Revolutionizing Church Maintenance: How Digital Tracking Tools Simplify Visits
Are you struggling to keep track of maintenance visits for your church? Fear not! With the right digital tools and a systematic approach, you can streamline the entire process and ensure that nothing falls through the cracks. We've started using ChurchSuite to manage all of our contractor tracking and it's been so helpful. In this guide, I'll walk you through a simple yet effective method to manage maintenance visits efficiently. We've used this in our church to save hours of chasing contractors and worrying about when things are due, and it's massively improved our relationships with our contractors as well.
Step 1: Set Up Your Booking Module
To get started, input your contractors as customers in the booking module. I recommend using their company names for easy reference, as personnel may change over time. Depending on your needs, consider setting up separate modules for annual and 6-monthly visits. This ensures that contractors remain in the loop until their service visit is due, without any interruptions.
Step 2: Utilize the Notes Section
Make the most of the notes section for each customer to include vital information such as visit frequency, required additional work, and the assigned engineer's name. This ensures that every detail is readily available when needed, keeping your maintenance process smooth and organized.
Step 3: Maintain Persistent Records
While digital tools like Churchsuite are invaluable for managing day-to-day operations, it's essential to maintain a separate spreadsheet to track all visits persistently. This ensures that you have a comprehensive record of past visits, which can be invaluable for future planning and reference.
Step 4: Handle Ad Hoc Maintenance Work
For unforeseen maintenance tasks such as emergency light replacements or malfunctioning toilets, create a separate workflow to address these issues promptly. By keeping these tasks separate from regular service visits, you can ensure that your schedule remains on track and any additional work is promptly addressed.
Step 5: Track License and Contract Renewals
Lastly, don't forget to keep track of license and contract renewals to avoid any disruptions in service. While automation can streamline this process, having a dedicated workflow ensures that you stay on top of essential renewals and agreements.
By following these steps and leveraging digital tools effectively, you can master church maintenance and ensure that your place of worship remains in top condition at all times. Don't let maintenance woes distract you from your mission – embrace technology and streamline your processes today!