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3 key reasons Heating & Property Maintenance Companies decide to change their job management system to produce digital documents and certificates

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If you are still using paper documents and certificates, chances are you had one hell of a busy Winter last year.

I have been working with business management software for the last 10 years and the main reason I see that people don’t go ahead with a new system is because they choose to ‘do nothing’, preferring to ‘make do’ with the status quo, reluctant to change in the hope that the problems will go away.

But they don’t. If anything, they get worse. And in business, when new technology offers solutions to these problems, those who resist change get left behind.

To help, here are 3 key reasons that I hear when Heating & Property Maintenance Companies decide to change their job management system to produce digital documents and certificates. I have also included some pointers underneath on how to Identify the Problem and how to Choose the right system.

3 key reasons Heating & Property Maintenance Companies decide to change their job management system to produce digital documents and certificates;

1. Problem = Delays in receiving documents/certificates being lost or damaged. Business Impact = Profitability - Late/missed Invoicing

2. Problem = Separate systems containing information – Your information isnt working for you to win you both new and repeat business. Also, when customers call in you can’t quickly and easily see their property, appliance & job history in one place. Business Impact = Profitability & Company reputation

3. Problem = Engineers coming into the office to receive jobs, drop off forms, reporting back with part information, time taken to complete paper forms and documents. Business Impact = Profitability - Engineer utilisation 

Identify the Problem

Firstly you need to identify the problem(s) and how it is impacting the business in terms of profitability, reputation or brand values.

If the problem is causing enough pain to the business, then you need to find a solution. If it isn’t – you can carry on doing things the same way or look to find ways you can improve without changing systems.

Choosing the right system

Some of the key factors to questions when selecting the system are:

1. Is the system suitable for my business?

2. Can I work with the software vendor and how is their customer service?

3. How can they help to make sure that the system is implemented correctly for a smooth transition?

4. How can we promote and encourage buy in from the people who are going to have to use the new system?

Here is another blog on this subject - 5 Top Tips on how to choose the right software solution for your Heating, Plumbing or Property Maintenance business

I hope this helps. If you would like to talk to me directly about your unique business needs and requirements, please connect with me on LinkedIn – Deborah Boden or email Deborah.boden@vancert.com


  • Jerry Zellmer Saturday, 17 February 2018

    Thanks for sharing the valuable read.
    Today, almost all of the heating contractors have adopted the advanced features to get digital documents. This system of conversion have made the heating system service more reliable and flexible. Heating service NJ (http://allweekheating.com/heating-systems-repairs-installation-service-nj.html) team is one of the well known licensed heating contractors who use all the advanced features in providing their service and also in providing the digital documents too.

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