Building Maintenance Dispatch: One Dashboard for the Team
Industry: Building maintenance · Built: a job dispatch dashboard fed by the team's chat groups · Team size: a manager and five technicians
What was the problem?
Fault reports came in through several chat groups. Each technician has different skills, so not everyone can take every job. The manager's own count of a typical day:
- reading the messages each technician sends
- checking each person's schedule in an Excel sheet
- reading fault reports across different chat groups
- matching each fault to someone with the right skills
- opening that person's schedule to assign the work
Together this came to about 1 hour a day, before any actual maintenance decision was made.
What did we build?
Fault reports from the chat groups now land in one list. A single dashboard shows each technician's jobs for the day, who is free, and what each person is qualified to handle. When a new fault comes in, the dashboard shows who is both free and able to do it, and the manager assigns it in one step. The technician receives it on their phone, and their updates flow back to the dashboard instead of into another chat thread.
What changed?
About 1 hour a day back for the manager, roughly 5 hours a week, based on the tasks listed above. The manager now spends that time on the faults that need a decision.
Does it work for a bigger team?
Without the dashboard, that hour grows with every technician added, because each one is another schedule to check and another chat to read. The dashboard works the same way for a larger team. We have not yet measured it on a bigger team, so we do not put a number on it.
What are the limits?
The dashboard is only as accurate as the job updates technicians send. If a technician does not mark a job done, it still shows them as busy. The skills list is kept by the manager and needs updating when someone is trained on something new.
Could this work for your team?
It suits any team that takes jobs in through chat and assigns them by hand: facilities, cleaning, logistics, field service. The AI integration page explains how we connect the tools you already use, and AI consulting is where to start if you are not sure which process to fix first.