Many industries involve recurring jobs, such as maintenance tasks or periodic check-ups. These jobs may belong to a single person and be completed within hours or minutes. Or they may be complex, requiring multiple resources and a team of people. Small or large, these recurring jobs are often a key part of operations:
- Healthcare includes routine check-ups, patient follow-ups, tracking symptoms, and updating patient records.
- Tech services involve software updates, security checks, and system backups.
- Accounting and finance include payroll processing, tax filings, and financial reporting.
- Manufacturing depends on preventive maintenance and quality checks.
- Retail stores need regular inventory restocking, seasonal promotions, and customer service responses.
- Property management requires regular cleaning, maintenance tasks, property inspections, and tenant communications.
Recurring events for efficient scheduling
In some cases, these recurring jobs can number in the dozens or hundreds each month. Companies need a way to schedule these essential tasks so they get done on a predictable basis. Teamup’s recurring events can be a big help to make the process efficient and reduce errors.
Include information
Schedulers can create one detailed “job event” for each recurring job, including all the details, documentation, checklists, and so on needed to do the job. Then they can create a recurring event series and all the notes and documents will be included on each instance of the event series.
Ensure consistency
For example, certain financial reports need to be turned in by deadline for companies to remain in compliance with regulations. Adding these report jobs to the calendar one at a time is tedious and might cause errors. Using a recurring event series ensures that the job is always on the calendar when it should be.
Allocate resources
Recurring events for these jobs also helps prevent issues with resource allocation. If a certain maintenance job needs to occur every three months, and it requires several key resources, it’s smart to go ahead and put each instance of that job on the calendar in advance. Having the job already on the schedule prevents other, one-off tasks that require the same resources from being put on the schedule when the maintenance will occur. Planning ahead prevents conflicts, and recurring events make it quick and efficient to plan ahead for these essential jobs.
How to schedule recurring jobs
- Create an event for the initial job and assign it to the appropriate sub-calendar(s).
- Include all files/documents (upload in the Attachments field) and any instructions, contact information, etc.
- Set a recurrence pattern for the event. Teamup allows for granular configuration of repeating patterns. See examples of non-standard recurrence patterns.
- When the job is completed, update that instance of the job event series:
- Change the status to complete.
- Add any updated documentation (signed receipts etc).
- Save the changes only to that instance of the event series.
