Coordinating all of the team members and external suppliers can be a daunting task. It requires good timing and providing all the information possible and the latest updates to do the work. This can sometimes be hindered due to a lack of clear instructions, multiple and sometimes disconnected communication lines, and specific details like the serial numbers of the required parts or the ETA for completion.
Sweven can provide specialized platforms for easy and clear coordination between Clients, Vendors, and Technicians, but most importantly, a reliable registry of your instructions and activity across the board.
During a project’s lifespan, there are sure to be unexpected challenges to reach a satisfactory delivery. One of the most prominent is the coordination of internal or external staff members to cover the task and the flow of information reaching the Client for reporting on the status of the work.
While your project managers or specialized staff might be using traditional means of communication, there comes a time when Vendors or Clients use a different platform or system, incompatible software with your current preference, or a variety of ways to send up-to-the-minute updates on different channels (SMS, email, IM apps, in-person chats or phone calls). When working on multiple projects with different Clients and their Sites, and external Vendors, this information can get mixed up or lost.
Sweven offers specialized platforms, known as «Portals» for your Clients, Vendors, and Technicians connected and interacting with a central archive and registry, your Sweven account, managed by you or your staff.
This is an optional feature. Any new work assignment (for Vendors and Technicians) and notification of status changes (for Clients) are notified by email. Granting access to these Portals to your network as an aggregator helps in providing clear status to your tasks and visibility to Clients and clear instructions and timely updates to Vendors and Technicians.
How Portal Benefits Your Clients.
The Client Portal mirrors the work requested by your Clients or being performed by your staff or external Vendors for this Client. Clients will be able to monitor on their end the changes in status, and filter by Project or Priority.
This provides quick reporting for Clients, and the ability to zoom into specifics by clicking on the Work Order code.
You can apply filters to your Sweven Pipeline to display the work being performed for this Client.
Clients using the Client Portal will have a list of the work being performed for them and their current.
In this Portal, Clients can submit work themselves, saving you the time and input labor typically involved in providing specifics directly to you.
When a Client submits a new requirement using this option, they will be provided a form to fill with the specifics on the tasks.
You can learn how to create a new Client user account to provide your Clients with this efficient method of creation, management and monitoring of tasks.
How Portal Benefits Your Vendors.
When a task or tasks have been created and assigned to Vendors, you can filter and monitor them in the Pipeline.
Your Vendors, using the Sweven Vendor Portal, will be displaying a list of the tasks they have received. This will include the ETA and NTE values and the same Job Description you have set for it.
In order to provide a Vendor with an Vendor Portal, account, you need to add it to your network. Once created, you can select a Contact to access and manage the Vendor assignments done through Sweven.
Please, refer to this article on this topic.
How Portal Benefits Your In-house or External Technicians.
Field technicians can be provided tasks and information on a job directly to their mobile phone using the Sweven mobile app.
This allows all communication to be provided verbatim to the on-site staff, without the need for alternate means of communication.
Technicians will be displayed only the tasks assigned to them by the Vendors they represent, or, when using your own Technicians, a detailed list including the Site location and the active task they have queued to service.
You can assign a work order to a Technician once created by selecting the «Find Vendor» button and selecting an external Vendor or to self-perform, using the «Assign Self» button right below your Job Description.
Please find the mobile app for your phone’s operating system listed below.
In conclusion
Sweven offers an interconected platform to provide all the people involved in a job with clear and unified information on a task. Having all the facts at hand allows for decisive action and a clear path forward to deliver a task.
How does this interconnected network benefits your current operation? Let us know in the comments!
