Using Job Scheduling Tools to Optimise Your Planning and Dispatch Tasks


Field managers use job scheduling tools to assign and dispatch the right engineers to the right jobs. They’ll review travel time, skill level, and work orders. Finding the perfect blend of worker, job, and client. Job scheduling has a direct impact on customer satisfaction, making it an essential process. Having the ability to automate planning and scheduling has several benefits. Including performing job scheduling tasks via mobile apps from anywhere at any time.

Automate Your Job Scheduling Processes

Job scheduling kickstarts the process of delivering services to customers. Whether maintenance work, repairs, or routine servicing. Job scheduling ensures you assign and dispatch the right field workers to the right jobs. It’s also the first action taken between yourself and the client. Highlighting the importance of having a good job scheduling process in place.

The job scheduling process consists of arranging employee schedules and setting service appointments. As well as generating job completion times. Taking a manual approach to these tasks – via spreadsheets or whiteboards – can be challenging. In 2018, 52% of businesses were using manual methods for their field service processes. As a result, office-based staff and field workers would communicate only by email or phone. Managers, engineers, and customers would also have no real-time visibility regarding job statuses.

Manual job scheduling vs. automated job scheduling

The idea of automating your job scheduling is to reduce risks, causing service delivery tasks to suffer. Innovative tools such as Field Service Management Software allow for flexible and dynamic scheduling. As well as enabling you to view real-time data in a shared dashboard. Other benefits of automating field service job scheduling include:

  • Increase the speed of assigning and dispatching engineers
  • Improve the quality of engineers sent to job sites
  • Optimise the speed of service delivery
  • Improve first-time fix rate for customers

Dispatch Your Best Engineers for the Job

The success of a job is measured by metrics such as completion time and customer satisfaction levels. Another key performance metric is an engineer’s first-time fix rate (FTFR). Best performing field service providers boast an average FTFR of 88%. To achieve a good FTFR, you must ensure the best engineer for the job is dispatched. Digital job scheduling tools make sure this is the case.

Why is a high FTFR important in field service management

A service management system allows you to load data regarding your engineer’s skills and job history. This helps to automate the process of assigning and dispatching the right employees to the right jobs. As well as considering an employee’s schedule, workload, and location.

Knowing an engineer’s location is essential when assigning jobs. By fitting work vehicles with GPS trackers, you’ll know their real-time location. As will your field service management tool. This allows for efficient route optimisation and planning when assigning workers. Helping to reduce travel time between the office and customers. Something that equates to 50% of lost servicing hours.

Track Jobs From Planning to Completion

Tracking jobs, whether at planning or completion, allows you to see the current status of each work order. Available in one platform, you can gain visibility of an engineer’s entire job process. This lets you know how long they’re taking on a particular job. Whilst being aware of areas that are taking too long, resulting in delays.

Field workers also play a role in enabling field managers to track jobs. They’re responsible for updating the live status of their work. This is done via a mobile device and a dedicated app. Alerting and notifying managers when a job is complete.

As well as workers and managers, job tracking is also available to customers and clients. They can see when their job was assigned and to whom. As well as tracking the location of a field worker in transit to know when they’ll be arriving. This transparency helps to achieve customer satisfaction goals. With 70% of field service companies citing customer satisfaction as a primary benefit of service management software.

Scheduling Jobs With a Mobile App

Automated job scheduling systems are also accessible on mobile devices. This is thanks to cloud-based software tools that allow you to access data via an app. The main function of a dedicated job scheduling app is to access data from anywhere at any time. Reducing the need for workers to return to offices in-between jobs. As well as ditching error-prone scheduling methods such as spreadsheets and whiteboards. A job scheduling app allows you to:

Easily Schedule Jobs

Having a mobile app on your person all the time means you have regular access to schedules. This lets you plan appointments on the go, even when on the phone with the client. As well as avoiding risks such a double-bookings and missed appointments.

Check Engineer Availability

Job scheduling apps allow you to check the availability of field workers via a shared calendar. Combined with GPS trackers, you can also see the engineers that are closest to a job. As well as using an in-app drag-and-drop system to assign jobs.

Perform Real-Time Inventory Management

In 2019, a study found that 45% of mobile workforces were wasting time due to inaccurate data. A large part of that was due to the lack of real-time inventory management. With a cloud-based job scheduling app, field workers can see what spare parts are available in real-time. Allowing them to complete jobs on time, knowing they have the equipment at their disposal.

Visualise Work Order Progress

A mobile app will work in real-time, allowing you to gain visibility of your team’s on-site job progress. Once updated, the app alerts you when a job is complete. Alternatively, you’re able to proactively plan for delays or dispatch additional workers.