Field Service Management - Challenges and Solutions

Published: 2021-10-07 Updated: 2023-11-15

Subject: Identifying spare parts Ordering spare parts Tools and technology Networking service information Increase efficiency in service

Service is the new sales. Following this maxim, many companies in the machine, plant, vehicle, and equipment manufacturing sector attach great importance to efficient and satisfactory service. Field Service Management (FSM), i.e. the deployment of service staff to install, maintain or repair machines, systems, equipment or vehicles on the customer's site, is a key component of this.

Planning and organizing the deployment of service technicians is carried out by field service employees in the office (dispatchers). What challenges do field service management employees currently face? What solutions are available? This blog post provides answers to these questions.

Challenges in the Field Service Dispatching/ office service: maintaining overview

Efficient service order management: Service orders from customers must be well planned and organized. As much transparency as possible must be created for both customers and employees.
Optimal scheduling of the various resources: Technicians as well as equipment and vehicles must be optimally scheduled. Various factors must be considered, including travel distances, travel times, required materials, employee qualifications, appointment scheduling, the customer’s office hours and, if applicable, the customer's preferences for or dislikes of certain technicians. One dispatcher usually schedules numerous field service employees.
Scheduling short-term service appointments in compliance with service level agreements (SLAs): In addition to events that can be planned in advance, such as repairs or maintenance, dispatchers face the challenge of scheduling the repair of unplanned incidents that occur at short notice. To do this, dispatchers need a way that is as simple as possible to flexibly adjust scheduling and inform service technicians in real time about a changed schedule.
Cost efficiency through fast invoicing of service calls: For field service managers, an important challenge is to be able to pass on all the information relevant to invoicing to the accounting department as simply and quickly as possible, so that the work performed can be invoiced as soon as possible.

Challenges in the Field Service Dispatching/ field service: accessing information

Optimum service at the customer's site: The primary goal of service technicians is to quickly resolve incidents and implement repairs and maintenance procedures efficiently and satisfactorily.
Compensating for a lack of experience through documented knowledge: Demographic change also poses major challenges for service. Many experienced service technicians are currently retiring, and few young service technicians are replacing them. Fewer people, less experience, more complex systems and machines, more disciplines involved - from mechanics, pneumatics, and hydraulics to electromechanics and electronics to computer technology and software - the new generations in service are facing major challenges. To master these, support from an integrated system is necessary.
Mobile access to all relevant information on the customer, the service order, machines, and spare parts: For optimal preparation and execution of assignments, field service employees need easy access to all relevant information. To be able to access this information while on the road and at the customer's site, access should be possible via a mobile device and, if possible, offline as well. Required spare parts should also be identifiable and orderable while in the field.
Efficient documentation of service reports, material consumption, and working time: Time is precious. Service employees should therefore spend as little of it as possible writing reports and documenting the work performed.

Major features of Field Service Management Software

A Field Service Management Software offers numerous potentials for process optimization and cost reduction. Important components of a field service management software are:

Efficient scheduling and route planning including an integrated map
Integrated ticket system for planning and organizing service orders
Mobile order processing and documentation of performed activities with service forms, photos, videos, and digital signatures
Access to relevant customer, machine, and spare parts information in real time
Integrated knowledge management with smart search
Remote support to assist the technician on site with augmented reality, smart glasses, or virtual reality glasses

What are the benefits of a Integrated Field Service Management Software?

Manufacturers of machines, plants, vehicles, and equipment benefit from the use of field service management software in many ways:

Cost efficiency in scheduling and performing service activities
Increased first time fix rate, as all relevant information is available to the service technician in advance and in the field (for example, on activities already carried out, best practices or repair and maintenance instructions)
Increased customer satisfaction through transparency, as the customer is always informed about the current status of their service order
Fast invoicing of service calls, as they can be documented without delay and invoiced on the same day
Reduction of travel times through remote support

The more integrated the FSM software is in the existing system landscape (CRM system, ERP system, digital spare parts catalog, or service information system), the more transparency and data exchange is possible.

Summary: Improve Efficiency using Field Service Management Software

An outstanding service is one of the key success factors in business today. Choosing the right Field Service Management Software is crucial for any business that wants to optimize their field service operations, enhance overall customer satisfaction and increase profits.

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