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.