As the Greenzest case study testifies, implementing workforce management software helps cleaning companies to not only streamline processes, but professionalise the business. While payroll is not typically described as a ‘mission-critical’ system, getting it wrong or late can be extremely damaging to staff morale. Accurate data for payroll is just one of the many benefits for the business and your staff.
So much more than just Rosters
Workforce management software saves hours when it comes to designing rosters, however, there are other ways in which the software can help with HR and compliance processes. Electronic forms, also called SmartForms, can help streamline many different processes, ensuring that data is gathered in a consistent manner, so that you can be confident that internal reports, or those you send to your customers, are timely and correct. In addition, reducing paper has a strong environmental impact and saves costs on procurement and storage of physical files
Information on the go
Using the forms on a mobile device, staff can be sent and are able to record all job details including location, time and date. Once captured electronically, the data feeds directly to the workforce management system and then the payroll system. In addition, managers are able to review activities to monitor performance.
As well as providing details for each job, SmartForms can provide a step-by-step process for onboarding and training that ensures HR checks are carried out (such as DBS, Right to Work, or Health and Safety qualifications).
Intelligent alerts and reporting
SmartForms can build intelligence into processes. A prime example is site-specific inductions, where employees need on-site training before they can be rostered for a shift. The inductions can be completed and documented using SmartForms, supporting ongoing training and certification. This makes it easier to schedule staff with the correct site induction to cover holidays and absences. Ensuring that only fully certificated staff will be allocated to a location reduces risk considerably. Should there be no suitably qualified staff available, the scheduler is alerted, which can then prompt further training prior to a shift being serviced. Copies of certificates are available electronically and can be shared via a customer portal if required as proof of training completed for audit purposes.
Extensive reporting will keep you informed of which staff hold which certificates. Automated alerts and notifications make both the employee and the admin team aware of upcoming certificate renewals, ensuring you and the employee have time to plan training.
Electronic forms that work the way you do
While standalone form-builders can be complementary to workforce management systems, they often lack integration with your other business systems. This makes it more difficult to react to events, analyse data or produce reports. With a workforce management solution that has a fully integrated form-builder, as well as capturing data in real time that is consistent, you can build in alerts to trigger client notifications. Capturing these details in real time gives you the information you need to track and monitor performance to meet your SLAs and ensure HR compliance.
Expand your services, grow your business
Embracing flexible, powerful and easy-to-use technology in this way ensures that you to meet compliance requirements and helps your staff work smarter. Using professional business software can help you to win more business, and you can expand your business by offering new services including regular audits, safety checks as well as your standard cleaning services. What’s more you can report back to your customers with detailed, transparent information, helping sustain and build client relationships.