Smarter Services benefit from
SmartTask’s solutions Integrated FM company invests in SmartTask, saving an hour per day for managers, reducing manual and paper-based admin and helping attain industry accreditations.
At a Glance – Benefits
• Managers are empowered to oversee attendance and work carried out on site, freeing up head office staff
• Streamlined processes using SmartForms reduces administration, saving managers up to an hour per day
• Accurate work records reduce time spent invoicing by two days per month
• Up to date proof of attendance and absence records result in fewer payroll queries
• Staff can easily check and book holidays directly with authorising manager
• Electronic records support requirements for quality and industry accreditations
Smarter Services maintains commercial spaces, properties, and estates. The company provides a tailored programme, whether for offices, housing, retail, or industrial premises, supported by a dedicated account manager, on-site supervisors, and full records of work carried out.
All commercial space cleaning is carried out by Smarter Services’ own staff, who are DBS checked and given full Health & Safety and onboarding training, learning, and development with its own approach for commercial cleaning. Smarter Services uses the latest SmartTask workforce management technology to provide visibility of who is on-site and when, as well as to carry out regular audits, helping the company to provide a competitive, quality commercial cleaning service.
SmartTask Workforce Management – improving working processes and
customer service Smarter Services uses SmartTask workforce management software to manage Proof of Attendance, holiday, and absence for its 260+ cleaning personnel working on-site. The company’s head office employees use the system to design shifts and rotas, working closely with the managers to match availability of employees against client requirements. The latest rotas are sent to staff members’ mobile phones to keep them updated. Electronic capturing of hours worked and services provided means that time spent on producing invoices is reduced by two days per month.
Director of Operations, Michael Poppa, explained: “Using SmartTask has really changed the way that we record staff working hours, jobs completed, and processing of salaries. Everything is now in one place and accessible. Accurate records benefit our employees and our clients, with streamlined processes for attendance, job records and
22 | COVER STORY
invoices that help us provide the best possible customer service both on and off site.”
SmartForms supports paperless
processes The company uses the SmartTask SmartForms creator to generate custom electronic forms for key management processes, including onboarding, audit, and quality management, near misses and accident reporting, as well as to flag site access issues.
Paperless Onboarding supports
regulatory compliance The onboarding form is used by managers on their smartphones or tablets when recruiting staff to outline working hours, rates of pay, and holiday entitlement in the initial contract. Using the onboarding SmartForm enables all key information to be gathered electronically, including the employee signature agreement to the terms and conditions. Once due diligence and references have been completed, the employee is added to the payroll and a copy of the final contract is sent electronically to the new starter.
Michael continued: “We have been working to reduce our paperwork across the board and SmartTask has helped us to achieve this. We used to have a seven-page employee contract – now thanks to SmartForms, our onboarding process is completely electronic. We also use SmartForms for quality audits – everything is streamlined with all the supporting information easily accessible. Using SmartTask in this way has empowered our managers and has been invaluable to support our industry accreditations.”
Streamlining working processes reduces administration – better for
staff and customers • Supporting Quality Using SmartForms, managers check the quality of cleaning on-site, score and give feedback to staff on any issues that may arise, documenting evidence with photos. Information is also gathered on one-off requests, such as bulk rubbish removals. The SmartForm enables the operative to sign off that a job has been completed to agreed standards, with photographs as evidence.
• Better Customer Communication Streamlining communications has benefited Smarter Services across the board, with the new working methods empowering managers and freeing the head office staff. The simplicity of the SmartForms means that site reports can be sent directly to account managers for client updates, with no potentially missed emails or pictures. It also
twitter.com/TomoCleaning
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40 |
Page 41 |
Page 42 |
Page 43 |
Page 44 |
Page 45 |
Page 46 |
Page 47 |
Page 48 |
Page 49 |
Page 50 |
Page 51 |
Page 52 |
Page 53 |
Page 54 |
Page 55 |
Page 56 |
Page 57 |
Page 58 |
Page 59 |
Page 60 |
Page 61 |
Page 62 |
Page 63 |
Page 64 |
Page 65 |
Page 66 |
Page 67 |
Page 68
