In the sixth blog of the series on the SIA Approved Contractor Scheme (ACS), we take a closer look at Resource Management, Criterion 5 in the guide. Paul Ridden discusses how workforce management software can support a security company providing the right technical resources to manage daily operations, meet SLAs and ensure data protection and compliance.
In the fifth blog of the series on the SIA Approved Contractor Scheme (ACS), Paul Ridden discusses the area of Financial Management, covered in Criterion 5 of the SIA Guide. He outlines how workforce management software can support a security company’s pay and invoicing processes, help with performance management and planning for future growth.
Following on with our series of blogs about the SIA Approved Contractor Scheme, Paul Ridden looks at how workforce management software can help support security companies to meet the different requirements of the accreditation. In this blog he reviews the area of Commercial Relationship Management, outlined in the criteria in section 3 of the guide.
The third in our series of blogs looks further into the challenges of performance management and service delivery for an SIA approved contractor. We look at how Workforce management software can help record and report on officer attendance and performance to meet service level targets and deliver customer satisfaction.
In the second blog in our series focusing on the Approved Contractor Scheme, we look closer into the criteria for service delivery and how workforce management software can help a business to successfully meet the standards specified.
The SIA’s Approved Contractor Scheme (ACS) helps companies stand out as one of the best providers of private security services in the UK. At SmartTask we have worked with many customers to design our software to support their operations and achieve ACS status.
Want to upgrade your business systems but too busy?
Running a security business often means wearing many hats overseeing operations, finance and sales. Your staff have to react to different demands – from sorting out a customer invoice query, arranging for a last minute roster change to accommodate an officer calling in sick, responding to alarm calls, or carrying out check calls to officers on a night shift. Not to mention sorting out the paper jam on the photocopier which always seems to happen when you do the monthly payroll.
If this all sounds familiar, then upgrading your systems is probably the last thing you feel you have time for.
Invest for success
Making time to invest in new software to run your business could give you significant time – and savings - back. Automating processes and using electronic forms to design rosters, send runsheets to officers, and calculate holiday and sickness for the payroll helps to reduce errors. With the reduction in time spent on paperwork alone and you will quickly reap the benefits from the efficiencies gained.
Workforce management software can help you streamline many of those onerous tasks that take up your day – freeing you up to concentrate on growing the business. Making time to deploy an easy to use system for staff will help day to day operations run more efficiently and deliver a fast return on your investment.
Reduce admin, improve cashflow and win more business
Here are just a few examples where workforce management software has helped security companies gain efficiencies and new business.
County Security has streamlined its back office operations and improved services to customers. Using a workforce management app to manage mobile operations and client reports saves the company over 730 admin hours per year (100 working days).
“We chose SmartTask as it could support rostering, check calls, control room, mobile services and any ad hoc work. Its usability was a big plus for our back office team and our staff on the ground.” Said Sam Noble, Director of Security at County Security
1st Choice Security is saving 5 hours on 8 hour shifts by automating night-time check calls. Previously a round of check calls during a night shift took around 40 minutes, conducted manually every hour (sometimes every half-hour). Now, check calls take just five minutes a round allowing controllers to focus on other proactive activities, such as monitoring CCTV installations.
At Guardsman Security they have replaced paper-based processes for timesheets resulting in faster reconciliation and billing for customers, reducing the invoicing cycle by 2-3 days, which has improved cashflow. Guards clock in and out electronically, ensuring accurate records of hours worked. Staff are compensated accurately for their hours worked and there has been a marked reduction in payroll queries.
Sounds good but don’t know where to start? Five top tips to help smooth your upgrade path
At SmartTask we have helped many customers transform their business with our workforce management software. Here’s a few tips to smooth the way forward:
- Make a commitment – taking the plunge with new systems isn’t easy, but if you plan your upgrade and communicate well to staff in advance (and try not to reschedule) you will make great progress.
- Focus on the benefits – make sure you continually review why you are upgrading and what the outcomes will be. There will, of course, be some challenges, but if you accept these as part of the journey and focus on the end goals it will be much easier.
- Look for a quick win – find a positive benefit that will get staff on side quickly. For example, making it easy for officers to view rosters on their phone, helping them to manage work and home commitments. Once staff have bought into the new system, they will be more positive about making an effort to get the most out of the solution.
- Be open minded to different ways of working. Listen to your vendor who has a lot of experience - sometimes a fresh outlook can really help.
- Take advantage of the training offered – after all, you don’t know what you don’t know.
If you think you are ready to work smarter with automated systems to manage your operations, call us today for a chat.
Manual processes such as using spreadsheets to design rosters and pass shifts to operatives, crossing jobs off by hand as they are completed could be costing cleaning firms dear. Using technology to streamline these tasks can save hours each week in admin, enable firms to provide a better service to customers, and keep staff happy. CEO of SmartTask, Paul Ridden explains how local and regional cleaning businesses can make clever use of tech to improve many aspects of their business.
There are numerous ways to make improvements to the smooth running of a company, however, moving to a built-for-purpose business software system, could help you to save time across your entire operations. Savings in each department/function when added together can make a huge difference to efficiency and profitability.
Saving time planning rosters and shifts
An obvious example of this is automating rosters, making them easy to replicate each day, each week, and then to make changes on the fly. This alone could be saving hours each week, but the benefits are so much more than just time savings for the operations team.
A simple to use ‘at a glance’ roster schedule creation tool can significantly reduce administration time and cost, and ensures you know how to best coordinate your cleaning staff at all times. Artificial intelligence (machine learning) removes the guess work as best matched employees are automatically suggested and the personal preferences of staff are taken into consideration.
Real word benefit: An hour per day per person on a 40 hour week is a saving of 12.5%
Reduced admin and travel for staff
Once rosters are generated digitally, they can be sent to your cleaning operatives via an app on a smart phone (iOS and Android), so that when they start work they receive their shifts automatically. They can also receive any special or site-specific instructions at the same time.
Using the app, staff can tick off tasks as they go, taking photos if required, and attach them to records for the job. This can help your company offer extra services such as one-off or end of tenancy cleans, as well as help perform quality audits and janitorial supplies inventories.
Real world benefit: One extra activity per day, because operatives spend less time on admin, or travelling to the office to collect/drop off paperwork
Clocking on and off provides visibility and protects staff
As shifts are completed the operations team can see exactly what is happening on the ground. They can also be alerted if an operative fails to check in using their mobile. Such welfare checks help with Duty of Care responsibilities and make life a lot smoother for the staff and the operations team.
With electronic clocking in and out, visible to the control desk, if a member of staff fails to turn up on site due to sickness or a transport issue, an alternative team member can be quickly deployed to the customer location to carry out the cleaning job. This keeps customers satisfied and helps to meet agreed SLAs.
Real world benefit: No shows are managed, ensuring services are maintained to a high standard for the customer
Invoice for all services provided
With a digital system the accounts department is not reliant on paper time sheets that can be difficult to read, get lost or be subject to rekeying errors. Software provides an easily accessible and complete audit trail of what services were provided to which customer.
This may include additional one-off cleans or last-minute extra equipment checks, ensuring that nothing is forgotten. It means all activity is captured and recorded so that businesses can invoice for ALL services provided.
Real world benefit: All billable hours are invoiced promptly – nothing is forgotten
Improve Customer Service – Proof of Attendance
Automating systems not only saves time in many areas of the business, it enables firms to focus on providing a better service to customers. Electronic clocking in and out, either using an app on their phone, or a dedicated landline on-site, means you can accurately record Proof of Attendance.
As well as providing customers with more detailed information, they benefit from a faster and more efficient service - which in turn helps you to attract more customers. And providing good technology to staff is also a great way to retain the best talent.
Real world benefit: Gaining extra customers due to strong reputation for excellent customer service
When you consider all the different ways that harnessing technology provides real world benefits, for your staff, your customers and for the business, there is a very compelling case for banishing the paper trial. Here’s what one SmartTask customer said:
“Having the SmartTask system is like having an extra member of staff. It saves so much time in so many different ways, and it’s hard to imagine life without it now.”
Richard Jones, Sales Director at Approved Cleaning Services
For more information read how Approved Cleaning Services expanded its business with SmartTask workforce management, replacing manual and paper-based processes equating to an extra member of staff.
Over 100 staff rely on mobile workforce solution to improve round-the-clock operations, transform auditing and open up new opportunities for continuous improvement across the business
SmartTask, a UK-based developer of cloud workforce management solutions, has announced that Bristol-based Alchemy Commercial Cleaning specialists have deployed SmartTask software to remotely manage staff on and off site. Over 100 staff now trust SmartTask’s Proof of Attendance, rostering, reporting and electronic forms capabilities to keep customers happy and staff safe. Additionally, SmartTask has become an intrinsic part of Alchemy’s auditing process, ensuring the highest levels of customer service.
With a growing workforce and more than 50 client sites, Alchemy needed a more efficient way to monitor the whereabouts of staff to protect lone workers and demonstrate adherence to agreed client service agreements.
Alchemy selected SmartTask workforce management software to manage all aspects of staff working hours, from automating the design of rosters and shifts to meet client requirements, to monitoring staff clocking on and off, through to welfare calls. Alchemy chose SmartTask for its impeccable industry reputation, for its proven mobile capabilities and for its strong reporting capabilities.
Karen Bennett, Operations Manager at Alchemy Commercial Cleaning Specialists commented, “SmartTask is a blessing, allowing us to monitor our staff in a very positive way. They see the value it brings to ensuring they are protected and get the support they need at all times. The system is also fundamental to increasing customer loyalty, giving us the real-time knowledge we need to manage client expectations every step of the way and ensure their service levels are being met. Quite simply, SmartTask makes our lives easier and we have far greater control – it’s an absolute godsend!”
Alchemy’s extremely busy operations centre uses SmartTask to build fast and efficient rosters as well as track where the cleaners are, at which client site they are working, and at what time they leave. Instances of lateness or sickness are also recorded in the system. All staff are encouraged to clock in and out: drivers use the SmartTask App on their mobile phones while cleaning staff log into the system using the telephone on the customer’s premises every time they arrive and leave.
Having a 360-degree real-time view of operations and a clear audit trail are invaluable. Alchemy is able to communicate more effectively with customers as events happen throughout the day and demonstrate adherence to service levels. Meanwhile, the exact time that cleaners work is automatically recorded in the SmartTask system. This information can easily be downloaded into reports and passed to the payroll department to ensure staff are always paid for the correct number of hours.
Alchemy offers an out-of-hours service when there is often a small number of cleaners working together or even alone making them particularly vulnerable. The SmartTask system is hugely beneficial to protecting staff and lone workers late at night as it can be configured to automatically alert the operations centre of untoward occurrences, for example, if a cleaner is late. This helps to trigger essential welfare calls in a timely manner.
Paul Ridden CEO of SmartTask added, “Our objective is to design software that enables dynamic, growing organisations such as Alchemy to gain complete control of their operations on the move and around the clock. The transparency of our solution builds trust with staff and customers alike vastly improving communications and collaboration all round. What is more, our advanced reporting capabilities provide a valuable self-monitoring tool, helping businesses to track their progress against KPIs while demonstrating to clients that the highest levels of service are delivered at all times.”
Paul Ridden, our CEO, explains how integrating WhatsApp into your workforce management and scheduling software will increase inclusivity for employees and contractors, while helping your business to respond to changing situations more dynamically.
SmartTask saves nearly a day a week on staff related management and administration at newly established Facilities Management business
SmartTask, a UK-based developer of cloud workforce management solutions, has been selected by Momentum Facilities Management to provide its cleaning service management software. The SmartTask solution provides workforce management including staff scheduling and rostering, a mobile app which also provides real-time visibility of staff location, and time & attendance recording. The new software automatically generates staff hours for payroll, and details of contracted hours and services supplied for rapid and accurate reporting to clients demonstrating adherence to Service Level Agreements.
Sarah Perfect, Operations Manager at Momentum FM said; “As a fairly new business it was important to us to invest in the right software. We see technology as enabling us to provide a more transparent service to our clients with up to the minute reporting, and confirmation of services provided, which in turn gives us a competitive edge. The SmartTask system provides everything we wanted, and more. It is already saving us considerable time, nearly a day every week, and will support our business as we continue to grow.”
The SmartTask solution was selected for its breadth of functionality, ease of use and real-time data capture. The mobile app, which has been enthusiastically adopted by staff, provides safe-guarding for lone workers with its Check Call feature. Rosters and schedules can be created quickly and then sent to staff via the mobile app, and cover for holiday and sickness can be arranged at the touch of a button using group messaging, rather than individual phone calls.
Paul Ridden, CEO of SmartTask said: “Investing early in business software enables forward-thinking companies like Momentum FM to differentiate themselves with superior customer service. Keeping track of staff to ensure that all shifts are covered, and contracted hours fulfilled is the bedrock for a reliable and trustworthy cleaning service as well as meeting Duty of Care obligations. At SmartTask we are committed to providing the software that enables our clients to provide excellent services while growing their businesses.”
Momentum FM has just gone live with the payroll module, where staff hours gathered via the app are automatically input to the payroll system, ensuring that staff are paid accurately for work completed. The next step is to automate the invoicing process for customers, again based on hours collected via the SmartTask mobile app.
Sarah Perfect concluded; “We looked at lots of solutions but the attention and service we have received from SmartTask has been second to none. It is paperless, which is good for the environment, our people like using it and understand the benefits it gives them. SmartTask even helped us win extra business by developing an online Communications Book for a specific client.”
About Momentum Facilities Management
Based in Buckinghamshire, Momentum FM provide a full range of services to clients in the surrounding counties, including: contract cleaning, window cleaning, floor & carpet cleaning, washroom services, floor protective mats, janitorial supplies & consumables, pest control, PAT testing, water coolers, workplace sanitation, health & safety, quality control, and electrostatic spraying.
In addition to office and commercial clients, Momentum FM provides specialist services for schools and education, and healthcare and medical organisations.
For more information please visit: https://www.momentumfm.co.uk/
Manual processes such as using spreadsheets to design run-sheets, passing paper run-sheets to drivers and crossing off the jobs by hand as they are completed in the control room, could be costing security firms dear. Using technology to streamline these tasks can save hours each week in admin, enable firms to provide a better service to customers, and keep staff happy. CEO of SmartTask, Paul Ridden explains how local and regional security businesses can make clever use of tech to improve many aspects of their business.
Fully integrated smartphone app streamlines mobile patrols, alarm response callouts and Keyholding for security officers and controllers helping demonstrate BS7984 compliance
SmartTask, a UK-based developer of cloud workforce management solutions, has announced the availability of its Mobile Operations app. Designed specifically for UK security services providers in collaboration with the UK security industry, SmartTask Mobile Operations keeps field officers in contact with the control room. The app, which runs on Android and iOS smartphones, delivers automated run-sheets, simplifies the completion of customisable response reports, enables the control room to better manage alarm response calls, and helps prove compliance with BS7984. The new mobile application can be fully integrated with other SmartTask modules or act as a standalone solution.
Cara Clarke of City Security, an early adopter of the new solution stated; “SmartTask Mobile Operations enables us to do a whole range of tasks more efficiently – everything now goes through the app. Officers receive their run-sheets on their smartphones via the app, and the control room can see exactly what is happening on the ground in real time. We expect SmartTask Mobile Operations to be instrumental in helping us to win more business as the greater level of operational detail will enable us to provide better customer service.”
SmartTask Mobile Operations can help security businesses of all sizes compete for more profitable, direct Keyholding contracts in the following ways;
Banishing paper run-sheets - App based run-sheets and assignment instructions are sent securely to officers, replacing paper run-sheets which are time-intensive to produce, and quickly fall out of date. Once designed a run-sheet can easily be updated as required on the fly. Officers simply tick off jobs as they are completed on the app, fill out inspection forms or scan patrol tags automatically sending the information back to the control room as it happens.
Smart Documents – Comprehensive information such as assignment instructions, or COVID-19 specific entry instructions can be sent securely via the app for easy reference by the officers attending, with an online audit available of who has read them.
Managing Alarm Responses – When an alarm response comes in controllers can see at a glance all the site details, where keys are held and who can attend quickest. Officers can fill out alarm response reports containing photos and signatures which can be sent directly to clients or to the control room for checking.
Keyholding & BS7984 – All activities, timed locks/unlocks, void property inspections and randomised patrols, are tracked giving full visibility to the control room. In addition, all information regarding keys, where they are held, who had access to them and when, is monitored, providing an audit trail of seals and proving compliance with the Keyholding standard BS7984-3:2020.
Duty of Care – The control room receives notification of any missed check in calls and if the officer fails to report the site is safe after completing their initial external patrol inspection.
Reporting and Invoicing - The app stores regular charges and captures callouts, patrols, locks/unlocks and void property inspections as they happen, so detailed information can be shared with the client and invoicing is simple and accurate reflecting all the services provided. Response SLA reports make monitoring and improving performance easier whilst simplifying compliance with SIA audits.
As a Software as a Service (SaaS) solution SmartTask is simple and easy to adopt, without the need of a dedicated IT department. Regular software updates and support, provided from a UK based service desk, are all part of the subscription.
SmartTask is running a webinar: Optimise your Keyholding Response Services and Mobile Operations on 21 January 2021. For more information, register here:
https://events.streamgo.co.uk/Optimise-Keyholding-Response-Services/register?redirect=%2FOptimise-Keyholding-Response-Services
COVID-19 has caused us all to reconsider many things we have taken for granted for years and it seems that systems requiring employee contact such as touch screens or finger print readers are just one of many areas that need to be looked at.
SmartTask, the leading provider of employee scheduling and mobile workforce management software, has launched a vetting solution to help security companies meet the stringent requirements of the BS7858 vetting standard.
SmartTask, the leading provider of employee scheduling and mobile workforce management software, has launched SmartBeacons to enable effective security patrol monitoring in large and busy public spaces.
The rapid adoption of employee scheduling and workforce management software SmartTask gathered pace last year with record levels of growth in the UK and internationally.
Software specialist Skillweb has achieved the internationally-recognised ISO27001 certification. The company behind employee scheduling and mobile workforce management solution SmartTask has adopted the Information Security Management System (ISMS) as part of its commitment to client data safety.
A growing number of cleaning services providers are taking advantage of European regional development funding to invest in SmartTask’s industry-leading employee scheduling and workforce management solution.
High Wycombe-based SmartTask has been named alongside University of Wolverhampton as the winner of the Best Use of Technology category at the European Cleaning and Hygiene Awards.
SmartTask, the leading provider of employee scheduling and mobile workforce management software, has launched the first cloud-based, electronic alternative to traditional, paper-based Daily Occurrence Book (DOB).