Have you been wondering whether your engineering consultancy actually needs job management software? Well, if any of these 9 phrases are heard regularly throughout your workplace, then that’s probably a big sign that it’s time to implement a better solution!
1. “I never saw your email”
How often have you had to chase someone up for a reply to your email? With job management software, you can assign tasks directly, so there’s no excuse for someone saying they were never notified about an upcoming task or project. You can keep all information here about timelines, files and project details, so everyone involved always has all the info they need.
2. “When is this due?”
Do you have no idea about your current capacity or existing deadlines? Do you hesitantly take on projects, and cringe when you agree to deadlines that you’re not sure you’ll be able to keep? Job management software will give you a complete and clear picture of your projects and pipeline, so you’ll be able to see at a glance how much capacity you have to take on a new project, and be confident in your commitment to realistic deadlines.
3. “Is this the latest version of this document?”
Version 12 and counting… but how do you know it’s the most up-to-date document? Using a cloud-based document management system like Dropbox, Google Drive or Box, gives everyone access to the latest version of a document, while also allowing team members to work simultaneously on the same doc.
4. “Have you seen that purchase order?”
Post-it notes, scrap pieces of paper and scribbles in diaries are generally not the most efficient and reliable way of passing purchase orders on to your admin and accounts team. Pieces of paper have a knack of finding their way to the bottom of piles, but instead, with job management software like WorkflowMax, your purchase orders can be instantly uploaded and the right people will be notified.
5. “I can’t remember how much time I spent on this”
No doubt one of your biggest challenges is getting your employees to enter accurate and timely timesheets so that you can process your invoices and payroll on time. With job management software, your team can log in and enter their own time against tasks and projects straight away - no more mucking around with filling in and chasing up timesheets.
6. “I think we’ve blown the budget”
Do you have no idea whether you’re way over budget until it’s time to send the final invoice? Job management software allows you to keep track of estimated time versus actual time spent, expenses and project progress at a glance. You’ll be able to keep your clients better informed, and won’t need to spring any nasty surprises on them when they receive the bill in the post. The information you get through tracking your time and costs will also help inform your future quotes, so you can create more accurate estimates for new projects.
7. “I can’t find the file”
How often have you had a client come back for more work, but you can’t find any information about them or their past projects? Antiquated filing systems are frustrating and ineffective - particularly when you can’t even find what you’re looking for or you have to recall files from off site. And what happens if disaster strikes and your files are damaged or lost? Save space and headaches by integrating a CRM system with your job management software, so all client details are always at hand when you need them.
8. “My computer has crashed and I can’t access the project data”
Of course, everything that you need is saved on your computer, but what happens when that computer is damaged, stolen or compromised and you can’t access documents or important information? Ensure continuity of services, whatever happens, by using a cloud-based system that can be accessed anywhere you have an internet connection.
9. “I hate the end of the month”
Ah yes, billing day! Here’s a secret - it doesn’t have to be that bad! Job management software like WorkflowMax allows you to generate and send invoices with just a few clicks, pulling all the billing information from your jobs. These invoices are then emailed directly to your clients, so no more envelope licking!
If any of these are a concern for you, then take a look at our article about what to consider before moving your engineering firm to the cloud which will help guide you through choosing the right software for your business.