Scheduling Jobs

1. Purpose

  • Maximum technician productivity and profitability.
  • Reduced fuel, toll, and vehicle maintenance costs.
  • Less stress and frustration for technicians.
  • More satisfied customers with prompt, well-organised service.
  1. Scheduling Priorities & Rules
  2. Technician Scheduling Order
  3. Zones & Route Optimisation
  4. Servicem8 Scheduling Process
  5. Job Duration Reference Table
  6. Route Optimisation Examples
  7. Daily Schedule Review
  8. Pro Tips for Efficient Scheduling
  9. Escalation & Problem Solving
  10. Quick Reference Checklist

2. Scheduling Priorities & Rules

Daily Targets

  • Full 8-hour day: $1,200 minimum revenue per tech.
  • Optimal: $1,500+ revenue per tech/day.
  • Prioritise higher-paying jobs early in the day to hit targets.

Job Placement Rules

  • High-Priority Revenue Jobs – Book these first in prime time slots.
  • Small/Low-Paying Jobs (<$150) – Book after 2–3pm or Thursday afternoons, unless:
    • The tech is already near the location.
    • The tech has already hit their daily target.
  • Retreatments – Thursdays only, 15-minute slots. Exceptions only if:
    • Customer is threatening a bad review and requires urgent attention.
  • Restaurants –
    • Regular service: 15–20 minutes.
    • First visit: Allow more time for set-up and inspection.
  • Time Limits –
    • Low-value jobs: Max 30 minutes.
    • Avoid over-servicing unless upselling opportunities exist.

Avoid

  • Backtracking and zig-zag routes.
  • Scheduling under $1,000 total for a tech in summer (loss risk).
  • Giving contractors high-value jobs while employees are on low-value ones.

3. Technician Scheduling Order

  1. Full-Time Employees – Must be booked first (fixed wage cost).
  2. Permanent Part-Time – Second priority.
  3. Casuals – Third priority.
  4. Sub-Contractors – Last priority; fill gaps only.

4. Zones & Route Optimisation

Why Use Zones

  • Reduces total travel distance and time.
  • Helps allocate the right tech to the right area.
  • Makes last-minute rescheduling easier.

Tip: Always start by filling a tech’s home zone before assigning them to outer zones.

 

Zone # General Area Example Suburbs Primary Tech
1 Northside Nudgee, Boondall, Sandgate John D.
2 Inner North Chermside, Kedron, Stafford Alex K.
3 CBD/Inner City Spring Hill, Fortitude Valley, West End Any available
4 Inner South Coorparoo, Greenslopes, Woolloongabba Liam T.
5 Southside Mount Gravatt, Upper Mt Gravatt, Holland Park Sarah L.
6 Outer South Springwood, Underwood, Logan Central Chris M.
7 Western Suburbs Indooroopilly, Kenmore, Jindalee Mark F.
8 Bayside Wynnum, Manly, Cleveland James W.
9 Ipswich & Surrounds Ipswich, Springfield, Goodna Matt P.

5. Servicem8 Scheduling Process

  • Check the Zoning Sheet – Match suburb to correct tech zone.
  • Open Dispatch Board → Staff Schedules.
  • Use ‘Map View’ – Visualise route to minimise travel time.
  • Cross-Check on Google Maps – Confirm realistic travel times with traffic.
  • Allocate Correct Job Duration (see duration table below).
  • Tag “Flex” Customers – Flexible time/date customers can be moved to optimise runs.
  • Save & Confirm – Ensure no double bookings.
  • Customer Notification – Call or SMS to confirm time slot.

6. Job Duration Reference Table

Service Type Bedrooms / Size Duration
Residential Pest Control (RPC) Up to 3 bedrooms 45 mins
Residential Pest Control 4–5 bedrooms 1 hr
Residential Pest Control 6+ bedrooms 1 hr 15 mins
Single Service (e.g., Rodent Only) – 30–45 mins
RPC + Termite Inspection (TI) Up to 3 bedrooms 1 hr 30 mins
RPC + TI 4–5 bedrooms 2 hrs
Termite Barrier (TB) Per 10 LM 1 hr
Termite Barrier Small (≤50 LM) – 4–5 hrs
Commercial Pest Control (CPC) Small site 30–45 mins
Commercial Pest Control (CPC) Large site 1–2 hrs
Restaurants (follow-up) – 15–20 mins
Restaurants (first visit) – 30–45 mins

7. Route Optimisation Examples

Good Run:
Nudgee → Chermside → Coorparoo → Mt Gravatt → Springwood
Total km: 43.8km | Drive Time: 58 min
All jobs flow in one direction; no backtracking.

Bad Run:
Chermside → Springwood → Nudgee → Coorparoo → Mt Gravatt
Total km: 91.4km | Drive Time: 1hr 32 min
Multiple back-and-forth trips between distant suburbs.

8. Daily Schedule Review

  • Check next day’s runs by 3pm daily.
  • Ensure travel times are optimised.
  • Swap jobs between techs/zones if needed to improve efficiency.
  • Watch for:
    • Overlapping jobs
    • Long idle gaps
    • Too many small jobs before targets met
  • Send confirmations to customer day prior and get confirmation to avoid last minute cancellations.

9. Pro Tips for Efficient Scheduling

  • Batch Jobs: Group same-service jobs in same area for chemical prep efficiency.
  • Morning Prime Slots: Reserve for large, high-value jobs.
  • Traffic Awareness: Avoid scheduling cross-city travel during peak hours.
  • Communication: If adjusting times, always call customers — don’t just update Servicem8.
  • Tech Notes: Leave clear instructions for special site conditions or customer requests.
  • Colour Coding: Use Servicem8 job colours for priority, job type, or flexibility.

10. Escalation & Problem Solving

  • If a tech requests cancellation or extra time without reason → flag to team leader.
  • If unexpected cancellations occur:
    • First, fill the slot with a high-value “Flex” customer.
    • If none available, slot in low-value jobs close to the tech’s current location.
  • Always protect daily revenue targets.

Quick Reference Checklist

Use this one‑pager while booking or reviewing runs. Keep it printed near the Dispatch Board.

Download PDF Checklist

A) Before You Book

  • Identify job type & scope: RPC, TI, CPC, TB (+ bedrooms or LM for barriers).
  • Confirm address (unit #, gate/door code, parking), pets/children containment, and site hazards.
  • Ask if customer is flexible on time/date; if yes, tag FLEX.
  • Check warranty/retreatment eligibility → retreatments are Thursdays only (15 min slots) unless Team Leader approves exception.
  • Choose the right tech order: Full‑Time → Part‑Time → Casual → Sub‑contractor.
  • Check zone for the suburb (Zones 1–9). Assign a tech who typically covers that zone.
  • Confirm quote/price and payment method.

B) Build the Run in ServiceM8

  • Open Dispatch Board → Staff Schedules; select day & technician.
  • Switch to Map View; drag jobs to form a one‑direction route.
  • Cross‑check travel in Google Maps; add buffer (peak ≈ 1.5× ETA).
  • Prioritise high‑value jobs in morning prime slots (8–12).
  • Small/low‑value jobs → schedule after 2–3pm or Thursday unless already at target.
  • Set duration per table; add buffer for large jobs.
  • Add Job Notes: chemicals, ladders, pets, parking, preferences.
  • Apply tags (FLEX, KEYSafe, PETS, LADDER, TB‑LM:XX).
  • Use consistent job colours (Red = urgent, Blue = high‑value, Yellow = FLEX, Green = retreatment).
  • Attach relevant photos/reports; ensure SDS links present.
  • Save & verify no double bookings.

C) Duration Quick Table

Service Size / Notes Duration
Residential Pest Control (RPC) ≤3 bedrooms 45 min
RPC 4–5 bedrooms 1 hr
RPC 6+ bedrooms 1 hr 15 min
Single Service (e.g., Rodent Only) – 30–45 min
RPC + Termite Inspection (TI) ≤3 bedrooms 1 hr 30 min
RPC + TI 4–5 bedrooms 2 hrs
Commercial Pest Control (CPC) Small site 30–45 min
CPC Large site 1–2 hrs
Restaurants (follow‑up) – 15–20 min
Restaurants (first visit) – 30–45 min
Termite Barrier (TB) 1 hr / 10 LM Calc total
TB small job ≤50 LM 4–5 hrs (another job may fit)

For TB, add set‑up/chemical mixing & clean‑down time.

D) Route Optimisation

  • Aim for a one‑direction sweep; avoid backtracking.
  • Group similar services to save set‑up/mixing time.
  • Avoid cross‑city moves in peak hours.
  • Place restock/lunch near suppliers if heavy chemical use.
  • Keep travel between jobs ≤30 min (≤60 min absolute).
  • If a slot cancels, pull in a FLEX job from same zone.

E) 3:00 PM Daily Audit (for the Next Day)

  • Check revenue/tech: $1,200 min / $1,500+ optimal.
  • Verify travel gaps; resequence jobs if needed.
  • Ensure retreatments are stacked Thursday.
  • Confirm no double bookings.
  • Send customer confirmations for first jobs and tight windows.
  • Tag FLEX clients for possible reshuffling.

F) Day‑Of Dispatch

  • 07:30 traffic check; resequence if ETAs change > 15 min.
  • Verify chemicals/PPE in vehicles; SDS accessible.
  • Pre‑call customers requesting notice (~ 30 min before).
  • Monitor techs; update ETAs proactively.
  • Document overruns > 10 min; adjust and notify customers.

G) Escalations & Exceptions

  • Extra time/cancellation requests without reason → escalate to Team Leader.
  • Off‑Thursday retreatments → Team Leader approval.
  • Summer: under $1,000/day = loss risk; rework schedule.
  • Employees get high‑value jobs before contractors.

H) Rules of Thumb

  • Prime time = 8:00–12:00 for high‑value work.
  • Low‑value jobs ≤ 30 min; restaurants 15–20 min (first visit longer).
  • Peak travel multiplier ≈ 1.5× ETA.
  • Maintain rolling list of FLEX jobs per zone.

I) Zone & Notation Legend

  • Zones 1–9: see Zone Sheet.
  • Tags: FLEX, KEYSafe, PETS, LADDER, TB‑LM:XX.
  • Abbreviations: RPC, TI, CPC, TB, LM.

J) Quick QA Before You Hit Save

  • Correct zone/tech?
  • Realistic drive time + buffer?
  • Correct duration + admin buffer?
  • Notes, tags, colours, attachments added?
  • Customer confirmed & preferences recorded?
  • No backtracking; revenue target on track?
  • Appears on calendar without conflicts?

Handy Micro‑Scripts

Flex ask: “We’re planning an area run that day — are you flexible by a couple of hours? It helps us arrive sooner and keep costs down.”

Reschedule notice: “We’ve optimised the route in your area and can arrive [new time window]. Does that still suit you? If not, I can offer [alt window/day].”