Is Your Maintenance Team Wasting Time? Here’s How to Find Out
Have you ever felt like your team is always full, yet the tasks continue to pile up? It’s not just you. Many maintenance supervisors have the same experience: “My guys work hard, however, something is odd.”
If you’ve found yourself thinking about why your team isn’t on time or why some tasks take so long, it could be time to consider taking an in-depth look at the way work is getting completed.
Let’s discuss this in plain language like we’d talk about it in a coffee shop breakroom.
The Time Wasters Hiding in Plain Sight
Sometimes, the problem isn’t with lazy employees. It’s a flawed procedure. It’s possible to have a stellar group, however if your process is sloppy and you’re losing time. In the business world time is money.
Too Much Paperwork, Not Enough Work
Have you ever watched a tech sift through piles of papers in search of the work order? Are you waiting for a phone call to confirm an employment address? It’s a time that they’ll never hear back. Paper logs from the past as well as random Excel sheets slows everything down.
If your team is making notes on the back of envelopes, then you’re working more than you’re required to.
Drive Time Without Results
Imagine this. Joe is into the van, and travels 30 minutes to a store but then discovers the item isn’t available or that someone else has already solved the problem. He then turns around and heads back. It’s an entire hour of no evidence to prove it.
It’s not the fault of Joe. It’s the result of poor coordination.
According to the findings of a McKinsey study, Field teams are able to spend as much as forty percent of their working hours doing non-productive work, such as waiting for instructions, coordinating repeated visits, or looking for the right parts. This amounts to about 3 hours of wasted time for each technician every single day.
Do the calculations. This is more than 700 hours wasted by a technician every year. Imagine what your team could achieve with that time.
How Can You Tell If Time’s Being Wasted?
It’s sometimes difficult to tell. Sometimes, the shop seems busy because people are in motion. However, motion isn’t the same as progress.
Begin by asking yourself genuine questions.
- Are Jobs Taking Too Long?
If an activity is supposed to take two hours, however, it is usually completed in four hours it’s an indication of something wrong. Perhaps it’s due to the delay in getting started, or missing equipment, or having to get a second opinion. Whatever the reason, do not let it go unnoticed.
- Are Technicians Calling In Constantly?
If your staff members are calling your office every day, asking for directions or information about the project, or even details about the scope, then something’s wrong. They’ll need everything they require before starting the engine.
- Are Jobs Getting Rescheduled?
When projects keep being delayed, there’s usually an explanation. It could be due to a wrong component or a tech that’s not available, and/or unclear directions. If it occurs more than once every week, it’s something worth looking into.
Practical Fixes That Don’t Cost a Fortune
It doesn’t require a huge overhaul or costly software. Simple adjustments can make a significant improvement in a matter of minutes.
Start Tracking Job Times
Utilize a system that tracks when a job begins or stops, and also when it’s finished. In a short time you’ll be able to see patterns. You’ll be able to see where time is getting lost in the cracks.
Make Info Available Upfront
Before your techs take to the road, be sure they’re equipped with:
- The address of the customer with working map link
- Job description that is clear in its job description with a clear
- Details about equipment like serial and model numbers.
- A list of items needed and notes on whether they’re available
It’s like meal preparation for work. Less scrambling, more doing.
Do a Quick Weekly Check-In
A quick 15-minute meeting every Monday morning could make a difference. Discuss the things that were wrong with the previous week and what’s in store for in the coming week, as well as what you can do to avoid the most common issues. Everyone’s aligned and there’s no guesswork.
The Tools That Actually Help
It’s the place where a tool such as Field Promax can make a difference. Field Promax isn’t an ordinary tool. It’s designed to aid your team to save time, be organised, and cut out all the switching and reversing.
With features such as easy job scheduling with access to work orders via mobile as well as real-time tracking of technician activities and valuable reports, your team has all the information they need all in one place. This isn’t about the replacement of your staff, it’s about aiding them in their work without having to deal with the hassles that come with it.
Why the Human Side Still Matters
Before we get caught up in software and systems, we should not lose sight of the main factor that drives an efficient maintenance process: the people.
Technology is fantastic however, it can’t make a gesture to a customer or climb under an unfinished sink. It can’t keep track of which customer’s dog is afraid of strangers, or the gate’s security code works only when you shake the lock. It’s all about the details. It creates trust.
We live in a world where AI-generated tools, content, and applications are appearing everywhere. Yes there are some that are beneficial. However, when it sounds like the words of a computer who’s never owned steel-toed boots, you’re missing some important information. You lose connection.
You can tell when something is fake. If it’s lacking an individual impression. If the content on your website doesn’t ring like someone who’s working on a real-life job website.
Customers are still enthused by human interaction. They recall the time when someone showed up on time and fixed the problem right the first time but didn’t see them as an ordinary work order.
Don’t Let Tech Replace Your Team’s Voice
This is something to think about. If your content and communications or even your work notes are written in that rigid and polished language, it causes a gap. When things sound natural, as if someone actually wrote it, it creates confidence.
If it’s a follow-up email or job announcement, or a blog post such as this, make sure that it appears to be from someone who is actually familiar with the job.
You can make use of tools to help you get through your day. However, don’t allow them to speak for you.
The Bottom Line
If you feel that your maintenance team is taking too long and wasting time, it’s not likely to be their responsibility. In most cases the problem is with the system. It needs fixing.
It’s not necessary to revamp your entire operation in one day. Begin with the basics.
- Make sure techs have the information they require prior to rolling out.
- Find out the time of each job to discover any delays that may be hidden
- Cut down on unnecessary calls and work on reworking
- Be sure to check in with your team and listen to what they say.
- Utilize tools to help you without causing any obstruction
- The most important thing is to make sure that you keep things simple.
If you assist your team by providing them with better tools and more clear communication, they’ll reward you with quicker work, less mistakes, and more satisfied customers.
If your instincts are telling you something’s not right, take it as a sign. Just a little effort today could make a difference in the number of times you spend in the future.
Author Bio –
I’m Bhargavi Halthore, and I’ve spent the last six years diving deep into the world of digital marketing and tech. Working closely with startups and tech wizards alike has kept me entertained. What excites me most is watching how software can completely transform a business! Breaking down complex technological concepts so everyone understands them is my specialty. When not exploring these latest business software trends I can usually be found sharing what I have learned at events around America or Canada.
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