5 Ways Task Management Software Can Improve Facility Services

Ben Howden /

You know the feeling well. You're responsible for managing multiple facilities and you've got a hundred things on your list to get through but don't know where to start.

You've got 2 new employees starting this week. You need to supply evidence for slip and fall claims. Your clients are demanding more in-depth reporting and your boss wants you to deliver better service with fewer resources.

It’s one thing after another. Then you realize that several of your employees are not completing simple tasks and your clients are the first to notice. Why are these simple tasks getting missed?

It's because you're relying on outdated processes and pen and paper records. There's a much better way to manage important tasks across your facilities. It's called task management software.

Task management software is essential to ensuring that the properties you service run smoothly and nothing gets missed. It will also make you look like a hero to your clients and your boss.

Think about your current process for managing tasks. It's surprising how many facility providers are still using notepads, checklists, and spreadsheets to manage tasks.

What happens when something gets missed? Who's accountable? How does it get tracked? Where is the evidence and data for your clients or boss? Using outdated processes causes headaches for everyone and is a productivity drain for your facility services company.

5 ways that task management software can improve the delivery of facility services:

1. Standardize task management across your properties

Task management software allows you to create standardized tasks across multiple properties. This means everyone is working from the same playbook and allows you to better benchmark service between properties. What's more, training new staff is a breeze because their assigned tasks are available with the swipe of a finger.

Standardizing tasks helps ensure your team is delivering the best possible service for your customers.

2. Replace inefficient and inaccurate paper-based processes

Pen and paper are inefficient. It takes time to write down details, transfer to a system of record, trigger workflows and retrieve the data. How many times do you walk into a public bathroom and see paper tick sheets on the wall? What happens when you want to review this data across sites. It's near impossible. Replace pen and paper with a mobile app and you'll get rewarded with a more efficient workforce.

3. Alert employees when scheduled tasks are due or not completed

Get alerts when scheduled tasks, checks or rotations are missed. Remind your team when important tasks are due. Use this data to improve your service delivery over time. Alerts help your supervisors stay on top their game and pick up issues before your customers do.

4. Benchmark performance across sites

Task management software helps you to identify which sites aren't meeting required service standards. Which sites have a high number of missed rotations or scheduled tasks? Is service improving or declining over time? If you're an operational manager looking after multiple sites this gives you a new level of visibility into performance. Furthermore, performance data is available from anywhere at anytime.

5. Adjust processes based on site or customer needs

With task management software it's easy to create new processes or adjust existing ones. You can create ad-hoc tasks or new tasks for daily property operations in seconds. You could even let your clients schedule tasks which are automatically allocated to the right employee. It creates a new level of flexibility that allows you to adjust your operations based on site or client needs.

By now I'm sure you can see the benefits of task management software. If you're still using pen and paper and Excel spreadsheets it's time to put task management software on the agenda. But remember, you should put in place a unified solution that offers other features critical to operational success. Examples include shift tracking, team communication, incident management and quality audits. A single app and reporting solution will create even more simplicity and efficiency for your company.

Related reading: How Mobile Forms Reduce Costs In Facilities Management

If you would like to see how Lighthouse.io uses mobile and IoT sensors to automate task management book a demo: