It’s easy for a project to get off track: a missing document, a lack of communication between workers, or even a scheduling conflict can throw things into chaos. However, the right ERP system can give you the tools you need to stay on top of it all. Trade in those programs you’re currently using for a single software, Mobile Office Manager (MOM), which will make planning and organizing any projects simpler and easier.
Here are five project management features, in particular, that you should be using to improve planning and organization of your projects.
How planning can pay off
Planning in advance can be a struggle for many businesses. For some, the cause is lack of time or resources, but for others, they just don’t know how to get started.
One feature in our project management module worth taking advantage of early on is the Planner. The Planner tab allows you to create a Gantt calendar (a grid of horizontal bars with projects and deadlines on each axis), so you can visualize all the aspects of your project from the beginning. Once you create a goal and schedule, you can keep track from the start with the Planner.
For example, if you are repairing an elevator for a client, you’ll know that your parts are due to be received on Monday, so your technician can begin repair on Tuesday. You can enter details for your project once, and rely on the automation to simplify the process. Scheduling will be more efficient with less manpower wasted.
The Planner tab also lets you unite all your documents under one ID number, so everything you need can be found all in one spot in MOM.
Another feature worth reviewing at the start of a project is the Custom tab in our project management module in MOM. The Custom tab gives you better control of your projects thanks to its customizable documents that can be easily assigned to different departments.
Create templates and reports with unique fields that work for you. These templates can then be assigned to different departments for completion (or even just for their information), ensuring that they are owned by the correct individuals. When all the departments are on the same page about a project, it’s sure to run more smoothly from the start. Audit functions add accountability to your Workflow, too.
For example, if a client’s elevator requires modernization, accounting may change the project from not approved to approved upon receipt of the client’s payment without wasting time searching for internal paperwork to fill out.
Connect the dots
If you have already started a project, it’s not too late to get organized with features found in our Mobile Office Manager’s project management module.
- Task category
With the Task category, you can group together certain tasks to be completed by your field technicians. This feature is beneficial as it connects these project activities in one automated to-do list. This mobile-friendly feature shares tasks with technicians in order of priority (as chosen by you) and will date and timestamp your technicians’ completion of each task.
For example, if a technician has three large repairs for an out-of-service elevator, they can check off each one as it’s completed so you have a progress report.
The Task feature also enables you to communicate key project details to your technicians too.
In order to improve communication with field workers, our Mobile Office Manager allows you to share key documents. No longer will you have to email or provide paper copies of important information, which could get lost or misplaced. Under the Documents tab, both parties can attach images of equipment, drawings, surveys, reports, and more that will make the tasks clearer for everyone involved.
For example, if a technician notices any potential sales opportunities, they can attach photos or sketches regarding the lead for the sales associates to follow up on. (Opportunities also get stored in the Opportunities tab as part of our CRM module.)
- Ticket list
The Ticket list tool gives you visibility to multiple areas of a project in real-time. For example, labor hours will be updated here so you can see the total as the project progresses (so you can monitor spending). Having real-time functionality is important to stay organized with details of a project as they happen.
Looking to get organized and make planning part of your business goals? Ask a specialist how our Mobile Office Manager can work for you!