01.28
2019

Running Your Business While Employees are on Vacation

At some point, every individual working full time needs the ability to take a few days off for relaxation and rejuvenation, as it enables them to pursue a high level of long-term productivity at work. However, if you’re running a business, juggling your employees’ vacation time requests can be difficult, especially if many of them are submitted for the same timeframe. Here are three ways that Actsoft solutions can help you remain in control of your business, whenever it might be short-staffed.

Mobile Timekeeping

Allow your employees to clock in and out from their mobile devices, and save time. Our solutions are equipped to help mobile workforces like yours spend less time on unnecessary trips to and from the office, and more at work sites instead. Despite any staffing shortages you might have to deal with during peak vacation seasons, you can still ensure that the employees you do have working are given additional time to be productive by letting them start their days as soon as they enter their work vehicles.

Wireless Forms

With Actsoft’s Wireless Forms feature, your staff can submit documents wirelessly and fill them out from mobile devices. Enhance the efficiency of your operations by using a digital system to manage and store PTO requests for vacation, as well as many other types of documents that can be customized to your organization’s needs. Through the power of this feature, benefit from streamlined information flows and a modernized approach to workforce management.

Job Dispatching

Job Dispatching makes team coordination easier than ever to accomplish, because it lets you see the near real-time positions of your remote employees during working hours and communicate new instructions to them. Make adjustments on the fly to various job assignments, and ensure that there’s enough staff at each respective point of interest. Effectively rerouting employees with this feature helps your company save revenue over time, and continuously make the most of your available labor.

As important as it is for employees to take advantage of their allotted vacation days, the show must still go on for your business, no matter how many team members are away from the office at a given time. Use Actsoft solutions to optimize productivity, coordinate with simplicity, and remove the stress from managing during times of worker scarcity.

Have any questions on how Actsoft can help you?

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01.15
2019

The Importance of Creating a Budget

Whether it’s in business or personal finance, the importance of budgeting can’t be understated. Out of control spending can derail finances for anyone, and companies that successfully keep their bottom lines in check are able to hire more employees, gain larger market share, and most importantly, avoid bankruptcy. Here’s a few tips on how to implement an effective corporate spending plan.

Sticking to a flexible plan

When formulating a budget, it’s important to avoid rigidity. While any spending plan has to involve some level of structure, a strict, no-exceptions-allowed plan can actually end up doing more harm than good, because it can be impossible to stick to. Always try to maximize the gap between your business’s cost of operations and the cash flow being brought in, but as more revenue is generated, feel free to scale up and spend more when necessary. With that being said, be sure to confirm that there’s more than enough profits to back up the expansion of your budget’s parameters before doing so.

Preparing for the unexpected

Any business will have unforeseen expenses come up at one point or another. However, the key differentiator between a financially smart business and one that’s lacking is in the preparations. Things that break in the office and deadline shifts requiring overtime are just a couple of examples of unexpected costs that may arise, and leaving room in your company’s budget for things like these eliminates the anxiety associated with scraping together sufficient funds to deal with them.

Keeping costs low

Don’t cut corners on expenses to the point where your business would suffer, but still look for ways to reduce spending wherever possible. By acquiring an Actsoft business solution, you can gain return on investment by creating new strategies to slash operational costs. For example, our Timekeeping feature allows your business to reduce unnecessary overtime, and accurately manage employee timecards. Wireless Forms is another application of ours that can allow you to save more through smartphone-to-desktop integration. Digitize budget proposals and any other company documents to eliminate paper expenses, unnecessary waste, and processing delays using this tool.

By putting in place a flexible but effective budget, your business can continue to thrive by remaining in control of its bottom line. To create new ways for your organization to retain more of its profits, use the power of our business solutions, and lower your team’s cost of operations.

Have any questions on how Actsoft can help you?

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01.11
2019

Tips for Improving Your Company’s Efficiency

Now, more than ever, distractions abound and it’s increasingly easier to find ourselves veering off our planned trajectories. In our day-to-day lives, this isn’t always such a big deal. But when it comes to being at work, staying focused and working on the project(s) at hand is imperative. Efficiency plays a big role in making sure your business stays profitable. So what can you do to remain focused and moving everything forward? Here are some of our top suggestions.

Follow a routine.
We are creatures of habit. While some may suggest routines can swerve into the lane of the mundane, at the office, they can also help keep you on top of your game, operating like a fine-tuned machine. Now, this doesn’t necessarily mean that you need to map out your entire day and function like a robot of sorts. Rather, have a regularly scheduled plan for knocking out the things you know need to be addressed on a daily basis (e.g. read and respond to emails in the morning, run daily reports, etc.).

Make lists and sort by urgency.
Is there a ton on your to-do list and you’re pretty sure it can’t all be tackled in a single day? Prioritize everything based on urgency to make sure you address the bigger projects that need to be tended to sooner than later.

Stop multitasking.
Hear us out with this one. Yes, the ability to multitask is often touted as a favorable attribute during the interview process. But, juggling a ton of projects at the same time may not be the most effective way to get them done. Often times it’s better to focus your energies on a single project and see it through to completion — or at least as far as you’re able to take it — before moving on to something else. Stopping mid-task, switching directions, and then going back can cause you to lose your focus and momentum, effectively taking up a lot more time.

Minimize meetings.
Does your company have endless numbers of meetings? Ask yourself if they’re all 100 percent necessary or if you can scale them back and combine some when possible. Regular interruptions can hamper workflow, prolonging the amount of time it takes to get things done. Dialing back the number of meetings you regularly hold lets your employees focus on pressing assignments.

Implement a professional service.
Solutions like the ones we provide are a more official means to increase productivity in the workplace. With functionality like GPS Tracking, workers can be held more accountable for their behavior while on the clock. They need to be where they say they are, and there’s no question about the time it takes to get from point A to point B — and whether they took the most efficient route. Wireless Forms allows them to collect important information, including photos and signatures, much quicker than traditional paper forms, so they can proceed on to the next job sooner than before. Plus, the back office receives all the information almost instantly, giving them a chance to process way ahead of schedule. And with Mobile Timekeeping, your crew can clock in no matter where they are, so instead of wasting time going into the office when they don’t need to, they can immediately start the day by focusing on their responsibilities.

As you can see, with just a few adjustments that are easy enough to implement, you can transform your already successful business into an efficiency machine.

Have any questions on how Actsoft can help you?

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01.08
2019

Corporate Growth and Motivating Employees

As any corporation experiences growth, the need to cultivate new leaders within it will naturally exist. For many employees, the prospect of eventually rising to a management role is something that they strive for, and if your organization is continuing to expand, there’s nothing but positive trajectory for everyone.

With corporate growth, however, comes the need to develop the skills of staff. Over time, the valuable traits that each of your employees bring to the table for your business’s success should be identified, refined, and highlighted. Effective management starts with empowering those around you, and routinely motivating them through the progression of their abilities.

If there’s potential for growth within your company, better candidates may be more enticed to take open positions, allowing you to hire only the most impactful people. Individuals that truly make a difference for your organization typically all have strong work ethics, and new positions created during times of expansion can help to put in place additional structure for your organization.

By using Actsoft solutions to help your team flourish, you can provide your employees with clearer paths to success. Features of our digital products like GPS Tracking, Dispatching, and Wireless Forms all continue to play an active role in helping countless businesses reduce the costs of their operations, and maintain higher standards of efficiency. As any company’s bottom line must be in good standing before more employees can be brought on, our solutions can help to increase workforce productivity and efficiency, saving additional funds. New hiring is a huge benefit, and a great sign that growth is occurring. It also leaves room for tenured staff to potentially achieve positions of leadership.

If staff feel empowered to ascend in their careers, the ramifications for your business are huge. Employee productivity as a whole can increase, and you’ll be able to continue effectively growing your company. To gain a better handle on growth, bring down operational costs, and make promoting your team members easier, allow Actsoft’s suite of applications to help.

Have any questions on how Actsoft can help you?

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01.04
2019

New Year’s Resolution for Your Workforce

If there’s anything that can be said about the year’s end, it’s that December 31 is almost indisputably the biggest party night of the year. One needs to look no further than the hordes of people that flock to New York City’s Times Square (roughly one million were anticipated for the close of 2018) to watch a shimmering crystal ball descend a pole perched atop One Times Square. Others, looking for (slightly) smaller crowds, gather at bars and clubs. For those really averse to the throngs of partygoers that are unavoidable at public New Year’s Eve celebrations, house parties are where it’s at.

Regardless of the venue, hundreds of millions of people around the globe devote the last night of each year to celebrating, often times with a smorgasbord of food and stockpile of libations. Many parties last well into the wee hours of the following morning which, in addition to being a deciding factor in many businesses staying closed for the day, also likely plays a hand in another annual tradition: the New Year’s resolution.

It’s no surprise that, after an evening of over-indulgence and debauchery, January 1 is used as the jumping off point for people to pledge to make positive changes in their lives. (“New year, new me,” as the popular phrase goes.)

Resolutions can be tough for people to stick with for the long haul. It’s not always easy to make major changes, and many times they’re simply abandoned after just a few weeks. But, if you’re a business owner who’s looking to ring in the New Year by introducing new ways to help bolster your bottom line, implementation of our software is a simple, cost-effective way to get started.

Wireless Forms let you digitize even the most complicated of paper forms, eliminating the need for costly hard copies and reducing the amount of time they take to fill out. Plus, your workers have no reason to take precious time out of their work days to shuffle back and forth from the field to the office so paperwork can be filed. Instead, they can take on additional jobs with all that time saved.

With employees less tethered to the home office, our Mobile Timekeeping functionality allows them to punch in from anywhere. Plus, not only can you accurately track their hours, you can make sure they’re where they should be when they punch in (e.g. at a job site). This way, if an employee is running late (or attempting to be deceptive) you know without a shadow of a doubt, letting you adjust their pay accordingly and take any action that may be necessary. (Long story short: It keeps your staff honest and holds them accountable.)

Job Dispatching is a means to disperse new work orders that come in during the day. But it’s not merely an assignment tool; it lets you choose the right person for the job, based on factors like current workload and proximity. This way, your staff is able to visit more customers each day, while also reducing the amount of fuel consumed traveling between job sites.

Speaking of fuel consumption, have you ever wanted assurances that your drivers are doing everything they can to treat fuel as the precious, costly commodity that it is? We can help with that, too. Track driver behavior for things like hard braking and quick accelerating, excessive idling, and routes taken to make sure they’re following best practices to use as little fuel as possible.

These are just four ways that our solutions can help you keep your business-forward resolution this year. We take care of all the hard work, meaning this is one resolution you’ll have no problem keeping up with. You’ll reap all the rewards with minimal effort on your part.

Have any questions on how Actsoft can help you?

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12.21
2018

Reinventing Disney Classics and Mobile Workforces

The year is almost at an end and, though there is ostensibly no discernable difference between December 31 and January 1, many of us opt to use the New Year to signify new beginnings. We make promises to improve various aspects of our lives and hope that, with the coming year, we can usher in better versions of ourselves.

Likewise, in Hollywood, the creatives behind all the biggest blockbusters are constantly trying to one-up the last hit. Sometimes that involves breathing new life into something older. In 2019, we’ll see the masterminds from Disney reintroduce three of the biggest classics from yesteryear, implementing new technologies that let them retell the same story in a completely new light.

In “The Lion King,” we’ll see Simba as we’ve never seen him before, as though he’s a real, living, and breathing feline. “Aladdin” promises to take us on a magic carpet ride to the mythical land of Agrabah brought to life. And everyone’s favorite floppy-eared, flying elephant is bound to win the hearts of a whole new generation in “Dumbo.”

Now, whether or not these modernized versions of the classics are actually upgrades or not is a subject of contention for many. But the fact of the matter is: Technology today allows the storytellers to dazzle audiences with a new, upgraded look that they simply were not capable of when these films were first introduced.

Likewise, introducing our software to your business allows you to complete the same tasks that you are now, but in a much more efficient manner. And unlike the reimagined movies that are coming to the big screen next year, there’s really no disputing the benefits you’ll see from upgrading to our solution.

If you’re constantly dealing with massive amounts of paperwork, particularly with forms that need to be filled out at each job site, there is so much waste (both resources and expenses) that comes from needlessly using so much paper product. Plus, with decision logic, your digital modules automatically know to skip to certain questions based on your responses, saving your crew time.

Companies with fleets can use our solution to reduce the amount of fuel used. Vehicle monitoring lets management know if drivers are allowing their trucks to idle needlessly, burning fuel that could be saved simply by switching off the engine. Additional driver behavior (e.g. hard braking or accelerating and speeding) is tracked so you can make sure your crew is driving as safely as possible. When they’re following safe practices, there’s a reduced risk in accidents, which can be costly both to your bottom line and reputation.

And when you have employees that work in the field, you can save time wasted by letting them punch in and out from the field, rather than having them come all the way into the office. Plus, with GPS Tracking tied into their time punches, there’s an added level of accountability, since you know they’re exactly where they’re supposed to be when you start paying them.

So while everyone may not be all on the same page when it comes to the reimagining of classic movies, it’s okay; we don’t always have to agree. But when it comes time to reinvent your business, it’s hard to argue with the results.

Have any questions on how Actsoft can help you?

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11.16
2018

Thanksgiving, the Holidays, and Managing Your Business

It’s hard to believe, but Thanksgiving is just around the corner. With it marks the unofficial start of the holiday season. It’s a time when we all — even those of us down here in the Sunshine State — start to break out the warmer clothes as the mercury levels perpetually drop. It’s when you and your family come together to celebrate, catch up, and enjoy a plethora of hearty home-cooked meals (while dodging the uncomfortable questions about your life choices that inevitably come your way from that one distant relative you only see this time of year).

Beyond the gathering of friends and family, the roasted turkeys and hams, the piles of sugar cookies, and the exchange of gifts, there are still businesses to be run. And as a business owner, you know by now that, similar to the slew of vacation requests that come in each and every summer, this is another time when work crews tend to be working at half capacity due to all the time off requests.

What does this mean for you? Simply that, during the holiday season, you need to make some adjustments in order to allow your staff the time off they’ve earned, while keeping up with business as normal. (Not to mention, you may actually be even busier than usual, so slowing down is not an option.)

That’s where our software comes in. When you have our solutions in place, the level of efficiency you’re able to run your business at increases exponentially. How? Here are a few examples.

Wireless Forms
Ditching those cumbersome paper forms is the easiest way to save time on the job. All the information your workers need to collect from customers, including signatures and photographs, is done and sent back to the home office in near real-time, directly from the field. With only pertinent information included on the forms and no illegible handwriting to decipher, this is processed much quicker. Plus, since workers no longer have to go back to the office to turn in stacks of paper, they can easily fit more customers into their daily schedules.

Dispatching
It’s one thing to have a carefully orchestrated schedule set up ahead of time, so you can prepare your team to tackle each days’ work in a way that makes the most sense. But as we all know, the unexpected is almost always bound to pop up. Customers cancel. New customer requests come in. People call out sick. Using our dispatching feature, you can see a top-level overview of each person’s schedules, availabilities, and current locations. So when new orders need to be assigned, you’re able to send it to the right people, fitting in as many as possible.

Timekeeping
With decreased staff numbers come increased hours for the ones holding the fort. Our mobile timekeeping solution not only lets staffers make the most of their workdays by eliminating the need to stop by the office before heading to the first job site, but also by letting management review hours worked no matter where they are. This helps administrators make smarter decisions when distributing tasks so that unnecessary overtime is avoided when possible, or at least minimized when unavoidable.

These are just three of the many tools in our suite of solutions. As you can see, there’s already so much they can do to help you run a more efficient business and, in doing so, increase your bottom line. Whether your business is in peak vacation season, or it’s just another normal workweek, you’re going to get the most out of your workers the minute our software becomes a part of your daily procedure. It will allow you to approach the holiday season — and every other time of the year — with far less stress, and more confidence that it will be business as usual … always.

Have any questions on how Actsoft can help you?

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11.14
2018

HVAC 911: Winter Emergencies and How to Ramp Up Your Service

When temperatures drop, calls requesting HVAC service start to rise because nobody wants to spend winter in the cold when their heater stops working. In warmer states like Texas and Florida, many heaters break just in time for the colder months because all year they’re simply collecting dust, and those particles can damage heaters.

Handling these emergency calls efficiently and professionally can both save you money while it makes you thousands of extra dollars and dozens of happy customers. Of course, by mishandling calls — being late, not showing up, double booking, and poor route management, your company can miss out on lucrative jobs, get terrible reviews and lose potential lifelong clients.

This leads us to the million-dollar question: How can HVAC companies best handle a surge in calls during the winter season?

The simple answer is: by streamlining operations on both the front and back ends using simple software solutions for computers and mobile devices. These solutions, such as Actsoft’s suite of tools, enable your office and your drivers to communicate quickly, clearly, and effectively.

For example with GPS Tracking, your dispatcher can see (in near real-time) where your drivers are, if they’re still with clients, and who is closest to the next job. With this information, they can immediately send an alert to the driver’s mobile phone with the new job assignment.

This is also a useful feature in giving customers accurate time estimates, so they know when to expect a driver to arrive. By looking at the driver map, office personnel can see the distance between a driver and a customer. This type of information is invaluable when you’re dealing with heavy volume.

On top of the incredible customer service benefits, GPS tracking also helps to drastically cut down on fuel costs by optimizing routes and finding the shortest distances, while also avoiding congestion, for drivers to travel. Over months of use, this technology can save your company thousands of dollars.

Wireless Forms
Enhance your service even more by executing paperwork quickly and clearly with digital forms. Just like any form on a website, solutions like our Wireless Forms allow you to create your forms digitally and then deploy them to mobile devices. This means your employee can simply pull up a form, the client can read and sign it via an electronic signature, and the employee can send that form straight to the office for processing. This eliminates the possibility of technical errors (illegible handwriting, missing forms, etc.), thus delaying service and creating a huge back-up of customers waiting for assistance. It also eliminates the problems of losing forms or having to make extra trips to the office to drop them off or pick new ones up.

Barcode Inventory
Another great asset during the busy season is using barcode scanning to keep track of tools and inventory. When you have several drivers on the field juggling many requests it’s easy to forget to order more supplies; before you know it, you’re out of the material you need to do a job. This means you’re not only losing money on that project, but your lost customer is now taking their business to a competitor — which could be a lifelong customer loss for you.

By using a simple tool like Barcode Scanning, your techs simply scan each part as they use it; that information is tracked, and when the supply dips below a predetermined amount an alert is sent to the office personnel to reorder more supplies.

If you’re ready to boost your company’s efficiency for just pennies a day, call an Actsoft rep today and will walk you through our line of solutions geared to save and make you money.

Have any questions on how Actsoft can help you?

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11.13
2018

The Benefits of Integrated Technology

The businesses of today rely on technology to power their workforces, especially if they’re mobile. Without solutions for managing remote operations, it’s difficult for companies to optimize efficiency and maintain a competitive advantage over other organizations in their industry. The problem, however, lies in the fact that these businesses often times use multiple different applications to handle their various inefficiencies. In doing so, they can end up paying much more for a laundry list of different software licenses, and still not have the same kind of control that a single, end-to-end business application would provide them with. Instead of buying a wireless forms solution, a tracking solution, a dispatching solution, and a timekeeping solution, why not just acquire one that includes all four, plus even more tools to make your business thrive?

At Actsoft, we realize that today’s companies need solutions that don’t add more guesswork and unnecessary costs to their daily processes. That’s why we’ve created Encore, our flagship application for data collection and business management. With Encore, you’ll be able to seamlessly integrate your remote staff’s mobile business devices with your organization’s desktops, and manage from the convenience of an all-in-one solution. Reap benefits like these as a result of integrating your business’s technology, through our most intuitive application’s potential.

Stronger Connectivity

Integration naturally bridges gaps in communication, making connecting with your team easier than ever to do. Encore’s Dispatching and Messaging features provide a seamless environment for effective, on the fly communication, and establish links between the handsets of mobile employees and your office’s backend systems. Save time and money by efficiently rerouting staff as need be, and getting crucial instructions to them quickly.

Accessibility

What more could your business accomplish if it had nearly instant, yet secure access to the valuable data it’s gathered from the field? Integrating technology allows your mobile operations to succeed, and provides your home base with all of the information it requires more efficiently. Wireless Forms on Encore lets you easily create digital copies of all of your business’s most important documents, and enables your employees to submit forms from the field. In doing this, supervisors have faster access to analytics, and can make data-driven decisions for saving revenue, and smarter resource allocation.

Consolidation

Reduce the amount of different solutions your business uses with Encore. As an all-in-one application, it can help your company save, centralize its information, and simplify the ways that it manages. Learn more about how Encore can help you integrate and enhance your business today.

Have any questions on how Actsoft can help you?

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10.23
2018

Industry Spotlight: Actsoft Solutions in Healthcare

Much like the public sector, healthcare is often times a mission-critical industry. Mere minutes and seconds can have life-saving implications, especially when it comes to emergency response. Because of this, organizations that provide medical services need solutions that can keep them better in tune with their mobile employees. Crucial situations that call for clear, open lines of communication are more easily managed through Actsoft’s workforce management applications, and we take pride in being able to assist organizations that help those in need find greater efficiency.

Fleet Tracking

Ambulance fleets that are monitored using our solutions’ GPS tracking capabilities are better equipped to operate safer and more efficiently. Our fleet tracking applications go even further than traditional solutions by displaying data charts about the activities of each of your respective fleet vehicles, allowing you to make better, more informed decisions about your mobile workforce. Let Actsoft solutions help your team regularly reduce its ambulances’ fuel consumption and wear-and-tear today.

Dispatching

Easily make on the fly adjustments to your workforce using Actsoft’s Dispatching tool. Both palliative care services and EMS can use the power of mobile technology to strategically direct the different parts of their workforce in near real-time, as employee positions in the field help administrators dictate who should get routed to a new location. With Dispatching, your workers can receive nearly instant notifications of procedural adjustments to their handsets, making your team better-rounded and more versatile than ever before.

Wireless Forms

A system for digital documentation takes the guesswork out of filling out and submitting paperwork, and is an especially useful asset in a time-sensitive industry like healthcare. Wireless Forms lets healthcare companies fill out forms electronically, and aspects of the feature such as decision logic help to reduce entry errors by showing employees only relevant portions of a document to complete, based on their previous answers.

Have any questions on how Actsoft can help you?

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