Everything you need to know about service reports, from their creation to their use.
In a nutshell
This article takes an in-depth look at the concept of service reports, an essential tool in various trades and activities, particularly maintenance, breakdown services and home help. It explores the purpose of these sheets, the sectors that use them and how to create one using tools such as Excel. Whether you're an IT or air conditioning technician, this guide gives you a comprehensive overview of how to create and use service records, including the tools you need to keep a record of these services.
What is a service report?
Definition
A service report is a standardized document used to record all the information relating to a technical work or a service provided. This sheet can be in paper or digital form (such as a PDF), and is generally used to monitor and plan various types of activity. These activities may include, but are not limited to, maintenance work, troubleshooting, home help or any other form of technical or professional service.
What is the purpose of a service report?
The main purpose of a service report is to document in a detailed and structured way all the actions and information associated with a technical work or service provided. Here are some specific objectives for which these sheets are generally used:
- Traceability and Quality of Service : The form allows you to track exactly what has been done, by whom, when and how. This helps maintain a high level of service quality and ensures that all stages of the work have been carried out in accordance with standards and expectations.
- Communication : It serves as a reference point for communications between the various stakeholders, such as technicians, managers and customers. This ensures that everyone is on the same wavelength regarding expectations and the results of the work.
- Resource Planning and Management : Service reports can help to plan future jobs by providing data on material requirements, the time needed to complete certain tasks, etc. This kind of information is crucial for effective resource and time management. This kind of information is crucial for effective resource and time management.
- History and Archiving : Keeping a record of past services can be very useful for resolving future problems or for legal reasons. The file history may show recurring patterns or problems that require particular attention.
- Billing and transparency : In some cases, the service form can be used as a basis for invoicing the services provided. It provides a detailed record of the work carried out, which can help justify costs and offer total transparency to the customer.
Create your field service report
In which professions are service reports used?
Service reports are used in a variety of trades and sectors involving technical work, maintenance, repairs or home help. Here are a few examples of professions and areas where these reports are commonly used:
- Industrial Maintenance : In the industrial sector, maintenance technicians use service reports to keep track of repairs, inspections and preventive maintenance on equipment and machinery.
- IT : IT troubleshooters and network administrators use these reports to record details of problems encountered and solutions found, from simple debugging to setting up complex networks.
- Home Help : Homecare professionals, such as carers or domestic helpers, can use case history sheets to record the services provided during their visits, whether for medical care or household tasks.
- Air conditioning and heating : Technicians who install or repair air conditioning and heating systems use these sheets to note system specifications, parts replaced and other relevant details.
- Plumbing : In the plumbing sector, these sheets can be used to keep track of repairs, installations and regular maintenance.
- Public Works : Public works engineers and technicians can also use service reports to document the details of their projects, such as road repairs or the installation of public infrastructure.
- Electricity : Electricians use these sheets to record information about electrical installations and repairs, including circuit specifications, materials used and tests carried out.
- Health : In the healthcare sector, technicians responsible for maintaining medical equipment use forms to keep track of the maintenance and repairs carried out on equipment such as scanners, X-ray machines, etc.
These examples are not exhaustive, and service reports can be adapted to many other professions and sectors where it is important to track tasks, maintain traceability and ensure consistent quality of service.
Example of technicians’ schedule
What tools can be used to create service reports and keep a record of jobs done?
There are a number of tools and software packages that can be used to create service reports and keep a structured history of the various jobs carried out, including the following:
Specialized Service Management Software
PlanningPME is a flexible planning tool that not only makes it easy to create and manage service reports, but also to keep a record of them. It allows a high degree of customization, making it easy to adapt to different professions and sectors. It also makes it easier to plan resources and teams, while providing a clear, concise overview of the schedule for all operations.Computer-aided maintenance managers (CMMS)
This software is particularly useful in industries where maintenance and technical services are regular and require meticulous monitoring.Customer Relationship Management (CRM) systems
Some CRMs offer functions that enable you to create and track service records, providing effective, structured customer follow-up.Office suites (such as Microsoft Office)
Software such as Excel or Access can be configured to create and store service reports, although these solutions are generally less optimised for job management than dedicated software such as PlanningPME.Cloud Platforms and Online Collaboration Solutions
These tools enable real-time collaboration and remote access to service reports, making it easier to manage incidents for geographically dispersed teams.
Each tool has its own advantages, and the choice will depend on a number of factors, including budget, the specifics of the business and the volume of work to be managed. Software such as PlanningPME offers a complete solution that can be customized to meet the specific needs of each company, making it easier to create work sheets and keep a structured history of the work carried out.
How do I create a sample service report in Excel?
It's relatively easy to create an Excel service report template, which can be customized to meet the specific needs of your business. Here's a step-by-step guide to creating a basic model:
- Open Excel and create a new document :
Start Microsoft Excel and create a new file. Name this file something relevant, for example, "Service Report Template".
- Define headers :
In the first line, enter the headings for the fields you wish to include in your form. For example: Date, Name of Technician, Customer, Address, Description of Problem, Actions Taken, Materials Used, Hours Worked, Cost.
- Formatting :
Use the formatting to make the form more readable and professional:Bold the headings; Use borders to separate fields; Apply background colors to distinguish headers from data
- Add formulas :
If you want certain calculations to be carried out automatically, such as calculating the total cost of materials or hours worked, you can add Excel formulas in the appropriate cells.
- Insert a Space for Signatures :
In the cells at the bottom of the form, add a space for the technician's and customer's signatures, to make the form official.
- Backup and export :
Once your model is ready, save it on your computer. You can also convert it to PDF if you need to print or e-mail it.
- Use and Update :
Use this model for each new job. Over time, you may find it necessary to update it with new fields or improvements.
By using Excel, you can not only create a functional service report template, but also take advantage of advanced functions such as formulas to automate certain aspects and graphs to carry out analyzes. Using Excel to manage your service reports also offers the advantage of integration with other Microsoft tools, as well as specialist software such as PlanningPME, which can help you plan and monitor jobs more efficiently.
FAQ
No, the usefulness of service reports depends on the nature of the company and the services it provides.
Yes, Cloud solutions offer the advantage of accessibility and easy data sharing.
No, the digital form is increasingly common and environmentally friendly. However, some companies still prefer the printed version.
Regulations may vary depending on the sector, but in general it is recommended that records are kept for a minimum period for reasons of traceability.