CSM has massively streamlined the management of its cleaning and security teams

CSM has dramatically improved visibility and control over its cleaning and security operations with the adoption of employee scheduling and workforce management software SmartTask. Following a period of rapid expansion, the company needed to replace existing paper-based systems, so that it could better monitor and coordinate a team of 250 cleaning operatives and security guards that work across Scotland. This has enabled CSM to improve service delivery, enhance duty of care and support business development, while already reducing its administrative burden by up to 35 hours a month.

“We have expanded our business to service over 200 sites on behalf of a diverse range of customers, so we recognised that we had outgrown many of our existing manual systems,” explains Martin Heneaghan, Managing Director of CSM Facilities Management. “We not only needed a software solution that would automate and streamline these processes but also help us differentiate our offering within what is a highly-competitive marketplace. SmartTask is helping us transform our operation by delivering on these demands and offering huge opportunities moving forward.”

Since the adoption of SmartTask, cleaning and security staff now book on/off shifts and submit check calls via an automated telephone system using secure PIN codes. This is helping the company to capture precise time and attendance data to monitor the status of all frontline employees as they start, finish and complete work. CSM is planning to roll-out the SmartTask app so that staff can use a smartphone to quickly confirm attendance along with a GPS timestamp. The company is also using scannable NFC checkpoint tags on a number of security contracts for patrol monitoring and proof of attendance for supervisors.

The intelligent rostering tool is enabling CSM’s central operations team to increase the speed and efficiency of workforce scheduling. As a result, the company can quickly create highly accurate rosters that automatically factor in holidays, available working hours and personal staff preferences. Work schedules have previously been communicated to staff either verbally or via text, but with the roll-out of the SmartTask app, staff members will soon be able to receive and confirm their individual schedules using a smartphone.

Jack White, Operations Manager of CSM Facilities Management, commented: “By automating many of our manual, paper-based processes we have been able to massively streamline the management of our cleaning and security teams, saving both time and money. It has also proven to be invaluable for internal reporting and customer communication because of its ability to electronically capture accurate operational data while minimising the risk of human error.”

The advanced reporting functionality has allowed CSM to enhance operational performance monitoring, both internally and for customers. A range of reports are automatically generated on a weekly, and monthly basis, so critical data can be shared with the finance, HR and senior management teams. Meanwhile, a web portal has been launched and already set-up for several customers so that they can view real-time and historical performance data for their cleaning or security operation.

CSM is also using SmartTask’s 24/7 virtual control room service to monitor missed shifts, check-calls, and any operational alerts. This has replaced an in-house control room and out-of-hours monitoring solution that was costly and difficult to manage. The managed service is providing the company with complete peace of mind that staff are safe day or night while ensuring that customers are receiving the highest levels of service.

“SmartTask is having a dramatic impact on how we are able to coordinate cleaning and security requirements from the central operations team at our Glasgow headquarters. The software has given us added visibility and control while freeing up time so we can make the best use of the insight it provides to target service and efficiency improvements. Moving forward, controlled access will also be provided to supervisors and operations managers with live monitoring and reports linked to their areas of responsibility,” adds White.

Further information:

Jonathan Symons
info@jasper-biz.com
+44 (0)20 8654 7618

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