and clock-out features in mobile workforce management. Digital timesheets from any device ensure employees clock in when they’re present and ready to work, and reduce inaccuracies in completing timesheets with mobile clock-out.
• Instant messaging
  No more missed calls or forgotten messages. Instant messaging in mobile workforce automation from one centralized software means all members of the team can communicate, update, report and raise issues with management.
• Automated alerts
  Get real-time notifications when field service teams arrive at their next job and alerts about schedule irregularities or issues raised by mobile workers on the job. Automated alerts eliminate micromanagement while allowing greater communication and insight.

Implementation and Challenges of Mobile Workforce Management for efficiency

Now that you’ve seen the benefits, here’s how to effectively implement a mobile workforce management solution for your business, and some of the challenges you might encounter.

Evaluate existing workflows

The first step in implementing mobile workforce management is understanding your current business and how it operates. This is where data collection shines, as knowing is half the battle when it comes to improving your service and productivity. If data is opaque, that can be another factor in your workflows to address with a mobile workforce management system.

Discover what’s working well and what parts of your work process are slowing down the team and affecting productivity.

Define goals

Based on your evaluations and current business vision, define your business goals and how current workflows can be improved. Your goals should focus on improving your business to provide the best service for your customers while ensuring financial success.

Choose the right technology

With your understanding of your business and goals, it’s time to pick a mobile workforce management system that will mesh with your field service business.

Simpro field service management provides an all-in-one mobile workforce solution, including a purpose-built mobile app. With all the features of Simpro available anywhere from any device, your field service team will get the most out of mobile workforce management.

Prove system compatibility

Not all businesses are built the same, and neither are mobile workforce management options. Assess your future mobile workforce management for integrations, ease-of-use, features and device compatibility. Some great software might not be the right fit, so choosing mobile workforce management for trade industries is a must.

Ensure data migration

Data is essential to all facets of your business. When choosing and implementing mobile workforce management, ensure that all of your data is migrated to your services/software. All the customer, productivity, worker and project data you’ve accumulated will power your future services and insights.

Develop a training program

Training the team on your business’ mobile workforce management system is essential to getting the most out of it and reducing workflow disruptions. Field service software often offers onboarding and training materials to help you and your team get started as soon as possible. For new features or repeated issues, schedule follow-up training and meetings so everyone is on the same page.

Implement Security Measures

Data and access to your workforce management can create risks for vulnerabilities. It’s essential to implement security measures to protect your data and business. Ensure that your team is educated on data security and correct practices while using mobile workforce management tools. Everyone should have their own passwords and not share them with anyone else.

Achieve excellence with mobile workforce management

Mobile workforce management is a fantastic option for field service businesses ready to streamline and achieve new heights, and you can start right here with Simpro’s field service software.

Start today and see for yourself how purpose-built mobile workforce management can boost your business, increase customer satisfaction and increase productivity.

Frequently asked questions about mobile workforce management

How do I ensure data security for my mobile workforce?

Firstly, access to company software and data needs to be strictly controlled, with sensitive data encrypted. Only current employees should have access to your systems and data.

Ensure that employees understand credentials shouldn’t be shared and encourage changing passwords regularly. Train and educate your team on data security and the steps they need to take to prevent data breaches.

A privacy/security policy can outline expectations and warnings when using business software and accessing data.

Providing work phones/devices with specific credentials can reduce the risk of data/privacy vulnerabilities from the web and other apps.

Data security is everyone’s responsibility.

What is an example of a mobile workforce?

Field service businesses are excellent examples of a mobile workforce. There’s no central place where they can perform their services. For example, HVAC technicians who service commercial and residential buildings might only come to a central office to pick up a work vehicle and go from there.

How can automation benefit mobile workforce management?

Automation can benefit mobile workforce management by streamlining regular and essential work processes, removing the need for manual inputs and reminders.

It can automate scheduling, creating schedules based on employee availability and services, as well as changing schedules in response to delays or issues.

Mobile workforce automation can also automate timesheets with GPS tools, ensuring accuracy and real-time updates about your field service employees.