Guide
How to Prevent 'Parts Not Ready' Delays
Prevent techs showing up to no parts: attach a parts list to every job before you schedule, confirm parts are ready 24 hours before (text or call), and use a handoff note so whoever does the job knows where the parts are and that they're confirmed. Add a 'parts ready' checkbox to job prep and store parts in one place labeled by job. When you're ready for software, look for job notes that include parts lists and handoff between ordering and execution.
For teams losing time because parts aren't ready when jobs start, or techs are waiting or coming back a second trip.
Next: Add the parts list and 24-hour confirm to the next 5 jobs that need parts; then see if your FSM can hold the list and reminder.
The situation
A tech arrives at a job, but the parts aren't ready. Now they're waiting, or they have to come back later.
This happens weekly, and it's costing time and money. Sometimes the parts were ordered but never confirmed; sometimes they're in the wrong place or the tech didn't know where to look.
What usually causes it
- No parts list attached to the job so nobody knows what's needed until the tech is on site.
- Parts ordered but not confirmed before the job so you assume they're ready and they're not.
- No handoff note between who orders parts and who does the job so the tech doesn't know where they are or if they're ready.
- Parts stored in different places without labels so nobody knows which parts go with which job.
Quick fixes you can try this week
- Create a parts list for each job before scheduling so the job doesn't get booked without a plan for parts.
- Confirm parts are ready 24 hours before the job (text or call supplier or warehouse) so you have time to fix it if they're not.
- Add a 'parts ready' checkbox to your job prep checklist so dispatch or the tech doesn't roll without it checked.
- Store parts in one place and label them by job so the right parts get to the right truck.
- Send a handoff note: Parts for [job] are at [location]. Confirmed ready [date]. So the tech knows where to look.
If you're ready: what to look for
- Job notes that include parts lists so the list travels with the job.
- Parts tracking that shows what's needed vs. what's ready so you see gaps before the day starts.
- Handoff workflows between parts ordering and job execution so the person doing the job gets the note.
- Inventory management that tracks parts by job so you're not guessing what's where.
Mistakes to avoid
- Scheduling jobs before confirming parts are ready so you're betting the parts will show up.
- Not having a parts list attached to the job so the tech or warehouse doesn't know what to pull.
- Storing parts in different places without labels so the right job gets the wrong parts or no parts.
- No handoff between who orders and who does the work so the left hand doesn't know what the right hand did.
Take the FSM quick check
Quick checkSee if Field Service Management tools are right for your team.
Take the FSM quick checkRelated templates
Copy-paste scripts and checklists for this pain: