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: paul.ridden@skillweb.co.uk Tel: 01494 444044

Manchester Cleaning Show (Stand C11)

We Would Love to Help You