How Cloud Computing Impacts Business

Posted on May 17, 2012 by Paul Tyrrell

Over the past few years, there has been a revolution in the business world. Instead of housing large servers or paying full-time I.T. staff to implement systems and keep them running, many small and medium businesses (SMBs) are now choosing to employ Internet-based solutions. “It’s on the Cloud” is an expression that at first puzzled non-techies as they assumed “the Cloud” was some magical place. Instead, they learned they’d been using “the Cloud” without even knowing it—every time they accessed Gmail from an iPhone or saved documents using a file-sharing service like Dropbox.

The Cloud simply refers to a centralized network, accessible from your work PC, home PC, or any mobile device, that stores data. Your software needs are met by corporations with full staffs of experts in the latest technology at a fraction of the price you would have paid before. As a small business, you can’t afford not to at least take an in-depth look at how Cloud computing can save your business time and money.

Automate Existing Processes

If you’re still using pen and paper, chances are you’re doing more work than necessary. Your workers may be doing double entry, wasting time they could be spending on other tasks. Better yet, by automating these processes, you can possibly reduce your staffing needs, saving your business money.

Before Cloud computing, automation would involve buying boxed software, installing it on each PC in your business, and supporting it yourself. Unless you’re a computer whiz, this can be challenging at times. SMBs have found that paying a monthly fee ensures the software is always updated and running, plus they have tech support with one simple phone call.

Access from Anywhere

The virtual office is quickly becoming a reality in the business world. If you have sales and service staff, chances are they no longer occupy a full-time space in your office. Cloud computing allows them to login from home or the road, get all the information they need for the day, and head straight to the first job of the day.

Cloud computing also allows mobile workers to access a business’s software from the car, a job site, or even the coffee shop while waiting in line. By going Cloud-based, your business truly becomes mobile.

Top Security

When you sign up for Cloud-based software supplier, you are getting the best I.T. security you can obtain. Your data will be encrypted as it transfers back and forth and all data stored on the company’s servers will be behind industry standard firewalls. Any Cloud-based software company that doesn’t employ top-notch security measures would be out of business before it started. Businesses like to “go to the Cloud” because of such great support.

Another plus to Cloud-based software is backup. Your data will be safe through power outages, natural disasters, and any other surprises life has to offer. Any business that has been through a server failure knows how much can be lost, so trusting a Cloud-based solution to take care of your security is a huge relief.

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Customize Your Field Service and Dispatch Software

Posted on May 14, 2012 by Paul Tyrrell

As provider of scheduling and job dispatching software for field service businesses, Scheduleflow knows each business has its own unique needs. One-size-fits-all software solutions may work in other industries, but Scheduleflow works with plumbers, electricians, HVAC businesses, computer support services and many others. Just as plumbing businesses differ from computer services businesses, one plumbing company may not have the same needs as another.

With each client, Scheduleflow identifies every current process in place and tailors a software solution to meet each of those needs. But Scheduleflow’s commitment to the customer doesn’t end there. Just as each business evolves as customer needs change, Scheduleflow’s software evolves, as well. If your driving school business goes from a one-person operation to multiple employees with multiple cars in its fleet, the software can be expanded to accommodate the new needs for payroll, fleet scheduling, and more.

Business that are still using antiquated work methods are often wasting time on double entry. Field service software can eliminate that. For instance, you may have a dispatcher writing down appointments in an appointment book, while later entering that information into a database accessible to the person who tracks payroll. Software that handles your dispatch needs can allow your dispatcher to enter the information directly into the software.

Better yet, the scheduling information will be immediately accessible to your field staff, via smart phone, tablet PC, or any other mobile device. This saves your team time on returning to the office to pick up paperwork. As Scheduleflow reviews current business processes in order to create customized software, it sees significant cost savings in both vehicle fuel cost and maintenance and worker productivity.

But with all of these benefits, field service software is ineffective unless it works properly. Scheduleflow ensures all of its software is quick and responsive. Downtime is unacceptable when you’re trying to run a business and Scheduleflow understands that. Your dispatcher has to feel assured that when a customer calls, the scheduler will respond quickly and reliably.

Additionally, your field staff must know that they’ll be able to access the schedule, business inventory, documentation, and customer database when they need it most. Downtime only shakes customer confidence in your business. Scheduleflow works hard to provide software for your business that helps your business grow and thrive.

Another facet of Scheduleflow’s software is that it is easy-to-use. We know many field service businesses don’t have vast amounts of time to devote to training staff on complex software. While many businesses tend to blame problems with learning software on the users, Scheduleflow believes that if there is a large learning curve, it is a problem with the software, not the user.

Because of this, Scheduleflow tests new software to make sure it is easy for the average person to learn. We make each screen intuitive, taking the user to the next step with easy-to-follow directions. Even a new employee will be able to use the software from the first day on the job, saving you time on training.

Scheduleflow specializes in providing software to help meet your business’s needs, providing customer service long after your purchase is complete to make sure you’re always happy with your product.

Posted in Computer Services Job Scheduling, Field Service Management Software, Field Services, field services software, Florists Scheduling Software, HVAC job scheduling, Locksmiths Job Scheduling, Plumbing Job Scheduling, scheduling field services managing people, Technology advice, Technology for field services, Technology small mobile business | Tagged , , , , , , | Leave a comment

Tax Safe Plan Allows Electricians to Enjoy Short-Term Tax Relief

Posted on May 13, 2012 by Paul Tyrrell

HM Revenue & Customs (HMRC) is offering electricians a limited time opportunity to pay any past due taxes with reduced penalties, the department announced. The reduced rate, available to anyone who installs, services, and tests electrical systems, drops penalties to only 10-20 per cent. This is a drastic drop from the 100 per cent penalties normally charged.

The deal follows several arrests of those working in the plumbing field for tax evasion. A previous campaign allowed plumbers and heating engineers to pay back taxes at reduced penalties.

For engineers, the HMRC Tax Safe Plan may be the last chance to avoid further action. HMRC has pinpointed those engineers it believes to be delinquent on taxes on its mail-out about the Tax Safe Plan. Those who fail to respond by the May 15 deadline will face much higher penalties and possible criminal prosecution.

In fact, HMRC warns electricians who don’t come forward that they can expect to be under closer scrutiny once the May 15 deadline has passed. HMRC is using a wide range of sources to spotlight electricians and comparing tax records to those sources, which include trade directories, suppliers, online advertising, and more.

If you haven’t received a notice about the Tax Safe Plan, that doesn’t mean your tax debt has gone unnoticed. Whether you’ve received a tax notice or not, you should contact HMRC before May 15 to apply for the plan. Here are the steps to take if you are an electrician and owe taxes to HMRC:

  • Contact HMRC as soon as possible. There are two ways to notify HMRC that you are filing a tax disclosure. Visit www.hmrc.gov.uk/campaigns/notify.htm or call 0845 601 5041.
  • Gather all income information and plan to disclose everything to HMRC. You may be required to only pay taxes on the past six years. By fully disclosing all income, you also may be able to designate how much your penalty should be.
  • Calculate your taxes. The deadline for calculating and paying the past due taxes and penalties is August 14.
  • Once your application is accepted, you may be able to work with HMRC to pay your taxes due in installments. This will satisfy HMRC’s requirements without stretching your budget.

By disclosing all income and paying it off, you’ll be giving yourself a fresh start with HMRC. This will take the concern about criminal charges and large fines out of the equation.

More campaigns are planned, including campaigns that help those who sell and buy items online, homebuilders, and salespeople who work on commission. If you have missing tax returns, you will also be the topic of a future campaign.

If you aren’t an electrician and still want to disclose your income to HMRC, they may be able to help you. Contact the Campaigns Voluntary Disclosure Helpline at 0845 601 5041.

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A Warning for Your Customers About Solar Hot Water Heaters

Posted on May 11, 2012 by Paul Tyrrell

As an owner of a plumbing company, you likely deal with multiple installations over the days, weeks, months, and years. Your team completes an installation or service call and moves on to the next job, never looking back. But occasionally, you learn that a product you’ve installed has been deemed problematic.

The recent warning about solar water heaters has prompted many plumbing companies to take notice. Selling under the names Solar & Bamboo and Solar Installations, the company that produced the water heater was reported to NSW Fair Trading in Australia by a plumber for the company. According to the plumber, the solar water heaters heat water to a temperature that could actually scald a person.

Additionally, the plumber reported these solar water heaters can also produce discolored water that might cause skin irritations to those who are sensitive to them. Last month, the company’s director and general manager was convicted for selling the dangerous hot water heaters.

”The tanks had the potential to produce an uncontrolled water temperature that could result in very hot water flowing into bathroom and kitchen taps or from the tanks, presenting a serious risk of scalding,” Anthony Roberts, Australia’s Fair Trading Minister, stated.

Since most service businesses regularly install hardware made by third-party manufacturers, news like this can be alarming. How can you know if the products you’re installing are safe for your customers? Here are a few steps that can help you safeguard your customers, as well as protect you against liability if something occurs as a result of appliances or hardware you install.

  • Check for safety stickers. One of the charges against Solar & Bamboo was that the tank was missing a required watermark that certifies the tank as approved by NSW. Check to make sure everything you install meets industry safety standards. If you  have additional concerns, research the product to learn as much as you can about it.
  • Stick with trusted brands. While you might save a few bucks going with that new water heater or electrical wiring, it’s best to stay with the brands you know. If you’re looking for a discount, consider working out a deal for regularly buying from the same place, but don’t take risks with safety…for your workers or your customers.
  • Conduct regular testing. Testing of the water in the solar water heaters made by Solar & Bamboo revealed elevated alkaline pH levels, which can cause skin irritation. While your plumbing business isn’t obligated to test the alkaline pH level of every hot water heater you install, by randomly testing your products, you can safeguard your business and your customers.
  • Graciously offer refunds. If a product you’ve installed makes the recall list, use your database to contact customers and let them know. The manufacturer will usually cover the cost of recall and by notifying the customer and offering to switch it out for a replacement at no charge, you’ll establish your business as a reliable, customer service focused business.

By always looking out for your customers, you can ensure long-term repeat business. You’ll also protect your workers and your customers from harm, which is the most important thing your plumbing business can do each day.

Posted in Field Service Management Software, Field Services, Plumbing, Sales Advice, Technology advice | Tagged , , , | Leave a comment

The Importance of Safety in Your HVAC and Plumbing Service Business

Posted on May 11, 2012 by Paul Tyrrell

For any business that employs commercial drivers, safety is a hot button issue. Deadlines can sometimes pressure business owners to cut corners that put drivers at risk. No matter what your business, safety should come first for you and all your employees, but this is especially true if your employees regularly haul hazardous materials in company vehicles.

Late last year, two separate fatalities due to unsafe work conditions prompted NT Worksafe to begin surveying air conditioning and plumbing businesses. In the latter of the two cases, an Irish refrigeration mechanic died as the result of a refrigeration truck explosion in his driveway. The problem, according to NT Worksafe, is storing oxyacetylene in enclosed vans.

NT Worksafe reported that in its surveying, it found more than 60% of companies had not heard the message it was distributing about unsafe transport of oxyacetylene. But oxyacetylene is one of many dangers your HVAC and plumbing specialists may encounter while hauling equipment to do their jobs. Here are a few things to look out for:

Oxyacetylene Storage

Oxyacetylene is a mixture of acetylene and oxygen, used primarily in welding. The danger comes when gas fumes build up inside your van or when a spark ignites a fire. Many shippers refuse to carry oxyacetylene containers unless they’re empty, so that should be a warning to your HVAC and plumbing business.

If your workers need to transport oxyacetylene, the canisters need to be secured in an open vehicle, such as the back of a pickup truck. Enclosed vehicles must be well ventilated.

Electrical Work

If your team performs electrical work, a new group of dangers exist. It is imperative that you not only educate your workers on workplace safety in every possible situation, but equip your workers with the tools they need to safely get the job done.

Ensuring your workers have the right pliers, wire cutters, and other tools can make the difference between life and death. Require your workers to wear proper shoes for the job being performed—work boots are far better than standard tennis shoes. Your workers will need a pair of gloves for each type of task that will be performed, especially if welding is involved.

Hazardous chemicals

Oxyacetylene isn’t the only dangerous chemical your workers will come in contact with. Express to your workers the importance in wearing protective eyewear and face masks when dealing with hazardous chemicals. While the effects of inhaling such items as those found in plumbing and air conditioning repair might not be immediately apparent, it’s not wise to put your workers at risk for possible long-term effects.

Associated Dangers

There are other secondary risks that come with this kind of work. Climbing on roofs and poles and working on high ladders or on scaffolding can be dangerous and your workers should always take these risks seriously. When workers and business owners become lax, the danger increases. Have regular safety meetings and post signage around your work areas to consistently remind workers of the danger.

While HVAC and plumbing work can have its dangers, the work can be rewarding, as well. By reminding your workers of the importance of safe work practices, you can keep your team safe.

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5 Ways to Get Flow Into Your Dispatch Business Day

Posted on May 9, 2012 by Paul Tyrrell

Job scheduling can be tricky business. All would be fine if you set up your appointments and nothing ever changed. Unfortunately, life gets in the way sometimes, meaning all of your workers’ schedules have to be adjusted.

Job scheduling software can not only relieve the pressure from your job dispatcher, but also can shift all your schedules when something changes. If you’re looking for ways to improve your flow, here are five ways to improve your team members’ workload in order to make sure everyone has a steady workday.

  • Do research. Job scheduling software has reporting functionality. If you use its full power, you can determine which of your staff are most productive in certain areas and use that to your business’s advantage. This also can be used to get to the root of personnel problems for those team members who aren’t accomplishing as many tasks. You can also use job scheduling software reports to determine which types of calls are most frequent and which customers call most often for service.
  • Set up procedures. Even with job scheduling software in place, your services business needs rules in place to let your employees know, in black and white, what company policies are. Do you require a certain amount of notice if an employee plans to be out? Do you have a limit as to how often an employee can call in sick? These policies must first be in place before you can begin to expect each member of your team to be reliable every day.
  • Shoot for steady workload. If one of your team members finishes all of his work well ahead of schedule, while another is still struggling at the end of the day, you may have a personnel problem. But you may instead have a problem with poor schedule flow. Take a look at the workload shouldered by the sluggish team member and ask yourself if maybe that employee has more piled on him than other team members. If not, it may be a case of inexperience, at which point you can make the decision to retrain the employee or find someone to help.
  • Automate processes. Not only can this save your employees time and effort, you can set up the software to take care of balancing the workload between employees. If an appointment is canceled, your software can shift an appointment from an overloaded employee to take the most advantage of the extra time. If someone calls in sick, his or her appointments can be automatically spread across multiple employees.
  • Regularly evaluate. No process is perfect. Regularly look back on both your policies and your job scheduling software to make sure you have processes in place that work for your business. By contrasting this with the reports you pull, you’ll be able to make the adjustments necessary to allow your business to be a continued success.

Dispatch flow can be a tricky job, but thankfully technology can automate the process, making it less of a juggling act.

Posted in Field Service Management Software, Field Services, field services software, scheduling field services managing people, Technology advice, Technology for field services, Technology small mobile business | Tagged , , , , , | Leave a comment

Dispatch the Easy Way

Posted on May 9, 2012 by Paul Tyrrell

Your field services business runs like a finely honed machine. Calls come in and a dispatcher schedules appointments. Or maybe you schedule them yourself. The appropriate team member takes the appointment, fixes the problem, and the customer is billed.

Shouldn’t there be an easier way?

As with any business, technology can take the work out of scheduling and billing, making your workforce more productive and freeing up your administrative staff to focus on more important things. Here are a few ways job scheduling software can take the mundane work out of dispatching.

Optimize Scheduling

When a phone call comes in, a dispatcher pulls up the schedule. The software automatically finds the best worker to handle the scheduled job, based on GPS and team member availability. Because it’s Cloud-based, your workers will be able to see the jobs from any device that connects to the Internet.

Without field services dispatch software, your dispatcher has to think through your workers’ availability and location. Some dispatchers keep a map of the city and use thumbtacks to mark certain team members’ territory, but even that can be inefficient. No team member will be limited to one street, so that team member can still be making unnecessary trips back and forth across town all day. The software can make sure appointments are arranged in a way that cuts down on unnecessary travel, saving fuel and auto maintenance costs, as well as allowing each worker to squeeze more appointments into each day.

Always Stay in Touch

Having an automated process means you’ll always know where your workers are. This can be useful when you have last-minute cancellations. Locate an extra appointment and squeeze it into the empty slot. On days when an employee is running behind, the software can automatically shift the extra appointment into the schedule of a team member who is ahead of schedule or has a cancellation. This keeps your operation running smoothly even during life’s little surprises.

Occasionally, team members call in sick. This can throw the whole day off, leaving you to spend a large part of your morning rearranging everyone’s schedules to make sure all appointments are taken care of. Job scheduling software can automate this process, searching for the employees who have openings and inserting these extra appointments into those team members’ schedules.

Attachable Paperwork

Your dispatcher won’t have to worry about getting paperwork from one employee to another. All necessary information about a job and each customer is included in the software, accessible from each employee’s smart phone or other electronic device. This minimizes trips to the office. The job information also extends to billing, keeping your employee from having to turn in paperwork at the end of each day. The team member simply needs to close out a job and the billing processes you put in place are automatically set in motion.

Dispatching can be a constant juggling act, but thanks to job scheduling software for field services, your dispatcher can dispatch the easy way. This allows your administrative staff to shift attention to building business and attracting new customers.

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How to Record an Effective Answering Message for Your Field Services Business

Posted on May 8, 2012 by Paul Tyrrell

As your field services business grows, you’ll likely have more phone calls coming into your business. Unless you have someone answering 24 hours a day or contract with an answering service, this means your calls will sometimes go to voicemail. Since your outgoing message will become the first impression you make on potential customers, it’s extremely important you make this task a top priority. Here are a few tips for putting your best voice forward on your business’s outgoing message.

Choose the Right Voice

We get it. You’re the owner of the business and you should be the voice they hear. But be honest with yourself. Is yours the best voice to represent your company? Do you have a strong accent or poor tonal quality? Maybe you have the voice of one of the best radio broadcasters ever to live, but if you don’t, consider hiring a professional to do your outgoing message. It might be worth the price to have the best sound possible.

The answer to your dilemma could be sitting in your very office. Listen to your employees when they speak. Are there any who have a particularly pleasant voice? Even a strong accent can be charming if it matches the region, but remember, a friendly, professional tone is what you’re looking for. This is, for the time being, the voice of your company.

Be Polite

The first thing you’ll need to do is introduce yourself. “You have reached the offices of ABC Plumbing.” Consider who will be calling and why and make clear on your outgoing message that this is the company they need. If you are an HVAC business, describe what you do in terms that anyone can understand. “ABC Heating and Plumbing,” for instance.

This is where the next item comes in. If your  business has a slogan, you can insert it but keep it brief. “You have reached the offices of ABC Heating and Plumbing, where we handle all your electrical, heating, cooling, and plumbing needs” is a good example of this.

Next, it’s time to thank the caller and explain you’re unavailable. “We can’t come to the phone right now, as we’re away on service calls” is one option. Many businesses choose to make it more general by saying something like, “we’re busy helping other customers.” You may choose to not give an explanation at all. It’s fine to say you can’t come to the phone right now and leave it at that.

Seek Information

What information will you need to call the person back? Ask for it. You probably know many of your callers won’t leave all the information you request, but it’s worth a shot. Ask for them to leave your name, number, and a good time to call back, as well as the reason for calling. If at all possible, route the caller to someone who can provide immediate assistance, if possible. This may prevent you from losing business from someone who can’t wait for someone to call back.

Lastly, it’s time to close the message. “We’ll return your call as soon as possible,” is a great option. You may also once again thank the person for calling and wish him or her a nice day.

Consider all of the voicemail messages you hear each day in the course of business. What stands out to you in a good way? What stands out in a bad way? Implement these observations into your own outgoing message and you can’t go wrong.

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Scheduleflow Release April 2012- Easy as pie emails plus…

Posted on April 26, 2012 by Paul Tyrrell

26 April 2012

Email jobs to drivers for the day.

Please find our latest release of Scheduleflow, we are pretty happy with it, as it has some nice usability improvements with the wider calendar view and workflow improvements with the email driver or customer.

We really value your feedback and would love to hear from you. Please feel free to send me an email to ptyrrell @ scheduleflow.com.

Save unecessary trips into the office by emailing driver’s their latest job details the night before.

Email jobs for the day for a driver.

Confirm jobs with a customer by sending an Email as well as an SMS.

Save time when customers forget they have a job booked with a one click Email and SMS to confirm the booking. Also helps with chasing up missed appointment payments as you have a record you contacted them about the job.

Send customer an email

You can now email customer’s and drivers

Email driver and customer job details

Save time with our quick hover text job overview

Easily see all job details with a simple mouse gesture.

All job details in Hover Text

Our calendar stretches to show you all the drivers at one time

This has been a long time coming, but now when your screen is bigger the calendar stretches to show you all your drivers for the day.

Stretchy calendar

SMS issue for some U.S. Customer’s resolved.

Some of our US customers had a problem with the SMS working. This has now been fixed, so please SMS away.

Partnership offer for U.S. customers

If you would like to be a Scheduleflow partner. Where we provide a full free license to Scheduleflow for 12 months in exchange for usability feedback and the occational review of new features in Beta.

iPhone and Android and iPad – Specially developed now faster.

We have done some work to make our Mobile phone and tablet experience better and faster.

To access Scheduleflow’s Mobile specific web-app please follow these instructions

From your mobile phone, open up a browser and go to Scheduleflow.com it couldn’t be easier.

Android Send preformatted SMS

Directions on the iPhone or Android

Easy directions on your iPhone or Android. We have optimised to make our site run faster on mobile devices and on our desktop application.

iPhone Send SMS

Job View for the Mobile App

 While on the road you and your team can see the latest job details, get directions and send preformatted SMSs to customers.

iPhone Job View

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Giving Free Demonstrations for Your Computer Services Company

Posted on April 14, 2012 by Paul Tyrrell

Computer technicians often work solo, far from the prying eyes of large audiences. However, an important step to attracting new business is to show off your computer services company’s offerings in a public forum.

The key to letting others know what your business offers is to show it off to as many people as possible. If you’re trying to market your computer services business, here are a few tips for demonstrating your services in a forum where you can obtain maximum results.

Trade Shows and Conventions

In every major city, information technology professionals gather to learn about new technologies. If you are a computer services provider and your business is located near one of these conferences, you can’t afford to miss it. Try to secure booth space at the conference but even if you can’t, attending can be a valuable way to make contacts in the field. Be sure to take a stack of business cards with you.

Your local chamber of commerce will likely have a variety of events geared toward introducing local businesses to residents. Be sure to sign up early for the best chance at a good space. Create an eye-catching booth design, complete with banners that promote your brand. Then get to work.

Create a demonstration of your services for everyone who happens by. While computer repair may not make for a presentation that pops, there are many demonstrations you can do that will not only get attention but make you the hit of the conference.

Show Off the Latest Technology

Get your hands on the much-desired item of the moment, if only for the day. If a new tablet or ultralight laptop has come out, set it up where everyone can get a firsthand look at it. Show off the latest wireless printer or smartphone. If possible, consider hosting a giveaway where attendees put business cards in a fish bowl in exchange for a free service for the winner. The key is to generate interest in your booth.

If you decide to show off software instead of hardware at the trade show, set up a projector so that everyone walking by can see what you’re doing. The key is to draw conference-goers to your booth as many others are battling for attention, as well.

Follow Up

The goal at the conference is to get as many contact names as possible. Whether it’s through business cards you collect in a bowl or through taking names and numbers directly, you should walk away from the conference with a good base of contact names to move forward. Using these names, you can begin the process of expanding your business.

The key to growing your computer services business is to promote whenever possible. Technology trade shows and local conventions are a great chance to not only demonstrate your abilities and promote your brand, but also to make those crucial connections that can lead to future business in your town.

Posted in Computer Services Job Scheduling, Maintenance Scheduling Software, Sales Advice, Technology advice | Tagged , , , , , , | Leave a comment