The facilities management industry has undergone a huge shift in recent years, and Smarter Services has been leading the way. Moving away from traditional paper-based systems and reactive maintenance, we’ve fully embraced tech-enabled, data-driven operations that deliver measurably better results for our clients.
Our journey towards complete digitisation has driven us to set new standards for efficiency, quality, and transparency. Here’s how our data-led approach is reshaping what clients can expect from modern facilities management.
Live Insights From Smart Technology
We’ve invested heavily in cloud-based software platforms that provide complete client visibility into every area of our operations. Our customised Timegate system was developed using half a century of facilities management experience; it allows us to track and manage every detail of service delivery in real time.
This means we can identify and resolve issues quickly, often before our clients even notice a problem. Our teams monitor completion rates, track resource utilisation against agreed budgets, and maintain quality standards with a precision that just wouldn’t have been possible before. Every job is tracked to completion, with integrated real-time reporting available to both our teams and clients 24/7 from any device, anywhere.
And the impact for our clients goes beyond just having more information. Real-time data helps our teams to make proactive decisions, preventing small issues from becoming major disruptions. It also means when unforeseen disruptions do occur (weather or site issues etc), we can quickly reschedule with action plans immediately available for client contacts.
"Three-quarters of UK respondents (74 % vs 68 % globally) believe that digital transformation… is the single most important investment they can make for their organisation."
Let Data Set the Cleaning Schedule
Traditional cleaning operates on fixed schedules based on assumptions rather than actual usage. We’ve turned this approach around by putting occupancy counting technology in place to monitor real space usage patterns across our properties.
We found that data-driven cleaning can deliver approximately 30% efficiency savings by cleaning based on actual need rather than predetermined schedules. Our IoT sensors track real-time footfall and usage patterns, so we can replace rigid cleaning timetables with demand-led scheduling.
This means we can set intelligent parameters – like cleaning communal spaces after every three visits or maintaining toilets after every five uses – rather than following arbitrary time-based schedules. The result is more effective cleaning where it’s needed most, and reducing unnecessary work in underused areas.
We believe a data-driven approach benefits everyone in the industry. Facilities managers can show their value through measurable outcomes, and property owners receive detailed occupancy insights that can help steer investment decisions and space utilisation strategies.
Robotic Cleaning For Consistent Results
Across our BTR and PBSA portfolio, we’ve successfully used robotics alongside supervising manual cleaners to handle routine floor maintenance, boosting BICs suggested efficiency rates from 250 SQM to proven 350 SQM.
Using robotics addresses two critical challenges for any facilities management team: staff availability and consistency. Robotic systems work reliably regardless of staff shortages, deliver uniform cleaning standards, and operate quietly enough to work during low-occupancy periods without disturbing residents.
Intelligent Scheduling That Adapts
Our SmartTask platform has really streamlined how we approach scheduling and resource management. The system analyses multiple variables – staff availability, skill requirements, historical patterns, and site-specific needs – to create optimised schedules that automatically adapt to any changing conditions.
It’s an intelligent approach that means we can offer flexible hours management within agreed budgets, with flexible scheduling and reprioritisation of tasks across all scopes when needed. Excess or unused hours against budget are automatically flagged and credited, which means our clients always receive exactly what they’re paying for!
We found that more traditional scheduling methods struggle with unexpected changes. But our system smoothly handles disruptions, providing missed shift alerts and automatic rescheduling, while streamlined out-of-hours responses guarantee continuity of service regardless of circumstances.
For the industry as a whole, intelligent scheduling really eliminates the guesswork that leads to overstaffing during quiet periods and under-resourcing during busy times. It’s about deploying resources where they’re needed, when they’re needed.
Cut energy costs by up to 20%
By using data-driven energy management solutions
Reduce energy waste by 25%
By using data-driven occupancy sensors
30% reduction in equipment downtime
By using predictive maintenance powered by data
Hybrid Roles that Go Further
Too many facilities have underutilised night-time personnel, particularly concierge staff who are required on-site but often have light duties. Our solution is to create hybrid roles that combine security duties with cleaning responsibilities during low-occupancy periods.
For one property portfolio in London, we demonstrated how this approach could save over £50,000 annually per site by maximising the value of personnel who must be present anyway. Our hybrid concierge/cleaning staff maintain security coverage while performing significant cleaning duties during off-peak hours, creating cost efficiencies without compromising service quality.
This hybrid approach really helps with two common pain points: high labour costs and inefficient resource allocation. Rather than maintaining separate teams for security and cleaning, hybrid roles create more engaging work for staff while delivering better value for clients!
Smart Data, Smooth Running
Our shift from reactive to proactive maintenance across all our operations was made entirely possible by paying attention to the data we were collecting. By analysing usage patterns and performance metrics through our Smarter Inspect system, we can predict when equipment will require attention, when supplies need replenishing, and when areas might need extra focus.
This predictive approach offers huge benefits for our clients. Planned maintenance costs significantly less than emergency repairs, causes minimal disruption to operations, and keeps facilities in optimal condition – consistently! Our multi-site capabilities mean we can apply our insights across entire portfolios, guaranteeing consistent standards everywhere. For clients, proactive maintenance is a fundamental shift from cost centre to value creator.
Trust Starts with Transparency
One of the main advantages of our switch to digital has been the level of transparency we can now offer clients. Through Timegate, every task is tracked, documented, and reported in real-time, creating a detailed audit trail clients can trust.
Our Smarter Inspect system provides before and after photographic evidence of all work completed, with clear tracking of start and finish times. Our clients can access detailed dashboards showing exactly what work has been completed, when it was done, and by whom.
This transparency extends to our billing as well. Flexible hours management within fixed budgets means clients know exactly what they’re paying for, with any unused hours automatically flagged and credited back to them.
Transparency comes as standard, because when everything is visible and measurable, conversations shift from disputes about what was done to discussions about what we can improve next.
Digital Training for Teams Nationwide
Our UHUB platform has completely transformed how we deliver training across our nationwide operation. This cleaning training and engagement software provides high-quality, consistent online training with City & Guilds-endorsed content and full accessibility, including voice-over instruction and closed captions.
The platform covers everything from industry-recognised best practices to broader topics like race and inclusion and mental health awareness. The live reporting means we can monitor staff progression and service quality nationwide to support every team member with the knowledge and skills needed to deliver Smarter Services standards.
Why Embracing Technology Matters Now
Data-driven facilities management means delivering demonstrable improvements in efficiency, quality, cost management, and sustainability. Through our investment in smart systems and innovative approaches, we provide clients with measurable outcomes backed by complete transparency.
This means tracked compliance against agreed budgets, agile response to changing needs, and continuous improvement through data-driven insights. Clients receive exactly what they pay for, with complete visibility into service delivery and the confidence that comes from working with a truly transparent partner.
The technology exists, it works, and it’s delivering real benefits for our clients already. Ready to join them? Get in touch to see what your data can do for your property.
