In this current economic climate, it’s more important than ever that businesses get the most they can from their most valuable resource – time. It becomes even more imperative if you have a service business that bills by the hour. The more hours you can bill for, the more money you make. Here are some tips for using scheduling software to maximize your profits.
One of the most important things in the average office environment is making sure you have quick and efficient access to data. This holds true of scheduling data as well as client information, documents and messages. Make sure that you have a system in place that everyone is using consistently so that there’s no unnecessary time spent looking for information. Appointment setting software that allows you to manage multiple schedules at the same time is extremely useful in this regard, because anyone in the office that has access rights can pull up everyone’s schedules.
If you have people out in the field, then you can use this technique for an almost instant revenue enhancer. When new appointments come in, have the person enter them as to do items, rather than schedule items (assuming that you haven’t already given the customer a time or a particular service person). Then periodically have your supervisor bring up all service people’s schedules side by side in your scheduling software. They can now drag the new appointments into the appropriate time slots based on where service people will already be from the previous appointment. By carefully scheduling your staff like this, you can get a tighter packing of billable hours and less time traveling or having odd blocks of time to fill. If your scheduling software also has phone access, then service people can just check their phones for their next appointment and not even have to call into the office.
Another time saver that also improves your customer service is how you handle scheduling appointments. First of all, if a person calls in to schedule an appointment, have a human answer the phone that can take care of it right there, no putting them on hold or returning calls. The person answering the phone should have access to all people’s schedules right in front of them and be able to schedule the appointment without having to first check with someone. You scheduling program can automatically notify the person in your office and also automatically send an e-mail reminder to the customer.
These are just a few tips that can save you time, improve customer service and ultimately result in more profits for you business.