How To Ensure Quality Workmanship When Outsourcing Maintenance And Repairs

In today's competitive environment, outsourcing maintenance and repair work through managed services has become a go-to strategy for many businesses. Outsourcing is a cost-effective strategy that saves you money while also giving your business access to specialised services that may not be available in-house. But how do you ensure quality when outsourcing critical maintenance tasks? 

The risks of working with a low-quality maintenance and repair service can have a significant impact on your business. You need to ensure you are guaranteeing a high standard of work to protect your brand and maintain your reputation. This article offers seven strategies for ensuring outsourcing maintenance confidently and effectively. 

 1. Set Clear Expectations

Setting clear expectations is the first step to ensuring quality control when outsourcing. Define the scope of maintenance work to be done, including preventive maintenance, routine services, and specialised repairs. Detailing tasks, setting deadlines, and specifying quality standards are essential to the process. These become the objectives of your maintenance plan. Not only does this let everyone know where they stand, but it also helps prevent downtime and keeps your equipment running efficiently. 

2. Communicate Effectively

Strong communication is key when you're outsourcing services. Establish a solid communication line with your maintenance company to ensure the smooth execution of the contract.  

We recommend using software to manage communications.  

Clear instructions and prompt feedback can prevent misunderstandings and ensure that all work aligns with your expectations. Whether it's a compressor that needs fixing or always having clean floors, it's important to address any issues immediately. 

3. Conduct Thorough Research

Do thorough research before signing a maintenance and repair contract. Check the credentials of the service provider you're considering. This includes verifying their license, insurance, and any industry-specific certifications.  

Awards and recognitions can also provide insight into a contractor's expertise and reliability. References and reviews from other clients are excellent resources you can use to gauge the likely performance of an outsourced contractor and give you a better understanding of the quality and costs of their services. Past performance is usually a good indicator of future performance.  

4. Compare Quotes

Other than accessing skills you don't have in-house, cost-effectiveness is one of the main advantages of outsourcing maintenance. Request quotes from multiple vendors, and compare the services they offer, so you know what sort of value you are getting in return for your investment. 

Look at each proposal in detail - the lowest cost is rarely the best choice because too many corners get cut to achieve rock-bottom pricing. Weigh up the pros and cons of each provider and select the one that offers the most benefits to your operation. 

5. Monitor the Work

Once you've hired a service provider, you should plan to routinely review their work. Schedule regular inspections to ensure the work is being done according to the maintenance strategy you outlined, and review jobs when complete. Address any concerns immediately, and keep track of all expenses (ideally automatically – again, through software). This allows you to compare the actual costs with the budget, and make necessary adjustments to streamline the process. 

6. Evaluate the Results 

After the maintenance work is completed, make sure you evaluate the results. You need to ensure you receive the quality of work that meets or exceeds your expectations. Provide feedback to the service provider as they can act on this information to improve or adapt better to your needs. Quality when outsourcing not only means the job is done correctly but also means that the service provider is meeting their contractual obligations.  

7. Leverage Managed Services

Another strategic approach to ensure quality when outsourcing maintenance and repairs is to leverage managed services. Managed services are an increasingly popular option as they can offer numerous advantages in terms of quality, reliability, and cost savings.  

Ticked Off is an excellent example of a company that provides end-to-end repairs and maintenance services across Australia and New Zealand through their managed services. This fully managed service can help you control, manage, and eliminate errors in your repairs and maintenance function, offering flawless execution and comprehensive service.  

Ticked Off's platform is user-friendly and intuitive, enabling staff to easily make requests, track progress with photos and other documentation, and eliminate the need for extensive administrative tasks like spreadsheets, emails, phone calls, follow-ups, and even multiple bills to pay.  

It really is the "Uber of retail repairs and maintenance." They can connect you with high-performance contractors to get the job done at the click of a button while giving your maintenance management team the ability to track performance in detail. The service is scalable and customisable, and able to integrate seamlessly with your existing workflows. This means it can grow as your business does and adapt to your specific requirements.  

In terms of quality assurance, you should always choose a provider who offers a range of features designed to enhance visibility, accountability, and efficiency. For instance, their service provides automated contractor insurance, licenses, sign-in and registration management, as well as contractor performance tracking.  

Your business also benefits from automated management of warranties, service agreements, and reports against each asset. These features reduce the volume of admin tasks needed to process multiple invoices while delivering a single bill for all contractors across every location.  

Furthermore, Ticked Off's service includes 24/7 availability, so you can be sure that emergencies and critical repairs are taken care of promptly. You will also be pleased to know that Ticked Off does not lock you in with long-term contracts, so you only ever pay for what you use for as long as you need it.  

Knowing this, can you imagine doing repairs and maintenance any other way?  

Outsourcing the maintenance and repair of your equipment can be a strategic and cost-effective decision. By setting clear expectations, communicating effectively, conducting thorough research, comparing quotes, and closely monitoring the work, you can ensure quality and reliability.  

Remember, it's also important to evaluate the results and review the service provider at the end of the contract. Implementing these tips can help you outsource with confidence, allowing you to focus on core business processes while specialists keep your equipment running smoothly.  

If it’s time to save time, budget, and aggravation, then it might be time to get in touch with us.