Keeping Your Job Sheets Useful for Office Teams and Mobile Workers
Job sheets connect job logging, job assignment, job completion, and invoicing together. Quite often, the team that logs jobs are different to the team that completes the jobs. Whether that be office-based teams or even customers. In complex situations, a planner or scheduler assigns jobs to mobile workers. But, this changes across the lifespan of a job.
Requirements for a Job Sheet:
- Name of the job
- Location of the job
- Details of the job (images, descriptions, notes, and serial numbers)
- Expected start date
- Paid/unpaid job
- Quote for the job
Example of a Digital Job Sheet
Requirements of a Job Assignment:
- Assign job cards to the most cost and value-effective mobile technician
- Identify travel requirements for the mobile technician
- Ensure health and safety compliances are met
Requirements of Job Start, Progress, and Completion Tasks:
- Preview the job details
- Ensure health and safety protocols are met
- Review spare parts availability and inventory
- Record start, in-progress, and completion stages (not applicable for simple jobs)
- Job sheets are sent for approval/audit before final invoices are created
- For review and reference, job sheets are attached to the invoices
On the surface, job sheets look simple. But, it’s important to realise that they’re incredibly important for completing jobs. Hence they are best designed and agreed upon by people who collectively log jobs. As well as those who create job sheets, assign cards, quote for jobs, issue invoices.
Job Logging, Job Assignment, and Job Completion: Interlinked Yet Separate
Easier Job Sheets Scenario: One Person Logging Jobs, Assigning, and Completing
Keeping track of each job status is the main use of a job sheet. If you have one person logging, assigning, and completing jobs.
In this scenario, the speed of logging and completion is almost always more crucial. So, a simple job sheet template is quite often sufficient. From a Field Service Management Software standpoint, a mobile app is sufficient to create job sheets managed by one person.
Complex Job Sheets Scenario: Office-Based Team Logging and Assigning Jobs. Field and Mobile Teams Completing Jobs
Teams that use job sheets to manage different aspects of the jobs quite often have a deeper appreciation for other teams who use the job sheets. The role of job sheets in this scenario is twofold.
- Capture all the relevant information regarding a job
- Make the data contextual and relatable for the team completing the jobs
Take an electricians job for example. Knowing where the main switchboard is, before taking the job, saves considerable time. Similarly, for plumbers, knowing where the mains water valve and water meter is can make a big difference.
office-based teams, that log jobs, quite often work on larger screens. Meaning they have more screen space to work with. The level of detail that back-office teams can capture needs to be balanced. Information overload reduces decision-making. So it’s vital to only capture details that help in the swift closure of jobs.
A balanced mix of free text options, drop-down menus, radio buttons, and checkboxes are recommended. Ensuring job sheets are both readable and scannable for mobile field teams.
Job assignment (in complex scenarios called planning and job scheduling) typically does not involve tasks on a job sheet. But a job sheet helps to assign jobs based on technical skills, resources, and location. Spare parts, customer contracts, and geographic location also play a part in job assignments.
A mobile team of field engineers and technicians are required to scan data. Collecting customer information and reading the job sheet for specific details. They can take photos of the job and use the job sheet for recording job progress. As well as noting escalations, approvals, quotes, and invoices.
Unlike office staff, a job sheet’s screen size is limited for mobile technicians and engineers. So a job sheet’s functions must be available on scroll and swipe functions. Often, product information needs to be downloaded from Job sheets. Meaning links, clicks, and buttons need to be easy to identify and navigate.
Deliverables of Good Job Sheets:
- Informs as well as educates about the job
- Can be easily templated
- Is simple to understand but can accommodate complex scenarios
- Easily allows jobs to be assigned or reassigned
- Enables mobile teams to input job details, escalate jobs, request approvals, order spare parts, and raise quotes
- Reports on key trends and insights like time taken per job completion, cost per job completion, and profit per job completion