Tips For Maximising Billable Hours

Billable Hours

IT businesses often overlook one of the fastest and most effective ways to increase customer satisfaction and profitability— taking a closer look at efficiency metrics. Technician utilisation, service level agreement (SLA) response time and other key performance indicators (KPIs) can help IT service providers eliminate redundancy, improve billable hour ratios and enhance overall business operations.

A recent survey conducted by Decision Tree Labs on behalf of Autotask found that more than half of IT service providers rated themselves only average or below when it comes to their ability to gather performance, profitability and utilisation rates across their businesses. Even if they wanted to use their own KPIs to increase efficiency, the data is elusive – or, may not be as comprehensive and up-to-date as it should be.

This leads to challenges in optimising employees’ billable hours. Respondents reported wasting as many as 20 billable hours per month – time that could be spent generating revenue – to tasks like data entry into multiple systems (66.2%), inability to accurately capture time (61.7%) and maintenance of disparate systems (58.6%). Others reported losing upward of 30 hours per month to these tasks.

However, providers using business management platforms that include professional services automation (PSA) tools report that they are better able to eliminate such unnecessary tasks and duplication of effort. Because these platforms create a central repository that includes client and prospect data, service history and SLAs, project status, contracts and compliance, and other essential information, such tools help them to increase operational efficiency.

In addition, these tools enable automation across business processes. Savvy service desk managers can set up routines that use email parsing to take a client email straight through to ticket creation and staff assignment if they have the right technology in place.

Even better, enabling your clients to ‘self-heal’ for minor issues means your techs spend time on the big projects versus the tedious tasks. Setting up a portal for your client to submit tickets themselves is a big step forward for many organisations.

If you have your system set up correctly, you can ensure that the right technician is notified and a ticket is created automatically with information about the service level agreement (SLA) response time, billable rate and standard resolution for the problem. This eliminates time wasted trying to connect with the right person or assigning a technician. Additionally, the customer can log on at any time and see the status of the ticket, rather than waiting and wondering whether anyone has received the message and is responding to the problem.

Bottom line: efficient service providers can service twice the customers with the same staff, or simply increase the depth of engagement with a smaller portfolio because automated, repeatable processes allow them to improve every aspect of their business and deliver an enhanced customer experience.

Mark Banfield

Mark Banfield is the Vice President, International at Autotask. Mark is adept at managing highly successful sales and product marketing teams and motivating them to go above and beyond. Under Mark’s leadership, Autotask’s international business has grown by more than 140% in less than two years time. Prior to Autotask, Mark served as Managing Director, EMEA for InfoPath Corporation, a mobile device management software provider. He was also Sales Director for EMEA at SmartTrust (now Giesecke & Devrient), where he ran the European business providing business and operational support systems for Tier 1 Telecommunications Operators. Mark attended University College London, Kingston University and London Business School.