let’s talk shop Technology Can Keep You Going And Growing Keeping up with a changing industry requires the right software. By: Judy Gillies A Are you keeping up with the latest cleaning software technology? If not, why? Is it a value for cost issue, or do you feel overwhelmed and unsure how to even begin evaluating your needs? In Behind The Broom, A Manager’s Guide to a Professional Cleaning Operation that I co-authored, we asked facility managers, cleaning contractors and other cleaning pro-fessionals how technology impacted their operations. Survey respondents strongly agreed that technology had a positive impact, with the greatest benefits being a reduction in labor costs and making the process more cost-effective. One custodial coordinator noted that new technologies allowed his operation to add “thousands of square feet” to cleaning as-signments without adding labor. Another said that technology “stream-lined” the process, allowing for more com-petitive bidding. One cleaning consultant installed a “state-of-the-art quality assurance system” that made them “more efficient and accessible” to their clients. So, what can software do for your opera-tions? Let’s take the story of Jim. Ten years ago, Jim started a cleaning business from his garage with only a couple of cleaners. Today, he does over $2 million in revenue and has over 100 employees. But those 10 years have also brought dra-matic changes within the industry. Now, Jim’s customers want more while paying less. Maintaining current customers requires value-added services, while attracting new customers requires Jim’s company to differ-entiate itself in the marketplace. When bidding on a job, Jim can no longer provide general information; clients want de-tailed plans on how he will get the job done. And the “accountants” want to know what makes up the numbers (cost) and what can be done to decrease costs without decreas-ing quality. Adding to Jim’s difficulty, the company is currently too big for him to be involved in the day-to-day operations, and he no longer knows each cleaner by name. Meeting The Challenges With Software Technology Could software technology help Jim — and you — meet the industry’s new challenges? The answer is a resounding “yes,” but only if you find the right technology for your needs. The following software can provide a good start for optimizing your operations. ■ Calculate “what if” scenarios at the touch of a key ■ Develop work assignments and track cleaning quality through the use of inspections linked to exact space loca-tions. Some systems being introduced to North America include the option to to color code floor plans in creating work assignments, quality profiles and area types, removing the language barrier and showing your detailed cleaning operation at a glance. Employee Tracking Software Providing reports that track employees’ whereabouts, this software can improve your bottom line by guarding against payroll fraud and enabling you to hold employees accountable. This tool is also useful in showing clients that staff is completing assigned tasks. Inspection Software This software allows you to conduct real-time inspections: ■ Providing instant feedback ■ Evaluating cleaning quality ■ Tracking trends ■ Correcting problems before they spiral out of control. It works with today’s smart phones, saving money on the purchase of other devices. It’s easy to get up and running and is cus-tomizable, allowing you to capture and con-figure any way you want. Other useful features include GPS coor-dinates, pictures and the ability to access inspections and a dashboard anywhere, anytime. Other Software Systems Software for tickets, work orders and sched-uling will also help track and manage your operations. “You can’t expect to meet the challenges of today with yesterday’s tools and still be in business tomorrow.” While the source of that quote is unknown, it could have been someone in today’s cleaning industry. As Jim learned, success means being open to change. Cleaning software is part of the change. Are you up for the challenge? CM Workloading Software This software stores all relevant informa-tion on every aspect of your business in one place and connects it through the magic of an inter-relational database. Generated reports enable you to: ■ Determine labor requirements Judy Gillies is the founder and president of The Surge Group Inc., a cleaning consulting company located in Toronto that helps facilities managers improve their cleaning operations. She is one of the authors of Behind the Broom, A Manager’s Guide to a Professional Cleaning Operation . For more information about Gillies or to get your own copy, visit www.BehindTheBroom.com. 44 CM/Cleaning & Maintenance Management ® • September 2013
CMM – Archives September 2013: 44
