6 Signs It’s Time to Consider Switching Software Solutions

Leading field service providers know the benefits of using software technology to improve efficiencies and ensure contract agreements are done better, faster and more cost-effectively. 

Oftentimes, companies implement a software solution because they’ve identified a specific business need. For example, when overtime gets out of hand the answer to that problem could be to implement a scheduling solution to ensure shifts and work orders are being filled more effectively. 

Another example is when a business has trouble figuring out what jobs are actually making money, and which ones are a drain on expenses. In this instance, using a job costing system can offer better visibility into profitability. 

The problem is, after implementing a solution, some companies run the risk of ignoring signs to continuously push their software to do more. Others look for a different solution that can meet their evolving needs. 

That’s why we’ve compiled this checklist to consider while analyzing your software performance. And if you find that your software provider is coming up short, it could be time to consider switching software solutions. 

1. Incomplete solutions with limited functionality

An early warning sign that it’s time to consider switching software is when the systems you expected to work are incomplete or have limited functionality, which can lead to ineffective scheduling, inaccurate budgets and other major concerns. 

For example, your current software should have job costing and budgeting tools to help your business better understand profitability. These features contribute to accurate budgets by letting companies know how each job performs by tracking the exact amount spent on labor, supply costs and overtime expenses. 

These types of features should be available without the hassle of moving back and forth between multiple software solutions, because that can cause data inaccuracies. Ask yourself these questions to confirm whether or not your current software solution has the functionality to properly budget:

  • What are your profits on each contract on a monthly and yearly basis?
  • Are GPS tracking tools in place to help keep track of employees clocking in and out?
  • Can you create a new budget for a prospecting customer in less than 5-10 minutes?
  • What is your process for standardizing how your jobs are priced? 
  • Are your job estimates stored in a database that can be easily updated and accessed?
  • How does your job cost analysis report look? Does it contain usable information?
  • Do you rely solely on accountants, or does your software offer financial analysis?

2. Few enhancements or new functionalities

If your software provider isn’t regularly releasing new functionality or showing signs that they’re invested in your future needs, that could be another reason to consider switching software. 

Without regular enhancements, your system may be vulnerable to new online threats and malware. Software vulnerabilities lead to hundreds of millions of computer hacks around the world. Other times, new functionalities can prevent malfunctions, such as bugs. Bugs can cost companies valuable dollars in lost time and efficiency, due to disruptions and downtimes.

Feature enhancements can also make the software more user-friendly and increase user or job satisfaction. A security company implemented an earned wage access feature. This feature allowed employees to access part of their wages in advance of their pay period. The end result was that the earned wage access program aided in employee retention and reduced turnover.

3. Poor support and implementation

In 2020, poor-quality software costs organizations based in the United States $2.08 trillion, according to IT researchers. Part of the problem was poor support and implementation. Consider software solutions with a readily available support team that can help while your software is being implemented.

Artificial intelligence tools, such as chatbots, may seem convenient. However, 84% of customers prefer a straightforward solution to their problem rather than a broad array of self-service channels, such as e-mails, chats or social media-based services. 

Accessing a software solution that directly solves problems by providing on-the-spot solutions could be the best way to avoid future issues. Training modules and recorded webinars can also help with implementation. Regularly updated written content and other resources should also be available to support your needs and answer questions when you need them most. 

4. Company growth or expansion

Maybe there’s nothing wrong with the software you’re using. It’s done what it should have – it helped your business grow. Now, you’re finding that your larger business has new needs that your current software solution just can’t deliver. Common examples include additional proof of service, data reporting needs or the ability to support more employees. 

For example, a growing company will probably need additional proof of service or guard monitoring capabilities. That could be especially true for a business taking on new contracts. First-time customers may require more evidence to show specific processes were taken. More evidence may also be required to ensure timelines were met or certain equipment was used.    

Up-to-date guard monitoring and proof of service features help companies stay protected against liability and compliance issues. Proving that workers performed their activities and responded as expected can help businesses avoid huge losses. Any business experiencing growth or expected to grow should consider switching software to support that change.

5. Too many manual processes and data sources

Overseeing a cleaning or security company can invite a number of challenges. Employing a distributed workforce means multiple teams are spread across different sites, which can cause scheduling and payroll complications. Facility management professionals must also stay abreast of government regulations and requirements. Additionally, there’s the obstacle of monitoring employees and providing proof of service on contracts.

An integrated software solution can minimize some of the problems that arise from having multiple data sources. That is especially true for software solutions requiring numerous manual processes. A software solution that integrates payroll, scheduling and human resources-related tasks can reduce the number of human errors when data is being entered into multiple systems.

A single source of information can also help improve visibility since all of the data remains in one place. Scheduling becomes easier and minimizing the number of repetitive tasks can free up time. Software solutions without these features could cause scheduling and payroll errors. Choosing software that isn’t integrated could also waste valuable company time that could be devoted to more pressing matters.

6. Decommission of older legacy software

Consider switching software if your provider was acquired, and you’re being migrated to a new system without much warning, preparation or choice. Many companies who require a workforce management solution need to make sure the software can handle large volumes of data. That information also needs to be able to be transferred into different, accessible parts of the business.

Being forced onto a new system without first being asked the goals and performance metrics your business uses to audit your data and systems is especially troubling. This could have a negative impact on workflows, efficiencies and the ability for this new system to collect data that is both accurate and usable.

Switching software providers

Switching to an alternative software provider involves a thorough analysis. A business must consider the previous concepts, including other key concerns, such as development processes. Additionally, professionals must also consider evaluating software based on vendor performance, software cost, technical capabilities, products, services, technical capabilities and specific software features. 

At TEAM Software, our clients speak highly about their ability to achieve scalable growth using our integrated software solutions. Additionally, team members at major companies appreciate how well the software communicates with various hiring platforms, such as Indeed

TEAM serves top clients in both the security and cleaning industry and has an established history. Consider spending time with one of our specialists and learn more about our consistently evolving software. We may be the perfect fit if your business is considering a different approach. 

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