By ditching these common habits, you could save yourself time and make job management so much easier.
Bad Technology Habits You Need to Break
Some habits are easy to get out of, but you might be doing something without realising how harmful it can be. Here are some bad technology habits that you need to break.
1. You still use spreadsheets for your database
We all know how important it is to store customer data securely. But you’d be surprised at the number of companies that still use dated technology to work with data, track resources and manage their workforce.
With multiple documents, multiple spreadsheets and multiple folder locations, it can take time to find what you need when you need it. This can especially be a pain if you’re trying to find something quickly.
When your client list grows, work can be easily lost or put in the wrong folder, causing problems for your whole team. When this starts to happen, it might be time to find a better solution to store your database that is tailored to your industry.
2. Your password is ‘password’
This one applies to every account, software and program you have any kind of login credentials for. Security is an important thing to consider to make sure your important data and client details are safe. A good password is vital.
Passwords like ‘12345’, ‘letme1n’ and the classic ‘Password’ just don’t cut it. There’s strength in numbers when it comes to a strong password. An 8-character password with letters (upper and lower case), that includes numbers and symbols has 6,095,689,385,410,816 possible combinations.
Many programs and websites encourage using strong passwords to help protect your information. Some service management software, such as Clik Service, also allows you to encrypt your database password. This then adds an extra layer of security to your data. You can also set the minimum level of security strength for your passwords to ensure everyone has a secure account.
3. Your apps are everywhere
Being organised is incredibly important for any type of business. Whether you repair lifts, install boilers or carry out electrical checks, it’s good to have some type of organisation in place.
Having page upon page of unsorted apps on your phone can make it a stressful place. Both Android and iOS devices allow you to drag an app icon onto another to create a new folder. Why not store your job management app with the other apps you use throughout your working day? Keep everything together and in a memorable place so you don’t need to search for what you need every time you need them.
But it’s not just your mobile apps that need organising. These days, we have multiple subscriptions and accounts with different applications.
It can become confusing if you have to go back and forth between accounting software, email clients and service management software. You might have some client details in one system, invoices stored in another and your quotes in another. That’s a lot of time wasted switching between them just to get a small task done.
4. You’re not backing up your data
It is easy to forget to manually back up your data on a regular basis. Other things can get in the way and suddenly it’s been five months since the last backup. This might not seem like an important task at first, but when unexpected crashes or accidents happen, it can save you time and resources.
Accidents can happen when you least expect it and backing up your data is essential for restoring all the work you’ve spent so long on. Performing backups regularly also keeps your saved data up to date.
5. You’re not embracing technology
Perhaps you’re not embracing technology at all. You might not know where to start or even know why you need technology in the first place when you have a pen and paper.
Managing your workforce, customers and jobs all at once can be an overwhelming task. Without the help of automated reminders, drop-down fields and the ability to export it can be a lengthy process to manage everything at once. These are only a few of the many features and tools available to you with job management software.
Technology is your friend when it comes to managing multiple things at once. That could be a growing customer list, multiple unpaid invoices, annual contracted visits or all of it at once. Going paperless has its benefits for both large and small businesses.
How to Get Out of Bad Technology Habits
The first step is to see what kind of bad habits you continue to revert to. Now it’s time to tackle them. Here are a few tips on where to start to break the bad technology habits.
1. Use dedicated CRM software
Move away from confusing spreadsheets and get your client details stored and organised in dedicated CRM (customer relationship management) software. The great thing about service management software is that it usually comes hand in hand with the perfect place for you to add any sites, contacts and important details.
With everything all in one place, you can easily link job sheets, invoices and more to a company and site. Store all communication you’ve had with clients, set up call backs and view all their past job sheets. You can even see customer certificates if you use the Clik Cert shared database.
Thanks to your CRM, all the information you need is now linking together. Without having to search through hundreds of loose papers or filing cabinets.
2. Integrate with other applications
If you’re constantly switching back and forth between programs, it might be time to see what integrations are available. You might already use Xero to manage invoices and payments and Outlook for sending emails. So why not bring that all together with your service management software?
Clik Service integrates with accounting programs and Microsoft 365 to make everyday tasks simple and straightforward. Finished a job sheet and need to send it over to the client? In a few clicks, you can compose the email with the job sheet PDF automatically attached, select the contact from your CRM and get it sent in minutes. No time wasted searching for the contact details or switching back and forth between programs.
3. Set up automatic backups
So you now know how important backups are to protect your data, but how do you stick to a regular backup schedule? The answer is automatic backups. Turn the manual process into an automated one to ensure you have up-to-date data history in case of unlikely accidents.
By setting up automatic backups, you can choose a time in the day and where you want to save your backups so you’re in control. Make sure essential information is safely stored in case any accidents occur.
Want to get out of the bad habits and embrace technology? Service management software is the solution. Try out our comprehensive system, Clik Service, for free and make the first step.
This post was first published in March 2018 and has been edited with updated information.