It used to be that a paper diary was the only thing needed on a workshop desk. A simple but effective item, it allowed technicians to keep track of work, contact details, and more.
But with the increase in digitisation of many industries, the diary has fallen by the wayside. Garage management systems are on the rise, offering more than just job sheets and contact information. These systems can also integrate into other areas of your business, making them an essential tool in the modern aftermarket.
But what are the benefits of garage management systems, and, crucially, is your business ready for change?
Building platforms
There are multiple benefits that a garage management system offers. They can help to make a business more efficient, run smoother, and integrate several areas into one go-to place on your computer desktop.
There are multiple ways that a garage management system can benefit a modern workshop,” commented Alex Lindley, Director at Garage Hive. “For me, a really important part of it is the improvement in the customer journey.
“There are several customer relationship management features, such as reminders or online booking, these are very difficult to do without a garage management system. You can get these features as individual products, but a management system brings them all together, it folds it all into one.
“There is obviously the efficiency gains in being able to like recall document history, have a diary system that is in one place, have an estimate that becomes a job sheet, that becomes an invoice. So, there is a lot of efficiency gains to be had just by being more organised and being digital.”
Streamlined performance
Organisation is a key word. A simple diary, or paper-based system, makes it difficult to search through. It also means a multitude of different processes, either paper or digital, to monitor workflow, stock inventory, and more. By combining these areas into one, a garage management system takes a lot of the effort out of the job.
“The aim really is for garage management systems to streamline the workshop operations, reduce admin burdens, increase efficiency,” added Leo Freebairn, National Sales Director (UK) at Techman. “They have got centralised key functions, things like job scheduling, invoicing, parts ordering, customer communications.
Basically, we are trying to make sure workshops can run smoothly and profitably is the idea behind a good garage management system. Things like real-time tracking, automated workflows. Garages can improve their productivity, reduce downtime, maximise revenue opportunities.
But the move to an online platform can be a big decision, as Lindley notes: “Often, letting go of that paper diary is something that people are very reluctant to do. And I have actually seen it quite a few times where people will use a garage management system, but still keep the paper diary because they are not quite sure that that’s the right thing to do. But I think if you embrace all the technologies together, there are a lot of efficiency gains to be had.
Garage management system in the real world
For workshops, knowing the benefits, and also what to expect from a garage management system integration, is crucial. But those using these systems have seen first-hand the help they provide in day-to-day activities.
“It has helped to improve the organisation of the business,” stated Mick Shaikly, of Shaikly Motor Company in Colchester. “The work scheduling is much easier, it gives us the ability to move jobs quickly if there are delays in parts, or an unknown entity and something crops up.
Working with the systems have been massively beneficial in terms of time management as well, with the ability to organise your day and keep an eye on the diary. It has given us the ability to pre-empt what a vehicle needs when it is booked in, and that, in turn, improves business efficiency. We also get some great real-time data, that allows us to monitor our work, and the types of repairs that different vehicles require, again increasing efficiency.”
Big or small
But is garage management suitable for everyone? Whether you’re a large multi-site business or a small workshop with one or two technicians, no front of house and a back office, is there a solution available?
“We are very lucky in the UK in that we have a lot of choice,” commented Lindley. “There are several really good garage management systems out there in the market and each one has its ups and downs, and each one is certainly better for certain demographics. If you take a smaller garage, for example, there will be a simpler, less admin-heavy software out there, but you still get so many of the benefits.”
Freebairn added: A garage management system can act as a virtual sales advisor for a lot of these workshops, automate a lot of the tasks that would have otherwise taken up the time they would have spent turning spanners.
Things such as online bookings, simpler invoice processes, digital job tracking, even the smallest garages can manage their workload efficiency without the need for additional staff. If I was in business, even as a one-man band, a garage management system would be the first thing that I would invest in.”
It is also important to consider the future of your businesses. You may be a small workshop, but where do you plan to be in a year or two?
“Plan ahead, and make up in your mind what it is you want to achieve,” commented Shaikly. “Define your goals almost as to what you want this system to do for you and make sure there are no limitations within that system so if you are planning on growing, the system can grow with you.
“Choose the right system as well, because if your plan is not around growth or multiple sites then you might not need a more sophisticated system.”
