Growing with technology
Thames Cleaning and Support Services underpin revenue growth with integrated software from TemplaCMS.:
THE CHALLENGE
In 2019, Thames Cleaning and Support Services was preparing for a period of accelerated sales growth. However, the directors were concerned that the company’s manually-based, time-consuming procedures for mobilising and managing contracts would swamp their teams with additional work and divert their focus away from looking after customers.
Admin-heavy processes included: the storage of contract data in unconnected software packages and spreadsheets, causing duplication of data entry and hindering analysis; a paper-based timesheet process; a manual procedure for ordering, pricing and recharging washroom consumables; a laborious onboarding procedure for new contract start-ups; and last but not least, an entirely spreadsheet-based system for scheduling, managing, monitoring and invoicing window cleaning, periodics and one-off work.
THE SOLUTION
Following extensive research, the directors identified TemplaCMS integrated management software as the solution. As a result, their admin, finance, operations and sales teams now benefit from newfound efficiency in every area of the business.
Reducing back office costs saves time and improves competitiveness: By using a single, central database of contract information that shares data seamlessly across all business processes, staff now enter contract data in one area, for example staff hours/pay rates and the software automatically updates data in other areas as appropriate, for example labour budgets. The reduced overhead is leading directly to more competitive tendering.
Timesheets viewed online in real time: Area Managers now complete timesheets in real time whilst in the field, viewing data that is fully up-to-date, including new starters and leavers. Senior management authorise budget variances via an electronic workflow system.
All revenue and cost streams budgeted and analysed: Full integration between contracts, accounts and billing means Thames has full, real-time visibility of performance versus budget at any level of the company they choose.
E-trading simplifies management of consumables: The ordering, delivery and invoicing of cleaning materials and rechargeable washroom consumables is now managed directly with janitorial suppliers via EDI (electronic data interface). This eliminates time previously spent on manual processing and ensures clients are recharged at correct rates.
New contract start-ups faster and more efficient: Using the software’s workflow technology, mobilisation tasks are automatically fired off to staff in different departments and tracked to completion. Using TemplaCMS Advanced Forms,
36 | TECHNOLOGY
Thames Cleaning and Support Services Founded: 1968
Location: London Annual turnover: £6.0m
Services: Daily cleaning, window cleaning, washroom hygiene, waste management, pest control, grounds maintenance
Area Managers capture starter details, photos and signatures directly to their iPads on site. Once synced back to the office, HR and Payroll sign them off electronically, automatically updating employee records on the central database.
Software confidence leads to contract
wins TemplaCMS has enabled Thames to scale up its window cleaning capability from self-delivery in its core trading area to managing a national contract through subcontractors. Using TemplaCMS Workbills, job alerts are sent out automatically to subcontractors when work is due, complete with work instructions and customer sign-off facility. Close monitoring is possible with no reduction in service quality.
Information drives performance
Up-to-date information helps managers improve their performance. TemplaCMS Dashboards provides instant access to critical data via graphical dashboards. Whether it’s upcoming window cleans, visa expiries, or ageing debt, managers receive performance information in a readable and regular format direct to their log-in screen, ensuring that data is available for immediate review and action, whilst cutting down on emailed reports and meeting attendance.
Alex Weller, Managing Director of Thames Cleaning and Support Services, said: “TemplaCMS has two fundamental benefits. One is the huge amount of time it saves our management and admin teams in completing tasks. The second is the tight control it gives us over every business process, with the resulting financial benefits. It has created a superb foundation for the future growth of our company.”
For more information, call +44 (0)370 626 0400 or email sales.emea@teamsoftware. com.
www.teamsoftware.com/ tomorrowscleaning
twitter.com/TomoCleaning
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