Service request forms are a great way to systemize a process and create an organized framework for service management. 

Still, dealing with paper forms can become tedious and unruly, especially when processing large volumes of requests. This can lead to a domino effect of more problems that hinder productivity.

In this digital age, however, a smart form for service requests and all its features can drive up operational efficiency and, because of its convenient nature, boost customer satisfaction, making sure that your service or utility company stands out beyond the rest.

Find out what service requests really are, how to create a smart form for service requests on a free form online builder, the benefits of using digital forms for service requests, and the best practices to keep in mind to make service management easier and better.

What is a service request?

A service request is a formal file or report made by a customer for a specific service or assistance from a service provider. To facilitate this process, service providers use service request forms for people to fill out.

Service requests are not just for fixing a problem; they also include the following: 

• Looking for an upgrade for a service;

• Add-on services;

• Maintenance check

The request forms allow clients or customers to put the issues or concerns into detail right away. Service providers can then receive these reports and easily determine what they must do to complete the job and how best to fulfill their customers’ needs.

What is service request management?

Service request management is the process of handling user requests for services.

It is the discipline of creating a system of operation in which the minute a request is submitted, management puts together the right team for the job, deploys them to address the request, and then follows through to make sure the system runs as efficiently as it should.

Depending on the service requests that are submitted, service request management is responsible for checking the urgency of each request and prioritizing the workload accordingly. 

How digital service request forms make managing services easy

“Keeping the lights on” is not just an idiom that means to keep the lights working. It means maintaining the necessary operations of a service despite other circumstances.

It is a very apt idiom to use in this particular case as we evaluate how to help a service and utility company maintain and even upgrade its quality of service with the help of a digital QR form creator.

Here is what makes using digital QR forms for processing service requests most valuable:

Better operational management

Use smart forms for service requests to host and collect service requests easily. It is a convenient tool that service providers and utility companies can use.

Using the same platform to take on several roles when creating a form and checking its submission eliminates the need to bounce between programs to complete a service request, allowing for a more streamlined service.

Servicing more requests at a timely rate and more efficiently not only helps with reaching company quotas and allows for more jobs to be tackled, but completing a service quicker will increase customer satisfaction. 

Catalog requests efficiently

Using digital forms to process service maintenance is more convenient for the person requesting the service and the service providers.

If your service company deals with different service request types, knowing the exact issue immediately makes it easier to know how to tackle a service request.

It is also much simpler to catalog without digitizing the request form and losing details, allowing management to process service requests quicker and more efficiently.

Additionally, having a QR code that can be easily scanned is more convenient for people requesting a service, as looking for a help desk is no longer needed. This ensures that they, too, can have a more efficient day because a service request takes no time.

Track service requests

One thing that sets a QR form generator apart from other form platforms is the trackability of the QR code itself.

Check where, when, and how often a service form is requested by the data analytics provided in the settings of “Manage Forms.”

By checking the analytics of a QR form, a better picture can be painted of what areas need more servicing and where a service provider or utility company needs to promote their services more.

Additionally, because the QR form is tracked, it is easy to track and follow up on service requests by checking to see what requests have been made and asking the service providers on the job if the work is complete or still ongoing. This makes for better and more complete work progression.

How to create a digital form for service requests using an online form builder

1. Open a form builder with QR code platform online.

2. Select from pre-made request templates or create one from the ground up.

3. Add the sections and subsections needed by altering the form’s layout and design.

4. Select “Generate QR code.”

5. As an option, customize the QR code’s design, then, test the QR code by scanning with different devices before publishing.

How to make your service fulfillment even better

Now that we have explained why smart forms are beneficial in optimizing service requests, some practices should be followed to maximize this tool for effective and efficient service fulfillment. 

Here are some of them:

Use a simple, mobile-friendly design

Using a QR code to host the form is already a step in the more user-friendly direction. However, it is important to keep that accommodation consistent even when navigating how to answer a form. Do not overcomplicate the questions of why a service is being requested. 

Dealing with a faulty utility is already frustrating. The last thing that is needed is a complicated and extensive form.

Create clear and concise sections using the checklist or multiple-level select tools with the common service request examples that someone may be facing, and add a text box for a more detailed explanation if they prefer that.

Strategically place your form

Find a location where a QR code sign for service requests will see the most foot traffic. 

It can be on a waiting shed, the entrance of a building, the bulletin board at a place of work, or even the concierge desk in an apartment building.

Placing the sign for service requests where it is most visible lets people know how to find the right service help immediately without going out of their way, making it a more accessible customer experience.

Encourage self-service

Service providers who work in apartment or business complexes are often requested to service any type of faulty utility, from a dead lightbulb to repairing a malfunctioning appliance.

And that is what service providers are there for. When there is an overwhelming volume of requests, getting through the little things can be bothersome, especially when some fixes can be easily taught via an instruction guide or a video walkthrough.

If a simple fix can easily be taught, use the “Multimedia Fields” section on the form QR code generator and add an audio or video file or a document or image to the form for service requests demonstrating what to do.

Not only does adding instructions help manage service requests while still being helpful, but it also creates an online catalog of instructions that can be accessed if a problem comes up again.

Make service request management more efficient with digital forms

As overwhelming as processing service requests can get, using a QR form for service requests can help make a much simpler and more organized process.

Between the intuitive platform, the service request forms were made to help catalog request submissions easier, and the handy tracking tool that provides insight into the progress of a service request or what areas need more servicing, operations can be streamlined.

If optimization needs a little boost, practice accessible form design and strategic placement, and encourage a DIY attitude to help people get their service and for service providers to have the best system in place for servicing.