CleanEvent Services
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Key takeaways
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Learn about how CleanEvent Services are achieving major efficiency gains with Humanforce
Watch their story to learn more.
About CleanEvent Services
CleanEvent Services is the UK’s premier sports and leisure cleaning and support services organisation. With over 20 years’ experience in the Sports & Leisure sector, the CleanEvent Services team aims to deliver the best guest experience possible – which in turn can increase customer satisfaction and lead to higher revenues for their clients. Today, CleanEvent Services is entrusted with cleaning many of the UK’s most prestigious stadiums, including Premier League clubs and iconic venues such as ACC Liverpool, Silverstone Circuit and Ascot Racecourse.
Challenges
A key challenge for CleanEvent Services was tracking and effectively allocating their shift-based workforce to meet demand. Prior to Humanforce, workers at the company were predominantly using paper-based timesheets to document their start and end times, which managers would then manually enter into an outmoded MS Access database.
Jay Adderley, Operations Manager at CleanEvent Services, says that whenever manual data entry is required, mistakes can and do occur. Extra checks were always required to ensure that payroll would be run correctly. Running reports and obtaining accurate workforce data was another challenge.
“We wanted a system to bring us into the 21st century and really drive our efficiencies home,” says Adderley.
Rachael Lees, Administration Manager at CleanEvent Services, adds that the admin-heavy processes involved in staff scheduling were impacting productivity. “There was a lot of checking of spreadsheets and printing out of documents required. Then there were lots of phone conversations as well, with people checking to see if they needed to come in for a shift,” she says.
The solution: Why Humanforce?
Recognising the need to update to an automated, mobile-friendly platform, Adderley found that Humanforce’s Workforce Management solution, which includes Rostering & Scheduling, Time & Attendance and the Humanforce Work App, would be the best option to save time and increase operational efficiency.
“The rostering system is fantastic,” he says. “The staff receive their rota on the app. They can clock in and clock out based on their rota times and that’s all they have to do. Once that’s done, the system automatically generates a timesheet which goes to payroll, and then staff get paid correctly and on time.”
A big part of the appeal of Humanforce for Lees was the mobile-friendly tech. She points to the shift offer and shift bidding features in the Humanforce Work App as being hugely beneficial for managers and staff.
“Managers can make shift offers and approvals on the go. And staff can check the app and see what shifts are available, which shifts they’ve been assigned, and which shifts they’d like to bid on,” she says.
CleanEvent Services also had a need for better analytics and reporting, which Humanforce could provide.
“In my role, I oversee and help out with all the systems we operate,” says Martin Seale, National Administration Manager at CleanEvent Services. “For me, the most useful part of Humanforce is the reporting section. I will download reports, I’ll check timesheets, and I’ll make sure they are compliant."
Results
Since implementing Humanforce in 2015, CleanEvent Services has achieved major efficiency gains through system automation, along with significant improvements to the user experience for both managers and workers.
Time savings
“From an administrative and time tracking perspective, the amount of time that we're saving by using Humanforce is probably 75%, which equates to around an hour a day for one of our managers,” says Adderley. “This gives them time back to be out doing their quality checks, making sure the job is being done properly.”
Comprehensive reporting
Even better, Humanforce has enabled Adderley and his team to supply accurate timesheet data to CleanEvent Services’ clients, which can then be correlated to an invoice for more accurate payments.
“They want to see who’s on-site, when they’re on-site, and for how long. That’s not only from an efficiency and contract point of view, but also a safety perspective. If there was an evacuation, for example, I could tell them from my phone who was in the building. I wouldn’t have to go back to my office and get the paperwork to tick off who was in the building to make sure they’re safe.
“Having Humanforce really does reassure our clients. In fact, in most of the tenders we currently have out, several of them have asked for a system like Humanforce.”
Accurate pay
There have been other, very tangible financial benefits. Adderley says that since implementing Humanforce, the company has seen a 3% reduction in payroll queries.
“When you consider that’s across an £18 million annual labour spend, that 3% really does add up. As a company, we’re conscious that our staff need to be paid accurately and on time, so that 3% reduction is gold.”
Adderley adds that the Humanforce Work App reassures staff they are being paid on time and correctly, because they can easily see the shifts they’ve worked.
“Not only can they see the shifts they’re rostered for, they can also see shifts they have already worked. So, if there’s a discrepancy, or if they’ve clocked in late or clocked out early by mistake, they can check the app. It means that by the time payroll runs, everyone’s pay is up to date and correct.”
Flexible and efficient scheduling
As a manager, Lees has seen multiple benefits come from Humanforce – not least of which is more efficient scheduling.
“Being able to forecast and put events into Humanforce well in advance and having staff bid on shifts so I know they are available makes my life much easier. Sometimes requirements change from the client, and an event can be bigger than expected so we’ll need extra staff. Being able to fill last-minute requirements using the shift offer and shift bidding features is very helpful,” Lees says.
The shift bidding feature also provides greater flexibility and autonomy for workers. They can nominate their preferred work times and build their work around their life, and not the other way around.
Lees also has greater visibility of staff movements, thanks to Humanforce.
“Humanforce gives me the ability to see who should be working on a certain day, what breaks they should be having, whether they are late or have clocked in or out of their shift,” she says.
Labour cost reductions
Humanforce has also resulted in reduced labour costs due to more efficient scheduling, meaning shifts are never over- or understaffed.
“Moving to a completely digital system has cut down the need for printed timesheets and schedules,” says Seale. “Not only has that reduced our reliance on paper, which helps with our sustainability goals, but it has also resulted in a 15% improvement in scheduling and a 20% reduction in labour costs due to better tracking and management of overtime. So, we’re making sure we don’t overspend or underspend on labour.”
Trusted partner
Adderley concludes by saying that Humanforce is CleanEvent Services’ “trusted workforce management partner”.
“Humanforce has helped us drive efficiencies and honesty within our staff and our business,” he says. “Honesty is something we want to project as a business. The use of Humanforce and being able to tell our clients that we can give them accurate data on the hours that are being worked is paramount.”