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20 Ways Your Office Staff Can Streamline Your Skilled Trades Business

20 Ways Your Office Staff Can Streamline Your Skilled Trades Business

Posted by Alexa Greenberg

July 06, 2021

Office staff pro using a computer and the Housecall Pro software to schedule and dispatch

20 tasks to streamline your office staff’s workflow

Whether your skilled trades business has been around for years, or you’re a business owner just getting started, it's important that you have various tasks, processes, responsibilities, and plans in place that help your team members stay on track. If your company is a new startup in the industry, you and your family are the primary stakeholders affected by how effective your employees are. 

While having skilled workers and high-quality technicians is important to a successful service company, you can't overlook your office staff. If you’re spending more time working in your business rather than on your business, it might be time to relinquish some of those responsibilities to find some new qualified candidates to work full-time in the office. Here’s a list of the top 20 skilled trades office staff tasks to help your small business reach its full potential.

Opening tasks (tasks to be completed at the start of day):

  1. Respond to any unanswered messages (email, voicemail, social media, etc.) This will help make sure your skilled trades workers keep connecting with customers.

  2. Check for any online bookings that have come through overnight. Whether you work with HVAC technicians, plumbers, electricians, welders, or other tradespeople, chances are your workers will be in high demand. Make sure your office staff are always checking to see when new job opportunities come in.

  3. Check the calendar and review the day's tasks and plan accordingly to streamline your work environment. Your project manager should have the proper skill set to help you plan in real time. 

  4. Update calendar with any follow-ups from messages needed for the current day so that you can adjust staffing for your technicians on the job site if needed. 

  5. Determine the top 3 goals you want accomplished in your own business and on your trade jobs.

  6. Open accounting software and complete any invoices, payments, or other metrics that need attention for that day.

  7. Reload funds to assigned gas cards for technicians if necessary.

Customer experience related tasks:

  1. Complete follow-up calls from services the business day prior to improve retention. Customers appreciate businesses that offer great accessibility and human resources. 

  2. Record communication to call log.

  3. Record customer job satisfaction / contact information.

  4. Add upcoming work to team calendar and assign employees accordingly.

  5. Update invoicing details.

  6. Communicate details with the designated technician if necessary.

Closing tasks:

  1. Input any new sales received during the current day.

  2. Review invoices and payments due for the next day.

  3. Review any follow-up calls that weren't performed and put at priority for the next day.

  4. Set schedule for next day.

  5. Review top 3 goals from the current day and assess performance.

  6. Verify employee time cards are accurate.

  7. Closeout all invoices and ensure payment is collected the same day.

Social media tasks (advanced):

  1. Review all company-owned social media platforms (Facebook, Instagram, LinkedIn, etc.)

  2. Identify and respond to any new reviews, comments, messages, updates, etc. for potential customers.

  3. Create content for social media / spearhead marketing campaigns highlighting any promotional material that shows customers what they want.

  4. Takedown any expired promotional material.