5 Signs you have Outgrown Your Job Cost System
Having a single software application that covers all aspects of your business was once thought off as something that only big business could afford to implement and maintain. But as technology advances and with the availability of affordable SaaS, more and more small to medium enterprises are looking to a single platform to help them scale.
In this blog we will be looking at our top 5 A-ha moments that have helped our clients realise they have outgrown their current systems and need to do something now before they loose all control.
“Paper timesheets! Paper Job Cards! Paper Job Instructions! Paper Invoices! Enough … “
We are Drowning in Paper
Having one digital application will certainly help to streamline your business processes. This is because it uses single entry data to effortlessly flow throughout your operations, in turn removing the need for data manipulation, duplication and process repetition. Removing paper forms and transforming to a digital solution will not only help to build efficiencies, even “gamify” and reinvigorate your staff’s experience but it also reduces the business’s environmental footprint – and that is a HUGE win for all!
“Nobody knows what they are doing on a daily basis”
My Team is Disconnected
Do you feel like the left hand is no longer aware of what the right hand is doing? Tired of constantly checking in on staff movements or chasing up job statuses?
Having your team connected on the one platform will certainly free up your time and save you a lot of wasted effort and hassles.
Many applications use interactive real time dashboards, business analytics and schedules to conduct interdepartmental reviews without intrusion or increasing staff workloads. Many software applications can also automate workflows and send change notifications, as well as save time by accessing and sharing files between users or teams, all from the one platform.
“My job software doesn’t talk to any of my other software”
Nothing Seems to Talks to Each Other
Previously we have seen many SME’s use multiple spreadsheets or software packages (with the promise of seamless integration,) as a quick win to deliver end to end business transparency. Instead, businesses should be looking to implement an applications that used direct API connections to talk to other platforms. There are also a number of advantages of using a platform that has a modular architecture (ie have the functionality to add features or modules as you grow), as well as using business intelligence to highlight time efficiencies and ultimately increase productivity.
Don’t forget about this up side - that if you remove the need for multiple API plug ins you are also removing the need for multiple software purchases or subscriptions. Saving you even more money.
“Hey, what did that job cost us last time we did it?”
No More Chasing Data
This question will never be heard again when you operate on one platform.
With all your historical data accessible from the one central location, it can then be drawn upon to determine patterns or trends, identify costly mistakes and ensure they are never to be repeated. Having your data in the one place, means that security and deployment becomes super easy. It also provides cost benefits by removing the need to purchase additional hardware, licenses or having IT intervention.
“Did we actually make any money on that job?”
No Profit Visibility
With access to real time data across your business, you (and your key stakeholders) can now make informed proactive decisions about forecasting, budgets, scheduled works and cashflow. Job and resource profitability certainly becomes transparent when available on one platform, allowing you to refine and zero in on exactly which aspect(s) of the business are thriving.
As you can see there are so many cost and time benefits that can be made when small to medium enterprises implementing a single business software solution.
So why is this trend so slow to take off.
The main push back we find is a business (and their staff) reluctances to change.
While this can be problematic – it certainly can be overcome. Here are our handy tips for a successful roll out:
Remember why you need an ERP system.
Is it to scale? Perhaps meet ISO9001 Quality Management compliance? Or quiet simply you are sick of trying to run your business across multiple software packages, that only perform 70% of your requirements.
By identifying and focusing which business processes are causing you the most pain, it is easy to quantify just how much time and money having a digital solution can save you.
Get a strong commitment not only from workers, but full support from management
Change effects people differently. That is why leaders must include the teams in every step of the change process. From concept, through to implementation and close out. Leaders need to listen to team and individual concerns and ideas and collectively solve the problem.
Some changes may impact a business or employee negatively from the onset. Many staff feel that a digital solution will make them redundant. (You know the old "robots are taking over" theory, when it actually has the opposite effect. Digital solutions are designed to remove mundane repetitive tasks, which often leaves staff reinvigorated or challenged as they move to the next phase of their employment.
Find the right software solution and architecture.
Many applications provide for API plugins/software integration with your existing packages. We recommend that if you wish to use this ‘plug and play’ solution that you do your homework first, as some integrations do not allow for all the data you thought to move between the two programs as freely.
Ensure training and change management
Often it is a good idea to implement your new software in stages or by department ie lets first tackle our paper timesheets, then move onto scheduling. This staged approach removes the pressure and stress associated with a complete change over, in turn giving everyone time to adjust and feel comfortable.
Until staff and management feel confident, perhaps you should run your legacy system in parallel to the new digital system. Another option is to have a systems integration specialist (or champion) on hand to help with the changeover.
It is important to remember that without training and support a business cannot achieve consistency throughout their business processes. (Which is often one of the main reasons behind businesses looking to implement one software solution.)
Training also helps to set goals and business targets amongst staff and management.
Monitor ROI (Return on Investment)
Just because your new system is now operational doesn’t mean that the work is over. Instead you should be constantly reviewing the impact of this change over time to ensure you are receiving a high return on investment.
Challenge yourself and your teams, and remember to always keep discussions open about future improvements.
Having your business data on the one platform ensures transparency and subsequent improvements to business processes and productivity. This visibility allows businesses to identify trends that reduce job costs, improve employee and management interactions, identify negative impacts on cashflow and potential opportunities to scale and increase profitability.
Why not undertake our free health check to see which software features and functions your business needs.
QicWorks removes the need for multiple software applications or paper systems to manage work fronts, safety, resource compliance and job profitability. QicWorks provides accurate real time field data giving you the confidence to make the right decisions. Contact us today see how QicWorks can transform how you do business.
The information contained within this blog is of a general nature only. It does not take your specific needs or circumstances into consideration. You should look at your own situation and legislative requirements before making any decisions.