Thanks to SmartForms, an electronic form creator, managerial processes such as audits, quality management, accident reporting and even onboarding are all produced online. This is a great benefit as it supports us in our plight to reduce the amount of paperwork as we continue to work to be more mindful of our carbon footprint.
As a business that is always looking at ways to support our clients in being more efficient and agile, we felt it was time we practised what we preach. And whilst we maintain many effective processes within our business, we wanted to look at ways we could streamline our ways of working as well as our customer service.
ENTER, SMARTTASK
Having the right tools for the job enables everyone to work smarter, which is why we have invested in SmartTask, a UK-based cloud workforce management solution that not only provides complete visibility of who is on-site at any time but also optimises productivity through electronic forms whilst ensuring we remain compliant.
SmartTask combines intelligent rostering, live monitoring and proof of attendance across both static and mobile teams, giving us the opportunity to improve operational control, enhance customer satisfaction, and support duty of care to staff.
Our clients can now see schedules, rotas and job completion from any device 24/7.
“We wanted an effective workforce management solution which was scalable and cost-effective and would provide the visibility, compliance, control and assurance our clients expect. We have invested in SmartTask to look after the technology, so we can focus on our business, both today and in the future.” – Ian Whittingham, Director Smarter Services Ltd
Capturing real-time data, SmartTask’s mobile app combines multiple systems and processes with smooth functionality. There are so many moving parts and variables in the work we do here at Smarter Services, so having one place for everything that provides up-to-date information that can be accessed at any time or place is immeasurable.
Since utilising the software, we have been able to:
- Manage attendance, holidays and absence for over 260 members of staff
- Design rotas and organise shifts
- Instantly match team members with client requirements
- Send rotas direct to staff mobiles
- Capture hours of work
- Provide feedback to staff and document any issues with photos
With a cloud-based solution, we can manage access issues, no-shows, and even accidents and health and safety issues more efficiently. In addition, receiving reports and updates via the app enables us to deal with any problems effectively.
TIME MANAGEMENT
One of the most significant and tangible changes has been reducing time spent on administrative tasks. In fact, SmartTask, with its electronic capturing, has saved around two working days per month that would otherwise have been spent producing invoices. In addition, since integrating SmartTask, we have already significantly reduced the burden on our head office staff, which means we can put more time into planning and forecasting.
PAPERLESS PROCESS
Thanks to SmartForms, an electronic form creator, managerial processes such as audits, quality management, accident reporting and even onboarding are all produced online. This is a great benefit as it supports us in our plight to reduce the amount of paperwork as we continue to work to be more mindful of our carbon footprint.
Our Director of Operations, Michael Poppa, said:
“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 page 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.”
Streamlined services help us provide the best possible customer service both on and offsite, whilst also planning for the future.
