Exploring the Paperwork Trail in an Air Conditioning Contracting Company

Successful and efficient Air Conditioning independent contracting companies will vouch for the power of effective paperwork.  Much like signs and directions that point explorers in the right direction on a new or unfamiliar trail, the same happens when paperwork is utilized as a guide for both company team members and clients.  Paperwork helps to stabilize growth and strengthen the efficiency of the internal structure inside a service company.  In our blog today, we will breakdown the benefits for both the company and the client when paperwork is used effectively and efficiently as a guiding tool during the journey through the service and sales process:

Clarity-

Proper paperwork completion begins with thorough training of all new employees and (at times) “refresher” training for longtime employees.  In order for clarity and transparency to occur, all employees must be clear on how to complete paperwork as well as be clear on how to present it to clients.  When these steps have been taken then all service company team members can be “on the same page” amongst themselves as well as with clients:

•  Company Benefits-The clarity that paperwork can provide begins at the leadership level then travels down through the company team then finally reaches the client.  In order to create transparency through paperwork, leaders in the company must provide all necessary paperwork to all employees and ensure that each employee is completely clear on how to successfully complete the forms.  When the paperwork component of the company’s systems and processes are streamline then any team member should be able to explore the company’s paperwork archives and be able to track information effectively and efficiently.
• Client Benefits-Along with providing clarity and transparency inside the company team, proper completion of paperwork also provides clarity to clients.  When a company team member thoroughly explains and completes all paperwork that is left with a client then the client can feel confident and clear on everything covered during their sales or service experience.  Paperwork also provides visibility of all investment totals.  Over the course of a call, a technician and a client can cover many different investment options so at the end of the process it is important that the client be provided with clearly completed paperwork stating every component of their investment.  When this is done with every client there is a strong sense of rapport built between the company and the client because there is less confusion and better communication.

Consolidation-

An overall sense of organization and consolidation helps to create a company that radiates professionalism and service excellence.  When companies take the time to emphasize the importance of proper paperwork completion and the benefits of having a paper trail as a guide then stronger consolidation and organization can occur between all company personnel as well as between the company and their clients:

•  Company Benefits-A company that accentuates the importance of systems and processes is a company that has the ability to grow and develop in a more structured fashion.  While paperwork may not always be a company team’s favorite training topic, it is a very essential subject to cover nonetheless. When all company team members work to follow through with the training they have received on the topic of paperwork then they work to create a more stable environment where there can be a greater focus on success in moving forward rather than having to constantly retrace steps and correct mistakes.  Deep down, every employee wants to work with a company that is organized and professional both internally and externally.  When this occurs inside a service company, team members can feel that they have consolidation within their company as well as confidence that they can bring that same consolidation and organization into the field.
• Client Benefits- When clients invest in the services and products of a service company then they want to know that the company is devoted to making each of their clients’ experience as professional and organized as possible.  Providing thorough documentation and paperwork of all investments, work completed, and company information is a good way to standout within the industry as a company that “has it all together” and takes care of their clients.  When a client feels comfortable with their service company because of their high standards and strong consolidation, it is the beginning of transforming a first-time client into a lifelong client.     

Communication-

Effective communication can occur when paperwork is utilized to provide clarity and consolidation inside a service company.  Communication between team members as well as communication between a company and its clients is vital to the overall success during a service or sales experience.  Learning to utilize systems and processes as an effective mode of communication can also play a role in the successful retention of strong team members and of satisfied clients:

•  Company Benefits- If communication inside of an organization is not effective or purpose-driven then a company will begin to fall apart from the inside out.  Communication effects coworker-to-coworker relations as well as the overall efficiency inside a company.  When all team members see that completing paperwork correctly and in a timely manner is a company “non-negotiable” then it allows proper communication to move forward without confusion or delay.  Confusion is one of the greatest enemies of communication but when paperwork is done clearly and correctly then it stabilizes the process of a call and obliterates chaos and misunderstanding.  Paperwork is such an important component of a company’s systems and processes because it is a systematic component that moves communication along in an effective manner that ultimately plays a role in bringing progress and success.
•  Client Benefits- Clients want to do business with a service company that holds communication skills in high regard.  If a technician does a wonderful presentation and the clients decide to invest in the company’s services but the company doesn’t keep the process straightforward and timely because paperwork is late or incomplete then the company may lose their chance at retaining these clients.  However, when paperwork is used as a tool that helps create effective communication and moves the service or sales process along then clients feel that they can interact efficiently with their service company because the company team listens and are highly professional.  Even service companies with the strongest of technical skills or sales techniques have to focus on the importance of utilizing paperwork as a communication tool in order to make the sales and service processes uncomplicated for clients.

Keeping systems and processes such as paperwork in the forefront of a company’s mindset is an important component to overall business success.  Following through with an up-to-date paper trail is a great way to bring overall clarity, strong consolidation, and effective communication to all members inside a company team as well as all clients that invest with the service company. Thank you for following our weekly blog.  Here at Service Excellence Training, we love turning your learning into earning!

-Resource curated by Whitney Stewart of Service Excellence Training