How to Use Scheduling Platform Systems for Local Government
A busy city street
Local government agencies that incorporate scheduling platform systems experience an uptick in visitors and an increase in customer satisfaction. The ability to schedule an appointment online or through an app offers several benefits. The list of benefits begins with convenience. Rest assured, citizens appreciate the ease of reserving a spot whenever they want to and wherever they are. Introducing scheduling software into your government office will result in noticeable improvements in employee productivity, office morale, customer satisfaction, and overall reputation. The community relies on its local government. It’s up to the agents who work there to prove that they deserve the privilege. QLess can help with that. Discover how to use our scheduling software to its best advantage.
Encourage Citizens to Schedule Appointments
Initially, the best way to use a scheduling platform is to make sure that the community knows that it’s an option. That may mean putting up signage around the building or investing in mailers to send out to residents in the area. Tweaking the website for your government agency is helpful too. All you need is a small blurb and a link on the main page, making it clear that visitors can book an appointment online on a website or through a phone app. Announcements via social media will spread the word as well. At the very least, put the information on Facebook and Twitter. Invite your followers not only to schedule an appointment but also to share the message. That will give the announcement a wider reach.
Provide Updates about Appointments
What sorts of complaints do you often hear from frustrated citizens? They detest endless wait times. Even more than that, they dislike arriving for an appointment that they took the effort to schedule, only to discover that your office is behind and they can’t see anyone until later. Can you blame them for feeling out-of-sorts?
The QLess scheduling system updates in real-time. Employees know ahead of time that they’re running behind, which means they can notify scheduled visitors about adjustments and changes in their appointments. People appreciate the alert. Because they’re in a virtual queue, not a physical line at the office, they aren’t wasting the day sitting there. If appointments are 15 minutes behind, they know they don’t have to rush out the door. On the off-chance that appointments are late by half an hour or more, they now have the option to go on an errand, reserve another time slot, or arrange something else entirely. The important part is that they have a choice. They’re not held hostage in a waiting room filled with irritated people.
Invite Communication from Citizens
Just as government agencies can reach out to citizens, the community can communicate with agencies through our scheduling platform. You may find that sharing up-to-date information about what’s happening at the office prompts the same courtesy from citizens. Someone who’s running late, for instance, can take advantage of the ability to call, email, or text the office to let an employee know. The customer doesn’t have to go to the back of the virtual line, but an agent can adjust the schedule.
Welcome Walk-Ins Without Disrupting the Schedule
A waiter takes a customer’s order with an electronic device
Adjustments to the schedule make room for walk-ins, people arriving late without notice, and folks who have to come back after fetching more documentation or different paperwork. Although the platform system shifts newcomers into available time slots, they don’t throw the existing schedule into turmoil, which is what happens without a system. That’s why visitors end up sitting in the waiting room for hours, even though they reserved an appointment or their number’s up next. A scheduling system won’t work unless it’s accountable and adaptable. People who book an appointment deserve priority, but that doesn’t mean that there’s not space for other citizens too.
Set Daily Goals
With an organized and updated schedule, employees can maximize each hour of the work day. They know what to expect ahead of time, which presents the opportunity to plan and prepare. In the act of streamlining their time, they can set goals to see a specific number of visitors each day. Of course, make sure those goals leave room for visitors who didn’t make an appointment.
Learn about Your Citizens and Employees
The QLess scheduling platform reveals analytical information about the customers who visit your agency. You can learn essential details, such as preferred types of communication, whether a person likes morning or afternoon appointments, and if customers have complaints about various areas of service. You may find, for example, that you need to put a limit on walk-in customers after a certain time, such as an hour before closing. Then again, you may also discover that, in the wake of a storm or a natural disaster, you need to remain open longer and approve overtime hours.
Get the Job Done Better
A scheduling system allows every employee to maximize their time and efficiency. Employees are prepared, know what’s coming, are organized and on time, and can accomplish their duties more easily in all areas with the help of a QLess scheduling system. The customers who come in looking for assistance will see that, and it will increase their confidence in their local government.The local government is the backbone of every city, town, and county. It’s responsible for everything from the streets and the sewers to the parks and the forests. The municipal government encompasses much more than city hall and the DMV. Some citizens may not even be aware of the part the government plays in their day-to-day affairs until they have an issue with their water service or they experience a disaster, such as a flood. Welcome them with open arms by making the process as smooth as possible. Use a scheduling platform system to help your customers book an appointment, get in touch, and find what they need.