If you want to ensure your worksite is safe for everyone and compliant with all laws and regulations, you need to have a great contractor management process. However, many organizations struggle with implementing a solution that’s effective enough.

How to Successfully Transform Your Contractor Management Process

You need to have a process that can solve all the necessary problems, and streamlining this type of system can take a lot of time and money. Many organizations struggle with this and can’t find a good way to unify all of their safety management operations.

Here is how you can transform your contractor management process successfully and efficiently without any issues.

Use Dispatch Software

Dispatch software is a digital tool that allows you to take care of end-to-end needs that come with field service businesses. With it, you can automatically assign resources and people to tasks, generate detailed operation reports, send out alerts, and more.

There are numerous benefits of using dispatch software, and that’s why more and more companies around the world are starting to use it. Some of these benefits include:

Smoother Operations. This software comes with intuitive dashboards that display all relevant information on one screen allowing fleet managers to make more efficient plans.

It also has AI and ML capabilities so you can find the most efficient routes, map out delivery plans, plan the loading scheme for vehicles, and much more.

Increased Customer Satisfaction. Today’s customers are impatient and expect to know the exact time window for any cargo delivery.

When you use automation, you can provide end-users with live statuses, accurate ETAs, and a scheduling tracking app.

Better Efficiency. As much as 78% of business leaders believe that automating tasks in the organization boosts productivity.

Dispatch software makes this possible by automating back-office operations and providing employees with more time to deal with important tasks which raises efficiency.

Of course, this doesn’t have to be the only software you use. If you know how to identify your company’s technological needs, you can get a lot of use out of various software solutions.

Only Hire Pre-qualified Workers

The initial employee onboarding process can be extremely difficult and require a lot of things.

You should gather all the required information, go through qualifications and required training, and ensure the onboarding process is smooth and effortless.

A staggering 58% of organizations say that their onboarding program is focused on processes and paperwork, but you can make everything more efficient if you hire pre-qualified workers.

If you only choose to employ workers and companies that have been selected by a third party, you can be sure that all the key safety and regulatory requirements have been verified.

This significantly streamlines the engagement and onboarding process and leaves you with qualified employees.

Write Better Proposals

When writing a proposal, you need to know some basic rules to work by. Since each organization is different and has different needs, your proposal needs to be individualized, be written based on the tender document, and it has to show all of your abilities.

Here are some rules to follow:

Know your paperwork. To win a contract, you need to be driven by your tender document which has to tell you everything about the buyer and what kind of bid they’re willing to accept.

Give yourself enough time. When writing and submitting your proposal, prepare it ahead of time so as not to be disqualified for submitting a late proposal. Make sure all of your documentation is up to date and that you have enough time to proofread everything.

Put the focus on the client. Know all of your client’s needs and prove that you have the skills and experience that allow you to solve all of their issues and meet their needs. Show how your company is better than the competitors and what they’ll get from working with you.

Provide evidence for your claims. If you claim that your company is the best at what it does, provide evidence that supports these claims such as case studies, statistics, charts, awards, and accreditations.

One of the most important things to remember is that your proposal needs to be well-crafted and professional.

One way to achieve this is to use a bid proposal template with drag and drop functionalities that allow you to create amazing proposals with minimal effort.

Streamline Your Site Access and Compliance Spot-Checks

When a worker arrives on-site, you need to check that they’re insured, compliant and have all the necessary permits and documents.

The best way to do this is to enable area supervisors or site managers that have information on all workers and contractors that are employed with your company.

This will significantly improve safety outcomes while also reducing the risk of any legal liability.

Ideally, these supervisors should have access to a central database of all workers that includes their compliance status, records and training, and any other information they need to access the site.

To take it one step further, allow contactless sign-ins via mobile applications that provide everyone who has access to the site-specific information that only applies to them.

Conclusion

Developing a good contractor management process takes a lot of work, but it’s necessary if you want to ensure your business is responsible and compliant. If you don’t have this system, you can find yourself in a lot of legal and financial trouble.

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