A family-run specialist cleaning company in North Wales has become 20% more efficient, and increased work capacity by 200% after investing in new software, following specialist advice from Superfast Business Wales. The company has recruited five new specialist on-site staff, and is now on course to double last year’s turnover.
Staff at Conwy-based Premier Clean Ltd., which provides deep cleaning services for a range of commercial customers, including hospitals and schools, used to write manual reports after every completed job. As the business took on more clients, the process became overly time consuming and reports lacked the accuracy required to meet changing legislation, while workloads became stretched as pressure increased to meet shorter turnaround times for customers.
Seeking an electronic solution to these challenges, Premier Clean’s owners accessed a Superfast Business Wales workshop in March 2017 on customer relationship management (CRM) solutions, as well as receiving one-to-one advice from a digital business adviser. Within 24 hours, a decision was taken to implement a new software package to help streamline both internal and external processes.
Job completion reports can be done in real-time
Investing in Zoho Books and Zoho CRM software packages instantly modernised the sales planning process and allowed staff to keep on top of every day running costs. Manual invoices are a thing of the past, as digital versions can now be accessed remotely and sent on efficiently to customers.
The company also bought in ‘Klipboard’ – a software package designed to support field-based employees – which has helped revolutionise the way that on-site reports are completed by staff. Job completion reports are now done in real-time on iPads and can be checked instantly, improving accuracy.
The business has become 20 per cent more efficient since its implementation, while the number of reports it is able to complete has increased by 200 per cent.
Sales manager at Premier Clean Ltd., Zachary Poole, said: “The paper-based office systems simply weren’t working for us as they caused delays, especially in on-site reporting and invoicing. As a manager, I felt I was spending more time doing administrative work than I was helping to grow the business. With the adoption of new technology, we have been able to recruit five more specialist on-site staff to help us with the increased workload, which is where the hands-on support is needed most. The software that we have in place now means that we have a reliable and efficient ‘back office’ function, which is really welcome.
Our customers get the information they need much quicker
“Importantly, our clients are much happier because we’re able to provide them with the information that they need in far less time. We’ve increased our report-writing rate from 50 to 150 a month and I am confident that the business is in a very good position to grow further, so much so that we are aiming for a 10 to 20 per cent increase in turnover in 2018, and plan to take on a further two members of staff.”
Premier Clean began trading in 2001 and currently employs nine members of staff; turnover this year is expected to be double last year’s figure. Superfast Business Wales also recommended that the business upgrades its website, the development of which is underway, while e-mail marketing will also be trialed for the first time in 2018.
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