Cleaning company wipes out manual timesheets

Contract cleaning is a competitive business, so a product that can cut costs and help win new clients is a worthwhile investment. At least, that is the view of John Milton, managing director of Matrix Office Services, who was so impressed with his first easyLog staff attendance system that he keeps getting more.

Quality and reliability

Matrix, a growing company currently employing around 90 staff, is a specialist provider of contract cleaning services to shopping centres and blue chip organisations. But it was finding that larger sites, where 20 or more staff could be working at a time, were putting its administration systems under increasing pressure.

“We needed a more practical, automated solution to monitoring staff attendance and calculating payments,” explains John. “I also wanted to distinguish Matrix in the marketplace and show our clients how serious we are about quality and reliability.”

Attendance records at a glance – and no absenteeism!

When John read about easyLog’s GPRS-based staff attendance system he was immediately impressed. Employees record their date and time of attendance at any site by touching an identification tag against a terminal, which automatically sends the information back to the main office in real time using GPRS technology (like a SMS text, but cheaper). The attendance record is instantly read into the easyLog software, so you can see at any time who is at a client location.

The system was first used by around 18 cleaning staff at a shopping centre in theWest Midlands. It was originally implemented with easyLog’s a-Log software, which provides simple timesheet reporting for each employee across any date range.

“There was no staff absenteeism for the first three months,” says a delighted John.

This pattern has continued, with reduced absences one of the major benefits of the system. “The attendance record provides undisputable proof of an employee’s timekeeping so there are no arguments about whether someone was late or not. A supervisor can therefore approach conversations about attendance with clarity and certainty,” he adds.

The shopping centre management team was also impressed. “They saw that we are serious about our long term involvement and that we could produce accurate management reports for them on demand,” John explains.

Automated pay analysis

The company has subsequently upgraded to easyLog’s e-Log+S staff scheduling software, which compares staff attendance against the shift on the rota and automatically creates a payment record at the correct rates.

Matrix has also implemented one of easyLog’s battery-powered aB-Log terminals at aLondon site where access to mains electricity is difficult. Staff again use an identity tag to record their attendance, but the records are downloaded by a supervisor at the site each week using a data transfer stick and then passed into the scheduling software manually.

John praises the easyLog support team for its help in getting the systems operational. “They were willing to listen and provided the advice we needed at any time,” he says.

He concludes that his easyLog products were a very good investment. “I am now providing a better quality service with reduced costs from a workforce that consistently arrives on time. I proposed the easyLog system on our last two tender documents and won both. That’s the result I was looking for.”

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