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Why HVAC Systems Need Regular Maintenance Checks

Tania Piunno
Tania Piunno
July 22, 2021
6 min. read

The unprecedented events from last year’s pandemic have significantly impacted our time indoors. Many offices closed, and businesses across North America drastically transitioned to remote work environments. Essential workers in healthcare and education occupations had no choice but to continue their practice in hospitals and schools despite the risks of infection.

All these changes have imposed new ways of living and working and greatly exacerbated the need for more HVAC (heating, ventilation, and air conditioning) systems to help circulate and regulate airflow indoors and extend the life of these systems. These sophisticated appliances, such as an air conditioner that operates consistently in the background, have become such an integral part of our daily lives that for the most part, we hardly notice they are there. But in reality, HVAC systems have a huge responsibility to heat up, cool down, and purify the buildings in which we live and work, which makes regular HVAC maintenance schedules all the more important to save money.

Without routine servicing, equipment can’t operate at its full potential and doesn’t last as long as it should. HVAC systems that are closely monitored by trained specialists run more efficiently, and companies that invest in a regular HVAC maintenance plan protect their investments from costly emergency breakdowns. This highlights the importance of HVAC maintenance.

Customers who invest in HVAC systems to filter their heating and cooling systems expect skilled specialists working with HVAC field service management software to present themselves fully prepared. HVAC scheduling and dispatching software enable dispatchers to auto-schedule maintenance jobs and input necessary work order details so that technicians know what the job entails beforehand.

Let’s explore the benefits of HVAC maintenance and why every home or building should have HVAC equipment that functions well.

Why good ventilation matters

There are many benefits of regular HVAC maintenance and reasons that will help you understand why residential and commercial property owners invest in HVAC systems for cleaner air.

1. They help prevent the spread of airborne diseases

To lower the risk of exposure to viruses, buildings require good ventilation. Simply opening a window to let air in isn’t sufficient enough to capture viral particles. The Centers for Disease Control and Prevention (CDC) stresses the need for a quality HVAC system along with regular upgrades and improvements to provide fresh, filtered indoor air, ensuring peace of mind.

2. Energy consumption

The more energy you waste, the more money you’re spending. When units are well maintained, and coils and air filters are cleaned regularly, HVAC systems use less energy. Systems can also be set so that the air that circulates matches human activity within the building. This means that when there are less people, less air is circulating and energy consumption is reduced.

3. Their ability to control temperature

HVAC systems use temperature control methodologies to maintain consistent levels in indoor spaces. Keeping people comfortable in their work or home environments by controlling the extreme heat or cold experienced outdoors, is key to more productivity and improved well-being.

Where field service management software comes in

With the current surge in demand for HVAC services, contractors need a better way of handling workflows and scheduling routine checks. Dispatchers shouldn’t have to input information in multiple disconnected systems manually, and technicians on the road prefer using their mobile devices over paper processes to access information, create work orders, and notify customers of job completion.

Many of today’s service companies use HVAC field service management software to better manage business processes from the office to the field. Businesses specializing in HVAC installation, repair, and HVAC maintenance schedule adherence and having multiple technicians simultaneously on the road benefit most from this technology. Truth be told, working with paper-based processes incites the misplacement of important documents and work orders. Utilizing HVAC field service dispatch software streamlines these processes, reducing errors and increasing efficiency. It also takes twice as long when you could be spending that time winning new contracts.

Why HVAC contractors need it for preventive maintenance

It makes scheduling and dispatching jobs easier

Managing technicians in the field can be cumbersome without field service management software to tie routine maintenance requests back to the office. As an HVAC contractor, you need a tool that allows business processes to be streamlined and routine checks automated. Without automation, scheduling jobs at regular intervals for preventive maintenance can be extremely difficult. By optimizing technicians’ schedules, dispatchers can ensure the most qualified technician arrives at the customer site with the right equipment to complete the AC maintenance check, making HVAC scheduling and dispatching more efficient.

It tracks the work being done

An accurate log of hours worked isn’t possible without a field service management software solution, especially for regularly scheduled and services. Managers need a unified place for their employees to log job history to ensure proper diagnosis in the future.

It simplifies the technician’s life on the road

Work becomes much simpler for the technician, who can capture vital information with minimal effort and without delay, which managers can access back at the office in real time. HVAC technicians may need to inform the end customer of their arrival using email or text notifications. They may also require support both online and offline throughout their workday, enabling them to work harder. With Praxedo’s easy-to-use field service dispatch app, mechanics responsible for maintaining commercial, industrial, institutional, and residential HVAC systems save time with digitized service reports managed directly from their devices.

It limits last-minute emergency repairs

Minor problems can turn into big problems really fast. When an organization invests in an HVAC unit, it wants to avoid unexpected (and expensive!) system breakdowns. With regular and annual maintenance checkups for wear and tear, contractors can preserve the unit’s health. Additionally, by auto-scheduling maintenance calls in advance, everybody wins. Property owners can rest assured that their investments are in good hands, and HVAC service companies acquire repeat business using HVAC field service management software.

Last but not least, scheduled maintenance reinforces great customer service

True to all industries, the key to creating loyal customers is to provide timely services all around. When it comes to field service companies, timing really is everything. Dispatchers need to assign work to the right technician quickly and efficiently using HVAC field service dispatch software. Managers should have a consolidated view of HVAC field service activities in real-time. Technicians need route optimization to minimize the distance they travel, facilitated by HVAC field service management software. The end-customer wants their service done on time, every time. And according to a recent study, the number one thing consumers look for to improve their experiences is, you guessed it – faster response times.

A comprehensive field service software platform enhances the experience at every single customer journey point. For example, friendly reminders sent electronically to schedule a tune-up or having the customer digitally sign the work order report upon job completion are features that keep HVAC businesses top of mind. Utilizing the best field service software for HVAC streamlines operations and ensures that service quality consistently meets customer expectations.

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