BIG STEP FORWARD

To identify the small business solutions, we spoke with representatives of all departments within the organization. We uncovered several challenges that were hampering the efficiency of their day-to-day work. Since we were an outside party, it was easier for employees to speak candidly with us about a wide variety of issues. We brought many situations to light that were unknown to management. The building managers identified the current system as complicated and prone to error. This was something building management had not known about. They agreed that it was more than ironic to be spending so many hours filling out a spreadsheet that was aimed at tracking hours, and this became a focus for change.

The property management company needed a more robust, comprehensive and cost-effective way to track employee time. The new program had to be easy to set up, easy to use, and effective in helping building operators and their managers manage their work time. We looked at the requirements of the building operators. Many noted that they were always on the go and did not have time to sit down at a desk to fill out paperwork. We looked at several mobile applications and tested several of the most popular. We had a manager, a building operator, and an outside party look at each application and document the positives and negatives of each platform. We built a comprehensive study from this research for review and recommended the most effective solution.

When all parties agreed on the solution, we drafted a process document, explaining how to implement the app, and how building operators could use it. The app was rolled out to each team and each member was trained on its use. Everyone was encouraged to note any issues they had with the app so that further improvements could be made.

Building operators are now able to log their time through their mobile application, with just a few clicks on their device, as needed. This freed up time coming in to fill out weekly timesheets, and it freed up administrative staff from having to follow up. Supervisors were able to review and approve the operators’ hours through their own mobile devices. Post-implementation problems were identified and fixed quickly, and management reported that 45 hours per month previously spent doing data entry were saved.

% OF STAFF FULLY ON BOARD = 100%

HOURS SAVED IN DATA ENTRY = 45/month

PRODUCTIVITY INCREASE = 70%

NET COST SAVINGS = $1,152/mo

“We had no idea how much time we were spending on the back and forth of this document. Not to mention how unhappy some of the operators were for having to stop what we hired them for, to fiddle with spreadsheets. This small business solution has saved us both money and time – and increased our employee satisfaction.”

– Enzo D.  Operations Supervisor