MAXIMISING MANAGEMENT
In recent years, workforce management systems have become increasingly available and affordable to cleaning companies. Paul Ridden, SmartTask CEO, discusses how to pick the system for you.
Advances in smartphone technology and the introduction of cloud-based software solutions have made workforce management systems and tools easily deployable and scalable, whatever the size of a business or its budget. However, how do you ensure that such a system is appropriate, so it delivers what you want and achieves practical value?
SYSTEM CHOICE There are a wide range of technology innovations available, but it is about choosing a solution that’s simple to implement, use and manage. It’s worth exploring the option of a complete package that combines a range of employee scheduling and workforce management functionality. This will avoid the need to integrate several different tools and systems, which can become both challenging and expensive during set-up and then to operate.
There are always compromises to be made when combining technology from different providers, because none of the systems have been designed to perfectly work together. Your IT team will also need to be heavily involved, using up valuable internal resources, and it may only become clear once installed how the different elements will work together. This is a significant risk when you have invested both time and money.
Weak integration can result in a greater administrative burden as office-based staff have to replicate data input rather than sharing the information seamlessly. Having a system that covers a wide range of operational functions as well as plugging straight into other back-office systems, such as HR, payroll and invoicing, will not only increase the accuracy of data but also streamline processes that were previously handled manually.
KEEPING UP-TO-DATE With the rapid pace of innovation, make sure your preferred system will continue to be developed and supported using the latest technology. The last thing you want is to be stuck with an obsolete solution that is no longer fit for purpose and does not meet the changing demands of the cleaning sector. The migration from on-premise software to solutions hosted in the cloud is also continuing at speed as the level of functionality matures to match, and in many cases, exceed that of legacy systems. This is an exciting change in the way software is purchased, which is already driving innovation and reducing costs, so certainly something to consider.
Meanwhile, recent advances in the consumer marketplace may soon start impacting on employee scheduling and workforce management processes, in the same way as the widespread adoption of smartphones has helped enhance
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VISIBILITY AND CONTROL Whatever you decide, the system must fit with your individual needs and budgets, or you risk adopting something that makes the job harder rather than easier. Choosing a solution that combines a wide range of operational functions – such as rostering, proof of attendance, real-time monitoring, incident management, auditing and inspections – provides an opportunity to better coordinate resources and gain complete visibility over your staff.
However, trying to achieve too much too quickly increases the risk of putting excessive strain on management resources, causing unwelcome hassle and unexpected disruption. Try to implement a realistic and phased migration, focusing initially on what will deliver the most value in the simplest manner. This may differ from business to business, but taking this approach will help a business to grow into a system while at the same time achieve tangible benefits from day one.
For example, a proof of attendance and rota planning solution can be quickly and efficiently implemented using either call taking software or a mobile app along with a roster engine. This can be used to quickly increase customer service, simplify operational processes and
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staff communications and operational performance monitoring. Smart voice assistants, driven by competition between Google Home and Amazon Echo, could shortly offer an effective way of enhancing employee engagement, while artificial intelligence (AI) may lead to smarter solutions that learn as they go and rely less on human intervention.
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