Category Archives: Scheduling

Make Scheduling Jobs a Breeze

Deciding which crew should be going where can be a headache. Most schedulers’ desks are cluttered with post-it notes, and others have messy white boards covered with notes and arrows. Here are some tips on how to streamline your scheduling system.


The Service Proz app was made for small service-based businesses. Once the software is set up, the app’s many features will increase productivity and billable hours. Sign up for a free trial of the app, or contact us today to schedule an app walk-through.

1. Check the map.

There’s no point to zig-zagging across town. A good scheduler will assign jobs to crews that are relatively nearby. This can be accomplished by setting up zones within your service area, either by zip code, by location of streets and waterways (ie, east of I-75, north of Bixby River), or by distance around landmarks (ie, 10 miles around City Hall). You might want to take your crew’s habits into consideration, such as the location of preferred lunch spots.

The Service Proz app feature called Zip Codes and Zones will help reduce your business’ fuel consumption. You can set up zones by zip code and assign crew members to certain locations. Your scheduler will then only have the ability to code a work order to crews that are able to work that zone.

2. Group projects that will require similar equipment.

Carting around heavy equipment costs your company money in gas and in wear and tear of company vehicles, not to mention unnecessary time and manpower. A scheduler can assign a crew jobs that will require similar tools. A good rule of thumb is to write up a detailed work order, complete with a list of special items needed, so your scheduler knows exactly what needs to be accomplished on site.

Adding details about projects is simple using the Service Proz app. When writing up a Work Order, project managers can type details in the description field and include photographs of the site. Schedulers can access this information when planning the crews’ schedules, and the crew can also view the project details prior to the job.

3. Know your team’s limits.

Unless you’ve hired Superman, your crew can only work so many hours a day. Think about the project from start to finish when calculating a crew’s time. This includes loading and preparing the service vehicle at you facility at the start and finish of the day, along with loading and unloading equipment at the job site. Travel time to each destination needs to be accounted for, too. Schedules can also be padded with an extra 15 minutes at each site in case the crew needs to speak with a client.

The Capacity Calculator tool on the Service Proz app allows managers to determine how many jobs your crews can handle, based on the number of hours each project requires and the number of hours a crew can handle that day. The Service Proz app also manages personnel, so the scheduler knows when field techs are out sick or on vacation.

screenshot-02-smInterested in learning how the Service Proz app can make your service-based business more efficient? Sign up for a free trial of the app, or contact us today to schedule an app walk-through.

Scheduling Your Work Orders Efficiently

Screenshot of Service Proz Calendar

Scheduling work orders can be somewhat overwhelming for any business. Customers want their job done yesterday, and there are never enough hours in the day to get everything done. There are a number of issues a scheduler or dispatcher has to contend with as far as completing each job on schedule.

  • Is the technician capable?
  • Does he have the knowledge and expertise?
  • Is he capable of handling the additional work?
  • Does he have tools and parts required and tools?

After all of those questions are answered, your technicians go into windshield time. Routing a tech through today’s busy roads is sometimes one of the biggest challenges. With the utilization of Service Proz “Calendar” along with the “Visual Map” and the ability to optimize a route, a scheduler will be equipped with the tools that will help or assist in getting each job completed, and on schedule.

Screenshot of Service Proz Map

With Service Proz scheduling your company’s appointments, work orders and routes; you will easily streamline every business day which saves on fuel and, most importantly, time.

Tips for scheduling service appointments

Appointment or service scheduling is one of the most important duties that you and your employees handle on a daily basis! There are ways to make this process easier for everyone involved, especially for your clients! We thought about ways to make scheduling easier and looked around the web for ideas—here are a few of the tips that we came up with:

  • Don’t get nervous on the phone, pretend that you are scheduling the appointment in person! Give your name and your company’s then ask for the client’s name. Make sure you express how important it is for you to tailor the service call to their needs and schedule.
  • Keep each scheduling conversation short and to the point!
  • Use a service scheduling software like Service Proz to streamline the scheduling process. It’s simple and easy to have management, the client and the technician in the know! With Service Proz at your fingertips your scheduling will run smoother than ever before.
  • The words to use when you schedule an appointment really do matter. Offer various times for your client’s to decide about the appointment; use words like “when” rather than “whether.” For example, “Is this afternoon good or would Tuesday be better?”
  • When you ask to speak with your client, say “Bill Jones, please,” rather than “May I speak to Bill Jones?” Don’t ask for permission, but speak with authority.

With Service Proz workforce management software your scheduling and invoicing will become a breeze. The app easily downloaded to your smartphone or tablet is a low cost for the value you receive in return. Contact us today and get one step closer to better communication for your company and, most importantly, your clients.