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SmartTask - remote workforce management – Stand A43

17 February 2017

Skillweb will be attending The Cleaning Show 2017 to showcase how SmartTask is helping in-house and third-party cleaning operations to deliver a speedy and reliable service through improved communications and increased transparency.

The company’s team of industry specialists will be on hand to demonstrate the wide-ranging functionality of the system including intelligent rostering, live monitoring, performance reporting, electronic auditing and integrated proof of attendance. This will include useful insight into how the employee scheduling and workforce management solution is proven to boost operational control, enhance customer satisfaction and support business development.

A Skillweb case study: University of Wolverhampton chooses SmartTask to transform workforce efficiency and performance management for campus cleaning team 

The University of Wolverhampton has adopted an advanced employee scheduling and remote workforce management solution to gain effective visibility and control over its campus cleaning team. Skillweb’s SmartTask is being used to provide proof of attendance, performance reporting and electronic auditing as part of a wide-ranging estate management initiative to better performance manage staff and improve employee accountability across three main campus sites.  

A team of 16 in-house day cleaners are issued with NFC-enabled smartphones at the beginning of each shift, scanning start and end times using personal log-in cards to confirm attendance. This helps to quickly identify any missed shifts, so alternative arrangements can be made, while providing an accurate record of working hours for operational reporting and payroll. 

Using the smartphones to access SmartTask, cleaners can then view an electronic list of their work schedule. RFID tags have been installed at 180 toilet facilities across three campuses, with plans to roll-out to a further 200. Cleaners simply have to scan the smartphone over the tags at each location to register the completion of work, so the central facilities team has immediate visibility of progress and identify any areas of underperformance.

Supervisors are using electronic forms via SmartTask to undertake work audits and a number of checks. This includes chemical checks at all store rooms in line with Control of Substances Hazardous to Health (COSHH) regulations. A COSHH risk assessment is required by law for the possession or use of hazardous chemicals, which must be completed before work begins and prior to a chemical being brought into a university. SmartTask is enabling the capture and storage of critical information electronically, replacing inefficient paper-based systems and providing immediate access to historical data.

Meanwhile, SmartTask is helping put in place consistent management KPI’s as well as providing a means of gathering the data by which they can be measured. This is simplifying evidence-based employee performance management, while making it possible to compare and contrast different teams by location or service to identify inefficiencies or areas of improvement.

Sandy Shaw, campus operations manager, estates and facilities, commented: “SmartTask is helping us take control of our remote teams, making sure they are operating safely in accordance with our precise operational requirements. As a result, we are delivering higher levels of compliant service by making the most of our FM teams, while streamlining administrative and management processes to target cost, time and resource efficiencies.”

Paul Ridden, managing director of Skillweb, said: “SmartTask is helping the University of Wolverhampton to take control of their cleaning teams and improve the quality of the services they deliver. The software solution is now being used by an increasing number of services providers to enhance their offering. Whether they are cleaning a campus, city skyscraper, shopping centre or local office, SmartTask is enabling them to show customers the quality of their service delivery through improved visibility of attendance, incident reporting and paperless auditing.”

Skillweb’s SmartTask is being used across the University’s reception desk, security, caretaking and cleaning teams to provide rota planning, proof of attendance, performance reporting and electronic auditing. The University initially selected SmartTask to overcome the scheduling difficulties it faced for its communications rota, which had been expanded to incorporate five reception desks, four of which were new, and a central switch room. 

Stand A43