Cleanzine: your weekly cleaning and hygiene industry newsletter 18th April 2024 Issue no. 1110

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SmartTask transforms efficiency and performance management for University campus cleaning team

The University of Wolverhampton has used SmartTask to gain valuable insight into its cleaning operation at three main campus sites, which has helped achieve an increase in jobs per day by a third.

The advanced employee scheduling and remote workforce management solution - including proof of attendance, performance reporting and electronic auditing - has been used by the University to better performance manage staff and improve employee accountability.

The 25 in-house day cleaners are issued with Near Field Communications-enabled smartphones at the beginning of each shift, scanning start and end times using personal log-in cards to confirm attendance. This enables the University 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. Radio-frequency identification tags have been installed at 380 toilet facilities across three campuses, so cleaners simply have to scan the smartphone over the tags at each location to register the completion of work. Using the added insight provided by SmartTask, the University was able to better understand cleaning requirements and identify where under-utilisation of resources existed. As a result, it has been able to adapt working schedules to make best use of cleaning staff and boost productivity.

SmartTask enables the central Estates & Facilities team to gain an accurate view of all activity through its advanced reporting capabilities, allowing them to take advantage of a range of reports to analyse performance and maintain complete operational transparency. It has helped put in place consistent management Key Performance Indicator'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 to identify inefficiencies or areas of improvement.

Supervisors are also using electronic forms via SmartTask to undertake work audits and a number of checks, such as checks at all store rooms in line with Control of Substances Hazardous to Health regulations. The 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 facilitating the capture and storage of critical information electronically, replacing an inefficient paper-based system and providing immediate access to historical data.

The University of Wolverhampton adopted SmartTask to gain effective visibility and control across its reception desks, caretaking, cleaning and security operations. The long-term objective of the Estates and Facilities team is to implement a workforce management solution that will help deliver value for money services on behalf of the faculties and departments, while improving standards for students.

"SmartTask is helping us take control of our remote teams, making sure they are operating safely in accordance with our precise operational requirements," explains Sandy Shaw, campus operations manager, Estates and Facilities. "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, CEO of SmartTask says: "SmartTask is helping the University of Wolverhampton to take control of its cleaning teams and improve the quality of the services delivered.

"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."

T: 01494 444 044
W: www.smarttask.co.uk

27th July 2017