Feeling a little nervous about this new, whiz-bang job management system you’ve just signed up for? Not quite sure how to go about getting started with AroFlo?
Don't worry, we've got your back.
Your dedicated Success Consultant will provide all the technical guidance you need to get AroFlo up and running. But there are also steps that you can take to drive positive change within your organisation.
Here are 5 tips that will guarantee a smooth transition to AroFlo.
1. Create your action plan
Taking the time to map out a simple action plan will set you on the right track to achieve your business goals with AroFlo. How much or how little detail you need to include depends on the size and complexity of your organisation.
Here are some key considerations to get you started:
Who will be responsible for managing your AroFlo rollout?
What are your critical business requirements in terms of workflow, training and equipment?
How do you want to go live: all at once or in stages? Do you plan to continue using your existing system(s) in parallel with AroFlo for a while?
Work with your Success Consultant to create a checklist of the key rollout tasks, or download one of ours (see below), then assign responsibilities and set realistic completion dates for each task. This will give you a good indication of when your business will be ready to go live with AroFlo. Most of our clients are up and running with AroFlo within about 4 to 6 weeks, and after six months, they’re wondering how they ever did without it.
We recommend downloading and saving your checklist, or viewing it in a PDF reader.
2. Prepare your team for change
Change can be a real battle for some folks, especially if they don’t understand the purpose of it. Some of your team members may be thinking "if it ain't broke, don't fix it". This kind of sentiment can seriously hamper your efforts to introduce AroFlo into your business. That’s why it’s vital to plan for resistance to change from the start.
So, how do you get staff buy-in?
Explain the benefits that AroFlo offers:
increases speed of allocating tasks through automation
improves communication and response times
allows your business to stay competitive
ensures long term success, which ultimately, their jobs depend on.
Make it a company-wide project that involves all levels of staff. Get their input about changes that affect their daily tasks.
Most importantly, communicate often and regularly. Hold a kick-off meeting, provide 'lunch & learn' sessions, and send out regular emails to keep everyone in the loop.
3. Train a champion
Behind every successful AroFlo rollout is an AroFlo champion. An AroFlo champion is someone who dedicates their time to learning how to use and integrate AroFlo into your business processes.
As the business owner, you may want to champion the rollout process yourself. Alternatively, you can nominate someone within your organisation who has a good understanding of your internal processes and is comfortable with new technology and change management.
Ideally, the AroFlo champion should be involved throughout the rollout to help drive the process and promote staff involvement. It should also be their responsibility to document new processes along the way. After go-live, they will have gained the necessary skills and knowledge to become the go-to person for AroFlo related queries, support and training.
Taking out the garbage before it goes into your new AroFlo database will save you from headaches later on. Try to set aside some time to clean up your contact lists - remove any duplicate contacts and ensure you're using consistent naming conventions, e.g. Pty Ltd or Proprietary Limited.
If you're keen to take full advantage of AroFlo's job automation, send us a support request with examples of your work order emails so that we can ensure everything is set up and ready to go.
5. Get the right equipment
If your organisation is still using a notice board to keep track of jobs, it's time to get rid of it!
Your field technicians will now be able to access their jobs from anywhere, using a mobile device. And just like using the right tool for the job, using the right device makes all the difference. The easier AroFlo is to use, the happier your team will be to adopt it.
When choosing a device, think about the tasks that are critical to the individual's role. Can these tasks be achieved using AroFlo's Field or Office interfaces?
Smartphones - suitable for AroFlo Field.
Tablet devices - suitable for AroFlo Field, and also provide enough screen space to easily use most features in AroFlo Office.
Laptops - suitable for both AroFlo Field and Office.
If taking pictures is a big part of the job, make sure your mobile plans have sufficient data allowance for uploading images to AroFlo. A 1GB plan should be adequate.
Finally, learning new technology can take time. That's why we encourage you and your team to get a head start with our interactive online tutorials. They're also a great way to reinforce your learning between training sessions with your Success Consultant.