The service industry is booming, and the demand for services is increasing every day. Cleaning, security, maintenance, hospitality… Whatever your area of expertise, there are plenty of growth opportunities. But here’s the challenge: the more client contracts you have, the harder it becomes to keep track! Which agent intervened at which client site? Were the services performed correctly? How quickly was the reported incident resolved? To clearly visualize the movements of your operations, setting up intervention reports is essential.
However, how do you create hundreds of reports without being on-site to monitor the interventions? How do you call dozens of agents at the end of the day to centralize everything? IMPOSSIBLE! Automating intervention reports is the solution for service providers. Discover all our tips on how to do it!
What is an intervention report?
An intervention report is a detailed account of the actions performed during a service delivery. It records the conditions of the intervention, documents any issues encountered, and lists the solutions provided. Unlike an intervention voucher, which precedes or attests in real-time to the completion of a service, this document is written afterward.
The intervention report can rely on various data sources: information contained in the intervention vouchers, work time logs, equipment usage reports, reported incidents, quality checks performed, and contradictory controls. It precisely lists operational, performance, and quality indicators in an analytical manner. This document serves as proof of the completion of a specific service and acts as an official written record within the framework of a contract.
On the service provider’s side, the intervention report certifies compliance with legal and contractual aspects. It justifies the billing issued to the client and becomes the legal basis in case of warranty issues. On the client’s side, the intervention report ensures proper monitoring of the external service provider and verifies the quality of the services performed. It facilitates the sharing of information, even for geographically distant sites.
Why automate your intervention reports?
Did you know that processing paper intervention vouchers can take up to 10 hours of manual and administrative work per week? Collecting, searching for, and classifying documents takes an enormous amount of time. On top of this, there are hours or even days spent analyzing data! Indeed, in paper format, intervention reports don’t create themselves. They require a thorough review of operational parameters, correlating information, and finally, graphical transcription. Between wasted time and money, poor management of intervention reports can quickly become disastrous for a company.
This is why digitalization of document processes and automation are increasingly appealing to service providers. Goodbye paper and wasteful, non-eco-friendly practices! By automating your intervention reports, you gain a multitude of benefits:
Reduction in operational costs: Digitizing reports is a highly cost-effective option! On one hand, it reduces unnecessary working hours, and on the other, it eliminates costly data entry errors. Your labor costs are distributed more wisely, focusing on tasks that add greater value and yield a better return on investment. Additionally, digitizing intervention reports is a boon for both the environment and your wallet! No more printing, buying ink cartridges, or travel expenses for fieldwork—everything is done digitally and remotely.
Improvement of operational performance: With digitized reports, the processing time for interventions is drastically reduced. Your agents no longer need to fill out dozens of forms or follow-up folders, saving them time during their rounds. They can independently optimize their service scheduling and are empowered in the process. So, digitalization could potentially increase the number of interventions handled within the same daily time frame!
Increase in service quality and customer satisfaction: With real-time updates, you’re instantly notified of any issues. No more missing anomalies—thanks to automatic validations, your reports are completed instantly. Consequently, you can implement corrective actions without wasting a single second if standards aren’t met. With a centralized database, you can compare, break down, and analyze events to identify trends and optimize your intervention processes accordingly. You offer a complete, time-stamped history of your actions to your clients, making them even more satisfied!
Automation of intervention reports: What are the steps to follow?
Automating intervention reports doesn’t happen with the snap of a finger. Before, during, and after… digitization must be done in stages and without rushing blindly. What indicators do you want to track? When, where, and how? What resources are available to me? Several questions need to be answered.
1. Existing System Audit
To automate your intervention reports, you must first conduct an inspection and diagnosis of your operations. Number of client sites, types of services provided, number of intervention vouchers to collect, quality indicators recorded… All these factors must be listed to help you realize the scope of your operations needs.
With this thorough study, you will be able to create a specifications document that closely reflects the actual field conditions.
In addition to the quantitative aspect, you should also assess the resources available to you. What is your budget? Who will manage the project? What actions will be taken after the intervention reports are received? All these factors will guide your search. There’s no point in looking for a comprehensive intervention software if the financial aspect isn’t aligned. Similarly, don’t choose a tool with limited reporting capabilities if no one is available to process the data afterward.
Finally, the regulatory and safety aspects of your business should not be overlooked in your consideration. Standards, required certifications, protocols, and protection of sensitive data are all factors to take into account. A system that does not meet these requirements could jeopardize your business and expose you to legal risks. Therefore, conduct a thorough investigation into the legal environment of your project.
2. Choosing the Right Software
Once the strategic and operational aspects are defined, it’s time to focus on the more technical aspects. Indeed, the automation of intervention reports will only be effective with the deployment of technological tools. But not just any tool! Between connected devices, intervention management software, and quality tracking systems, it’s easy to get lost.
To avoid wasting time, you must carefully draft a specification document outlining the type of technology you’re looking for. To do this:
- Establish a list of essential features: intervention report editor, schedule management, real-time task tracking, electronic signatures, data import/export, document management, notifications and alerts, report formats…
- Check accessibility and usage modes: offline functionality, compatibility with PC, tablet, or mobile devices, mobile apps, QR code scanning…
- Define your needs for automating intervention reports: automatic calculations (time, costs, etc.), approval workflows, complexity level of automations, automated statistics or predictive analytics…
- Set requirements for analytics: customizable dashboards, data export formats, configurable KPIs, history…
- Study integration and compatibility criteria: available APIs, connectors with existing software (CRM, ERP, etc.), compatibility with operating systems, multi-device synchronization, messaging/calendar integration…
- Set the desired security level: data encryption, access rights, GDPR compliance, hosting, automatic backups, response times, system stability…
- Decide on the budget allocated for intervention report automation: maximum license costs, billing model, ROI acquisition timeline…
Ultimately, choosing the right solution for automating your intervention reports is not a race against the clock but an exercise in precision. By taking the time to methodically analyze your needs, you will turn this digital transition into a true lever for operational performance.
3. Choosing a supplier suitable for your project
The final step in preparing for the automation of your intervention reports is to choose your supplier. But be careful, this decision should not be rushed! The additional services, whether free or paid, offered by the software provider are an important consideration.
First, what levels of support and assistance are included in the offer? You must carefully assess the time required for onboarding and implementing the automation system. And most importantly, compare the help provided by the vendors during this critical period. Is there customer support? Are there FAQs? Is a consultant available to answer my questions? How are the APIs integrated?
How can I import my existing data? The process can vary greatly from one provider to another, ranging from all-inclusive solutions to the strict minimum.
Next, focus on the customer service and training offered during the contract. Many providers guide you through the activation process but disappear once the first monthly payment is received! Depending on your needs, having a close relationship with your vendor will be more beneficial for tool adoption. Agents, supervisors, and managers will have different levels of understanding of the changes, and comprehension obstacles may arise over time. The responsiveness, quality, and availability of customer support are crucial factors in the success of your project.
Finally, the choice of a supplier to automate your intervention reports should be based not only on legal checks but also on the stability and long-term viability of the technology partner. Is there a user community? Are there customer reviews of the solution? Are there relevant references in your industry? Carefully examine these indicators of the maturity of the system offered. Don’t overlook an analysis of the financial health of the vendor, their track record, and their ability to evolve. After all, you are not just choosing a tool, but a true growth partner.
Intervention report automation tools
Now that the theory is over, it’s time for practice! The automation of intervention reports can only be activated with the help of efficient digital equipment and software. Data collection, centralization, analysis… Each step of the process must be digitized through one or more technological devices.
Connected data capture equipment
To benefit from automatic analysis, you first need to collect the data to be analyzed. This collection is carried out through various connected devices, which serve as true sentinels of your field operations. Mobile apps, tablets, RFID badge readers, QR codes, IoT sensors, and smart kiosks each of these tools plays a specific role in capturing real-time information.
These devices form the first building block of your automation system. They allow you to capture various workflows:
- Attendance, absences, and delays
- Tasks and protocols completed or not
- Intervention times
- Team locations and movements
- Incidents and anomalies encountered
- Material and consumable usage
- Traffic and occupancy flows
- Environmental conditions (temperature, humidity, etc.)
- Service requests and complaints
- Quality indicators and non-compliances
- Customer satisfaction rates
Intervention management software
Once the data from your intervention reports is collected, how can you process it quickly and efficiently? In this situation, intervention management software acts as true conductors. These smart solutions transform your disorganized operational indicators into a set of clear and actionable information. Service agents, service requests, customer complaints… Intervention management software provides a cross-functional view of operations at your client sites and centralizes all your indicators in a single interface.
Thanks to a dynamic updating system, they notify you instantly in case of unforeseen events. To go even further, some intervention management software allows the implementation of decision-making workflows, which automatically activate based on detected situations. More than just a management tool, these systems automate tasks and create a smooth communication network between the field and back-office. Each intervention is thus automatically transformed into a treasure trove of analytical data.
Tools for reporting and data analysis
Collect, centralize, track, and now analyze! To bring these data to life, having a reporting module or tool is essential. Forget about endless Excel spreadsheets with endlessly tweaked formulas. Analytical systems are the alchemists of information. These solutions transform your data into strategic insights and provide a simple view of your on-the-ground performance.
Interactive dashboards, dynamic graphs, intervention maps… Analytical platforms offer a full range of visualizations to make interpreting indicators easier. Add a touch of artificial intelligence, and your analysis will no longer just be passive, but predictive. Beyond simple observations, intelligent reporting tools anticipate trends, detect anomalies, and suggest proactive optimizations. This agility allows you to quickly identify areas for improvement and measure the real impact of the actions taken.
MoveWORK Flow: the all-in-one platform that automates your intervention reports
Instead of multiplying tools and, consequently, costs, why not bring all these systems together into a single digital solution? You dreamed of it, MoveWORK Flow has made it happen for you!
A true connected operations assistant, the MoveWORK Flow SaaS solution easily automates your intervention reports with a comprehensive
suite of integrated tools. With its diverse range of hardware, from badge readers to IoT devices and mobile equipment, the platform maps your client sites and collects all movements from your operations. It digitizes all your field processes and automatically highlights your key indicators in real-time, within automated intervention reports.
Thanks to its industry-specific mobile applications, your field agents and supervisors are guided step by step through their interventions. Digital intervention orders, quality checks, forms… Each feature is designed to streamline daily work and simplify data collection. On the administrative side, say goodbye to manual transcriptions or misinterpretations; the magic happens through automatically generated analytical dashboards. Compliance rates, intervention times, customer satisfaction… all your KPIs are accessible in just a few clicks. The platform adapts to your organization with maximum modularity.
