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June 20, 2024

Why off-season is your best bet for investing in restoration software

Maximize downtime: preparing for the busy season ahead

Timing is everything — not just for responding to emergencies but also for making strategic decisions for your restoration business. Downtime between busy periods is a golden opportunity to boost your operational capacity with minimal disruption.

Understanding the best time to invest in restoration software

While the slow season might seem like a time to cut back, it's actually the perfect period to adopt new software. In the last decade, tech has really taken off. There are now tools designed for field teams, not just for admin workflows.

We're all feeling the heat to go digital because carriers and TPAs want more data. The slow season is a good time to check out these new tools and get them set up for both the field and the office.

Here’s why investing now makes sense:

  • Minimized disruption: Introducing new restoration software when business is quiet means fewer interruptions to your operations.
  • Enhanced readiness: Your team will be up to speed with the new tools by the time demand spikes, even in tough CAT situations where you might need to use things like unusual equipment or satellite phones. This way, you're ready for anything that comes your way.

Why off-season is the ideal time to invest in restoration software

Investing during the off-season can bring significant advantages:

  • Focused training: You can allocate time for comprehensive training sessions without the stress of ongoing projects.
  • Smooth integration: You can implement tools gradually to make sure seamless operation and address any issues as they come up.

Pro tip: Start with a pilot program to test the software in a controlled environment. This approach allows you to make the necessary adjustments early and gather valuable feedback.


Financial upsides of investing in restoration software during downtime

  • Budget management: Spread out expenses to manage your budget efficiently. Set a budget before starting each job and debrief afterward to understand costs and streamline for future projects.
  • Efficiency gains: Long-term savings can come from enhanced productivity and fewer mistakes, improving your bottom line. Track your team’s time on various tasks to identify areas for improvement.

Pro tip: Ask one of your project managers to track their hours for a week. Identify tasks that bog them down, and use this information to justify the investment in technology that can streamline these processes.

Quick tips for maximizing ROI:

  • Leverage all features: Use automation and data management tools to reduce manual tasks.
  • Garbage in, garbage out: Accurate data entry and comprehensive reporting improve decision-making and operational efficiency.
  • Eliminate duplicate entry: Make sure your tools communicate to avoid repetitive data entry. Integrating your technologies saves time and reduces errors.

Expert insight: Wondering why digitizing is crucial? Watch this clip where Kevin Dooley, CEO of kahi, an automated asset tracking restoration software, explains how going digital can keep you ahead of the competition.


Gaining a competitive edge by preparing for storm season

By preparing for ‌peak season in advance, you set your business apart from competitors. When the busy season hits, you'll be equipped to handle complex jobs more efficiently, respond faster to emergencies, and deliver superior customer service.

Real-world success: Ultra Clean Service Corp.

Ultra Clean Service Corp, a full-service restoration contractor in Minneapolis, used Encircle to improve their profitability and operational efficiency.

Key results:

  • Profit increase: They saw a 20% increase in job profitability.
  • Faster estimates: Estimates were ready in as little as 12 hours, reducing adjuster pushback.
  • Better customer experience: Enhanced their reputation with clients and adjusters through detailed, professional reports.

Practical impact: "I'm seeing a 20% increase in profitability in my claims, minimum. I'm also seeing a huge increase in how fast we get paid... I’m no longer getting as much pushback." — Deborah Zupke, Owner, Ultra Clean Service Corp


Practical steps to prep your restoration business for busy season

Key actions to take when implementing new restoration software:

  1. Plan your implementation: Start with a clear timeline and goals for each phase of the software integration. Make sure to rethink your processes to put digital tools at the center. This way, you’ll really boost your company’s efficiency.
  2. Engage your team: Involve staff early in the process through training sessions and feedback opportunities.
  3. Test everything: Use the slow period to test the software thoroughly, making sure all features work as expected and are beneficial.
  4. Refine processes: Adjust your operational workflows to leverage the full potential of the new software.
  5. Monitor and adjust: Keep track of performance improvements and make necessary adjustments before the busy season begins.
  6. Coach into alignment and celebrate small wins: Acknowledge important moments like the first successful use of the new process, the most improved user, or innovative team ideas. These recognitions boost morale and keep everyone in the loop.

Some more quick tips:

  • Pilot first: Start with a small-scale pilot to test the software's effectiveness and gather feedback.
  • Collect feedback: Regularly gather input from your team to identify and address any issues early in the process. Make sure you have both your field and admin teams providing feedback.
  • Update regularly: Keep the software and training materials up to date to provide ongoing efficiency and effectiveness.

Coyne Borree


Expert insight: "Appoint a ‘super-user’ to help roll out new software." ‌
— Coyne Borree, CEO/Owner, Midwest Restoration

Pick someone to lead the charge on the new software. This person should be hands-on, solve problems, and keep everyone on track during the rollout. Support your ‘super-user’ with clear instructions and regular training. They’ll help your team get comfortable with the new tools and make sure everyone is using them correctly.

Evaluate your options with our restoration software evaluation checklist

Before choosing a software, use our checklist to make sure it meets your needs:

  • Integration: Does the software integrate seamlessly with your existing systems? Do the technologies speak to each other?
  • Ease of use: Is the software user-friendly for your team?
  • Support: Does the vendor offer robust training and ongoing support?
  • Features: Are the features aligned with your business needs (e.g., documentation, real-time data)?
  • Scalability: Can the software grow with your business?
  • Cost: Is the cost justified by the value it provides?
  • Customization: Can you customize the software to fit your specific processes?
  • Security: Does the software meet industry standards for data security?

Download the full checklist here.


Transform downtime into profit: Invest in restoration software

Investing in restoration software during the quiet season isn't just a strategic move‌ —  it's a smart move to grow your business and boost your customer service. New technology not only streamlines your operations but also shows policyholders you’re on top of their claims with the latest tools.

Encircle has been recognized for delivering the best return on investment in the industry, according to the C&R SOTI report for 2023. Watch this video to hear from restorers just like you talk about the significant gains they’ve experienced using Encircle:

This proactive step sets you up for success, keeping you ahead of competitors and exceeding customer expectations.

Ready to see how Encircle can transform your restoration business?

Get a personalized demo today and start your journey towards operational excellence just in time for the busy season.


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