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How to respond to opportunities and
challenges with efficiency to maximise profits
Increasing efficiencies in your
business
Paul Ridden
CEO
• Win more contracts
• Diversify contract base
• Employee more staff
• Offer more services
• Make profit
Business Goals?
• More problems
• More paper
• Customer complaints
• More hours
• More stress
• Hard to find new business
• Hard to find Skilled people
The challenge
• Deal with issues
• Standardise working practices
• Overcome employee challenges
• Happy customers
• Reduce contract attrition rate
• Reduce employee turnover
• Build a valuable business
Reaping the Benefits
Successful business
• Primary target Customers
• Proposition(s)
• USP(s)
• Quality / profitability balance
• Systematic Approach
• Leadership and Management
• Business values
• Employee performance management & quality control
• Customer satisfaction
Systematic Approach
• Staff on boarding
• Resource planning
• Capturing time and attendance
• Reducing time spent communicating
• Calculating pay
• Calculating holiday entitlements
• Capturing contractual commitments
• Managing compliance
• Ensuring customers get the service you have committed to
• Billing customers consistently
• Streamline administrative processes and removing paper
Real-time
management views
and reports
Employee, Site and Budget
information held
Scheduling takes
place
Employee
books in/out
of duty
Manage
Exceptions and
Approvals
Export to payroll
and billing
systems
£€$
Systematic Approach
“Our workforce management and scheduling solution is easy to use and highly
accurate, so we are using the data to verify timesheets for payroll as well as support
our invoicing procedures. This is already freeing up time and saving money by
streamlining administrative requirements, and moving forward we plan to create an
online portal to provide valuable performance information to our customers.”
Graham Hughes, Managing Director of Outsource Support
Taking a Systematic Approach
Accessed from SmartTask’s FM Cloud
Easy to Access, Simple to Use
Resource Planning
Telephone via IVR GPS Biometric
Efficient/Accurate T&A Capture
As a navigation aid
check scheduled shifts
Main screen
Available on Google Play and the App Store
Automate rostering, scheduling and confirming shifts by your staff
Minimise Manual Comms
Custom forms for routine tasks and/or incidents requiring action
Remove Paper • Routine Inspections • Cleaning Standards Audits • Safety Equipment Checks • Employee Signature • Request Forms • Uniform Request • Customer Sign-off • Be-Spoke Forms
Technical Features • Signature Capture • Image Capture • Workflow Logic • Configure, not Develop • Low risk, Quick • Export and/or Interface
Compliance & Electric Forms
SmartDocs ensure that the latest versions of your company policies are propagated to and acknowledged by your workforce.
Process Compliance
“We have increased the visibility of the day-to-day operation and enhanced our
central reporting capabilities. This has all been achieved at the same time as
dramatically reducing the administrative burden associated with managing a large,
remote cleaning operation spread across such a wide geographic area.”
Regional Cleaning Services Provider
Taking a Systematic Approach
• Measuring attendance & service delivery
• Dealing with sickness & holidays
• Gathering evidence of what’s being done
• Setting out work plans and measuring performance
• Audits
• Customer issue reporting / performance rating
• KPI’s
• Health and safety & Duty of care
Employee Performance Management & Quality Control
Intuitive, easy to use and fast
Select the Building
Select the Floor
Select the Area
Pass/Fail
Text & Photo
Auditing & Inspections
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Mens WC Ladies WC GeneralOffices
Walkways HardFloors
Tea Points Bins Kitchen Lifts Lift Lobby
Audit Result: Acme Site, Building 3, 2nd Floor From <Date> to <Date>
57%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
Audit Result: Acme Site, Building 3, 2nd Floor, Mens WC From <Date> to <Date>
20%
Filter on Floor Filter on Area
Filter Audit Results at successive levels to quickly identify problem areas . Export any level to create Reports (.pdf , .doc , .xls)
Audit Data
Scan to record attendance at Checkpoints. Each transaction captures GPS location, Time & Date (even when no signal)
“What are my duties?” (example untimed but can be set)
“I cleaned and checked this location at this time”
“This is what I cleaned and checked”
Task Performance
Task Performance
Configurable Dashboards
Incidents by Category
Employee Performance Management & Quality Control
“We have put procedures in place that deliver high levels of visibility and control over
our cleaning operation. The ability to quickly identify and address any potential
problems is making us more responsive to the needs of our customers, while the
payroll integration will enable us to further simplify and streamline our back-office
processes moving forward.”
Sarah Evans, Director of Ultra Clean
• Cleaning quality
• Staff screening
• Value add
• Transparency
• Technology
• Compliance
Extend your Proposition
“We recognised the need for fully integrated systems across the business to give us a
competitive edge. It has helped us save huge amounts of time by turning our back on
a paper-based office and enabled us to focus on winning contracts that previously
were out of our reach. This has only been possible by streamlining processes and
work smarter.”
Phil Deacon, Development Manager at Apple Blossom Cleaning
Extending their Proposition
Technology in Action
We are an established UK business, trusted to deliver
secure and reliable software to enterprise and SME businesses
Email: [email protected] Tel: 01494 444044
Manchester Cleaning Show (Stand C11)
We Would Love to Help You