01.22
2020

Encore’s Dispatching Scheduler: The Solution to Work Order Inefficiencies

In one of last week’s blog posts, we discussed some of the difficulties a field service company faced without having a tool to plan out their mobile employees’ work orders in advance. In addition to productivity and brand reputation suffering due to confusions in scheduling, the company was also spending too much money on paper documents to instruct staff that were handwritten and, at times, illegible.

Our flagship workforce management software Encore now enables businesses to manage workloads ahead of time with its Dispatching Scheduler feature. Available exclusively to users of the solution’s Ultimate tier, the Dispatching Scheduler provides an easy, yet intuitive way for your team to plan out customer visits and increase its efficiency.

Features of Encore’s Dispatching Scheduler:

  • A color-coded dashboard that provides easy identification for work order progress.
  • The ability to create service delivery windows for employees dispatched to new customer locations.
  • A feature for reassigning pending orders to new workers on the fly.
  • Calendar and Schedule rows that display availabilities, last known employee locations, and current assignments.
  • The ability to see lists of unassigned orders and drag and drop them onto user schedules.


Encore’s Dispatching Scheduler dashboard.

Benefits of Encore’s Dispatching Scheduler:

  • Distribute workloads more evenly.
  • Optimize employee schedules for higher efficiency.
  • Save time and money with intuitive scheduling that helps to keep employees informed.
  • Provide customers with more accurate service delivery times.
  • Graphics-based scheduling allows your staff to work faster and more interactively.

When applied to the field service use case, it’s easy to see how this powerful new capability could instantly improve the company’s processes. Encore’s Dispatching Scheduler allowed the business’s mobile employees to have easy access to their daily schedules, eliminating unnecessary back-and-forth communication from the office to the field and giving them a much more accurate timeframe for service deliveries. Due to both an increase in productivity and efficiency with the Dispatching Scheduler, their business was able to save significant revenue and also increase its opportunities from a strengthened reputation amongst its customer base.

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01.07
2020

Ways to Optimize Your Company’s Communication

Communication is essential to good business, and if it’s a skill that’s suffering at your workplace, there are undoubtedly hidden costs that come into play. Poor communication can result in lowered morale at best, and incredibly costly mistakes at worst. In fact, according to The Holmes Report, the total cost of ineffective communication for 400 surveyed companies with at least 100,000 employees was a staggering $37 billion. Given these potentially catastrophic results, here are four steps you can take to make sure your organization is firing on all cylinders when it comes to efficiency and clear directives.

Ensure proper email etiquette is in place.

Even something as simple as training your employees with a quick, 10-minute video on best practices for email communication is a great way to help verify that things are conveyed clearly, concisely, and professionally. Also, emphasize the importance of spelling and grammar checks across your organization; whether it’s responding internally to a coworker or manager, or externally to a business customer, it’s always important to ensure that communications remain accurate so that respect for the recipient is consistently upheld.

Schedule meetings that are actually productive.

Meetings that accomplish nothing are more than just a waste of time; they can harm workforce productivity if they’re taking people away from their work and nothing’s being done. To mitigate this, define a handful of specific goals that the meeting needs to accomplish prior to its start time, and once those goals are all accomplished, end the meeting promptly. This helps everyone remain focused on finding solutions, rather than on arbitrary conversations. Asking the individuals in the meeting for feedback about your strategies also welcomes additional diversity to the discussion, which is another essential element to good workplace communication.

Implement an efficient chain of command.

For certain forms of internal communication, such as purchase order or product collateral requests, it’s always a smart idea to establish protocols. Following standard operating procedures enables your team members to reach out to the correct individuals for these requests from the start, eliminate unnecessary back-and-forth, and ensure that the correct materials are received expediently.

Use Encore to coordinate with employees that work away from the office.

Our flagship mobile application, Encore, can help you more efficiently communicate with your internal and mobile staff by allowing your administrators to send out new instructions to them on the fly, receive collected data from the field digitally, and more. As the most powerful solution listed here for helping keep your communication inefficiencies to a minimum, Encore works to provide companies like yours with features for high savings.

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11.26
2019

The Benefits of a Company Newsletter

Keeping everyone in your organization on the same page is essential to success, and one tried and true method of doing so is through a recurring newsletter that’s sent internally to your employees.

As a dynamic piece of content, your newsletter should effectively blend both graphics and text to convey your messaging. And while not all of the benefits of a newsletter may be strictly numbers-based, there’s something to be said about how creating one can bring your company closer together and work to inform employees of happenings in your organization, particularly outside of what their typical day-to-day schedules would normally include. Here are three major pluses that composing a newsletter can provide to your business.

Enhanced focus

Coordinate with your company’s leadership team about what topics will be addressed for your newsletter and try to thread a singular message throughout the entire piece. This works to provide insight to your staff and helps them realize the most important major corporate-wide objective at hand, improving organizational clarity.

Initiatives communicated

Reiterate the current primary goals for your business when creating your newsletter. If there are any key projects affecting multiple departments, provide updates within the content on what’s been accomplished, as well as what’s on the horizon. Communicating initiatives and documenting their progressions gives your team everything it needs to seamlessly shift from one task to the next in a more efficient, productive manner.

Buy-in generated

Featured sections of your newsletter where different viewpoints or departmental highlights are given can greatly improve engagement across your entire workforce. If multiple individuals from various departments have a hand in sharing information for your newsletter, buy-in is generated and employees become even more empowered.

For any other methods of communication your company may require, Actsoft solutions can help. With features built into our all-in-one business management software that help you reach your mobile employees nearly instantly, you can coordinate operations with ease. An effective newsletter keeps your staff up to date on a weekly, monthly, or quarterly basis; for all other needs, our solutions allow you to efficiently communicate with them at a moment’s notice.

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11.12
2019

Shipping During the Holiday Season and Actsoft Solutions

In 2017, UPS estimated that they’d be shipping nearly 750 million packages during the course of the entire holiday season. This year, that number isn’t likely to drop. With a steadily increasing number of gifts being given around Christmastime, companies that are in charge of package transportation must use technology and precision to ensure that there are as few delivery hiccups as possible.

At Actsoft, we engineer digital solutions that help streamline operations for companies in industries like transportation for both the driver and the administrator. By making things easier for all employees involved in the shipping process, our solutions help delivery businesses maintain efficiency, even during their busiest quarters of the year. Two applications in particular that we offer are essential for transportation companies: ELD and GPS Tracking.

Powered by VisTracks, our Electronic Logging Device (ELD) solution enables delivery drivers to focus strictly on safe and efficient driving by automatically logging their active time behind the wheel. Rather than having to manually fill out nationally mandated forms for Hours of Service (HOS), semi-truck operators can reach their destinations as quickly and safely as possible with instant documentation preventing their attention from being diverted toward cumbersome paperwork tasks. Information about rest compliance that’s automatically logged on a driver-by-driver basis is readily available to administrators and can help reduce their business’s potential to incur regulatory fines.

On the administrative side, our solutions’ GPS Tracking feature enables location positioning to help keep cargo and trucks safe, even if they become separated from one another. Track semi-truck trailers, the vehicles themselves, and even employees during working hours with accuracy from our software’s live view map. Monitoring all mobile operations via GPS technology helps keep fuel usage optimized, package containers secure, and drivers accountable.

With the power of Actsoft solutions, transportation businesses can maintain ultimate control on their operations. Cut costs for your delivery company and keep efficiency high throughout the frenzied pace of the holiday season using our mobile management software.

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10.22
2019

Actsoft’s Strategic Partnership With Geotab

As a strategic partner of ours that supplies top-notch fleet tracking devices and fleet technology, Geotab is the perfect complement to Actsoft’s solutions. Our alliance with Geotab allows us to pair ultra-advanced hardware and fleet diagnostics with the workforce management capabilities of our solutions to give your team a truly robust digital management platform.

Through Geotab GO9 devices, the MyGeotab software, and Actsoft integration, companies can have a rich and detailed fleet management experience, gaining tools for advanced collision detection, driver reports, and more, as well as the features they need to effectively manage all other aspects of their workforces.

After employees have exited their business vehicles and begin working, insight can sometimes become lost; this is where handset tracking comes in. Our solutions provide device monitoring technology, allowing you to keep tabs on each member of your team during working hours in the field. In addition to handset tracking, we also provide solutions for Timekeeping, Job Dispatching, Intra-Company Messaging, and Wireless Forms, allowing your team to take its processes fully digital and control its operations with higher efficiency. When paired with Geotab’s proficiency in the fleet management sphere, our solutions can provide even greater potential for your business.

Use Actsoft and Geotab to gain full insight on both your fleet and remote workforce in near real-time. Our strategic partnership with Geotab allows us to expand the capabilities of our mobile management solutions, help our existing customers continue to succeed, and create meaningful new relationships both now and in the future.

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10.01
2019

How Football Player Speed Tracking Is Similar To Fleet Analytics

This past Sunday, Cleveland Browns running back Nick Chubb ran for 165 yards and three touchdowns, helping his team secure a 40-25 win over the Baltimore Ravens. On his most explosive run of the day, an 88-yard bolt to the end zone, Chubb reached a ridiculous top speed of 21.95 miles per hour, per Next Gen Stats.

The National Football League has been experimenting with new ways to track player performance, measuring advanced statistics using cutting-edge technology. Thanks to concepts like ultra-accurate speed clocking and catch percentage measurements on tight-window throws, insightful data is readily available on how players are performing, and as a result, the performance analysis process is more detailed than it’s ever been.

At Actsoft, our applications’ GPS Tracking feature mirrors many of the innovative technologies the NFL uses to track routes and top speeds by its players on long touchdown runs. Our tracking solutions are able to record the top speeds and route histories of each individual vehicle in your organization’s fleet using a combination of hardware and software, providing a powerful new way for you to regulate operations in the field. From your Actsoft solution’s dashboard, see a live view map of your vehicles in near real-time, as well as the directions they’re traveling. Advanced statistics on stop times, route histories, and speeds traveled by your mobile employees in company vehicles are also available to managers, allowing your business team to enhance quality, safety, and efficient fuel usage. If certain staff members are traveling faster than you’d like for them to while en route to an assignment, use Alerts to receive  notifications any time your customized thresholds for speeding are exceeded.

With advanced technology that collects and reports data on your fleet’s activities, Actsoft solutions are designed to help your managers stay in control of the mobile workforce they employ. Use our tools to increase team accountability by identifying excessive speeding and unnecessary stops by members of your remote teams while they’re on their way to scoring you more business.

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09.18
2019

Five Supported Types of Integration with Actsoft

The versatility that our solutions provide is a powerful resource for companies with mobile workforces. By having compatibility with many third-party systems, our Encore solution makes it simple for your team to stay adaptable during daily operations and sync data collected by it* with many of the existing software types your business already uses. Integration between our solution and outside ones is possible with five kinds of API data:

Orders

Historical records of instructions you dispatched to your workforce can be accessed from your Actsoft solution’s API and synced with some third-party systems. Review and integrate past directives issued to your team for quality control, proof of service, and checklist verification purposes.

Client and User Lists

Keep better track of customer totals with user list integrations. Your clientele is essential to successful operations; use API integration to retain detailed logs of all users involved with your company.

GPS Positions

Past locations of employees, assets, and fleet vehicles can all be called up whenever you need them by accessing the Actsoft API. Sync GPS data with anything from weather maps to Esri GIS systems to better understand your workforce’s resiliency, spatial analytics, and historical dispersion.

Form Data

Using our Encore solution to create custom digital versions of all your company’s documents provides your company with a cleaner, faster, and more cost-effective way to process its information. You can then integrate this data with many alternative software types for simpler, more consolidated storage.

Timesheet Data

QuickBooks and Kronos are a couple examples of solutions that are compatible with Encore’s Timekeeping feature. When your remote employees clock in or out from their mobile devices while in the field, their timesheet information is stored within the Actsoft API, making it easy to be synced. Save time and money by eliminating manual entry entirely while trying to merge payroll or accounting systems with data from Encore.

*API integration is only supported on the Ultimate tier of our Encore solution.

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09.10
2019

The Benefits of Encore Vault’s EVV Solution

We’ve already discussed the upcoming Electronic Visit Verification (EVV) mandates that mobile healthcare companies must eventually have an answer for, but aside from just simple compliance, what are some of the extra benefits that an EVV system can provide your workforce with?

From a perspective of running the most efficient mobile healthcare operation possible, taking advantage of an EVV solution’s feature set is nearly as essential as remaining in regulatory compliance. After all, if you’re paying for an EVV solution, it’s wise to use it for the most possible enhancements to your business, while it helps your team stay in line at the same time. Our EVV solution, offered through Encore Vault, is designed to provide your organization with a treasure trove of features and valuable benefits for upgraded operations, including:

Verification of delivered services

It’s within the acronym, and it’s perhaps the most important aspect of our EVV solution: Verification. An ability to document and save data about patient visits made by your mobile medical staff is crucial for success, and in addition to helping track service quality, it can offer your team greater protection, as well as a dynamic new way to submit information.

Redirecting mobile nurses with ease

For mobile healthcare teams that must make multiple trips to different clients daily, the ability to schedule and reroute staff members on the fly can make things infinitely easier. Encore Vault EVV helps your business save fuel, reach patients quicker during emergency situations, and see the near real-time GPS positions of its personnel during working hours.

Helping eliminate insurance fraud and reducing overbilling

Recorded histories of patient visitations with accompanying location markers can help enhance the quality of your healthcare company’s reputation amongst its clientele by fostering consistency. With our application’s ability to notate precise start and stop times for delivered services, you can also help eliminate falsified claims and boost the accuracy of submitted logs.

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09.05
2019

Why Data Encryption Matters

In today’s digital age, data is increasingly valuable. With that, however, comes an even greater necessity to protect it. Hefty fines can be leveled against organizations that fail to adhere to federal regulations on certain data types like Personal Health Information (PHI). Any kind of financial information that becomes compromised can also subject the firm in charge of it to massive data breach payouts.

The answer why is simple: Data is crucial to personal security. The potential damage that leaks or hacks can wreak on anything from privacy to financial health can be devastating to both the customer and the company storing it.

So, if your organization is in charge of keeping data heavily secure, what are some of its options? One of the most cost-effective but secure ones lies with our Encore Vault solution. Along with being backed by mandatory and thorough compliance training for our employees on a routine basis, our application is equipped with a slew of security levels to help you truly lock down client information, including:

  • TLS 1.2 data encryption
  • FIPS 140-2 compliance
  • 256-bit AES encryption
  • Advanced Data Security (ADS)
  • Microsoft Azure Web Application Firewall (WAF)
  • Support of HIPAA compliance for sensitive medical information

Encore Vault’s proficiencies aren’t strictly limited to efficient data collection and highly secure storage, however. The solution provides tools for you to coordinate all aspects of your mobile workforce on a platform that’s even more safeguarded. Powerful features like Job Dispatching, Intra-Company Messaging, and GPS Tracking still allow you to monitor points of interest regarding your workforce in the field and adjust workflows in near real-time. Encore Vault is designed to give companies in finance, healthcare, the public sector, and more all the functionality they’ve come to expect from a top-tier workforce management solution, but with the uncompromising levels of encryption they require.

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08.27
2019

A Synopsis of Encore Vault

Our Encore Vault solution is built to encompass all the additional security measures your organization may need over its data, communications, and analytics. Backed by Advanced Threat Protection for Microsoft Azure (ATP), Vault is a highly secure version of our flagship application that is an ideal fit for companies who require additional safety protocols.

At Actsoft, our staff have been through stringent training sessions in order to make sure that the services and engineering processes we abide by align with any and all security regulations; as a result, we’re able to provide a product that can now even more directly assist businesses in verticals like healthcare, professional service, and the public sector.

Encore Vault’s Wireless Forms feature supports compliance with the Health Insurance Portability and Accountability Act (HIPAA), which remains a necessity for many businesses, particularly those in healthcare. In addition to incurring costly fines, organizations whose documentation procedures don’t comply with federal mandates may be subject to additional sanctions; Vault’s ability to help check the compliance boxes for your company allows you to benefit from its features even faster and keep fines away. Affordable solutions for Electronic Visit Verification (EVV) are also offered with Vault, making it a truly dynamic and useful application in the healthcare space.

Aside from HIPAA compliance, Wireless Forms with increased security measures is valuable to organizations in other industries like professional service and the public sector. For these fields, remote data collection needs to stay highly secure, and with ATP locking down form transmissions, organizations in verticals like these can still reap benefits of saved time, money, and heightened efficiency. Data breaches can also be incredibly costly to recover from for any company’s bottom line; Vault helps mitigate data loss potential with geo-redundant storage, expanding the ways that your company can stay protected.

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