Adopting new business software can dramatically reduce admin and operational costs while delivering benefits to employees and customers alike. Paul Ridden discusses some of the options available and how to achieve successful rollout with enthusiastic adoption by staff.
Technology can transform the way that we work for the better. It can speed up processes, reduce admin and improve data security. Yet when introducing new ways of working, companies can experience resistance from staff.
Many employees often prefer sticking with manual processes that they are familiar with, preferring not to change. It takes time and effort to win them round, but it’s well worth it.
Technology that benefits the business
The latest technology available for cleaning companies can make a big difference to the smooth running of operations. Using a mobile app as part of a workforce management system means that staff can easily book onto shifts, see their work rotas, even scan location tags and take photos once jobs have been completed.
Such systems provide immediate, up-to-date visibility of who is working where, at which client site. Electronic forms mean staff can quickly raise alerts, conduct audits and submit incident reports, for example, recording broken equipment or damage to the building doors, that can be reported back to the client for appropriate action.
From planning shifts to managing holiday cover, everything is made easier using a workforce management system. Reducing the reliance on paper forms is not only simpler and more efficient, with centralised storage and retrieval, information is easily at hand to report back to customers on Service Level Agreements. It helps you both deliver the service you’ve promised - and prove it.
Happier, motivated staff
This technology can also benefit your employees. Proof of Attendance by clocking on and off using an app means accurate recording of hours worked, which reduces payroll queries. Staff can also see how much holiday is booked and accrued. It also makes welfare calls easier for Duty of Care requirements.
5 top tips for a smooth rollout of new software
So, how can you successfully introduce new technology? Our 20+ years experience tells us that deploying systems requires a measured and staged approach to be successful. We’ve identified five ways that can help staff to embrace new ways of working:
- Update employees of the proposed change to address any concerns in advance. Giving people the opportunity to raise issues is a good way to gain early buy-in. This can help to reassure them and ‘clear the air’, avoiding any negativity once rollout begins.
- Explain the benefits of the new system to staff to help them understand how the new way of working will be better. The reduced admin, no paperwork and resulting accurate pay (including for any overtime) and holiday records are all motivating factors.
- Try a pilot with a few staff to make sure there are no user issues and to champion adoption. Identify a team where members of staff are most likely to try a new app and who will quickly see the benefits that they will be prepared to share with colleagues.
- Promote the benefits achieved internally once the technology is being used. Share a few ‘before’ and ‘after’ examples, such as where the flexibility of using the mobile app has enabled rotas to be updated to accommodate last minute changes to support client, or staff, requests.
- Finally, share customer success stories of improved service where responding to extra or last minute requests has resulted in increased customer satisfaction.
To learn more about how SmartTask workforce management software could support your business, email us.
Paul Ridden is CEO of SmartTask