5 technology-led practices for reducing back office admin

Home » Resources » 5 technology-led practices for reducing back office admin »

It stands to reason that margins and profits will increase the faster you can perform necessary back-office tasks (without detracting from quality or accuracy), because the more tasks you can perform the more contracts you can take-on and fulfil.

In fact, you may find your key services improve as a result because you’ll be directing expertise towards value-add delivery and better customer engagement.

And so with that, we’ve highlighted five ways you can use technology to reduce time and money spent on back office tasks.

1

Move towards modern ERP

According to Gartner, most ERP applications fall into either administrative (finance, procurement, human resources and workforce management) or operational (order management, manufacturing and supply chain) categories.

By its very nature, ERP is geared towards providing a platform from which to operate a connected and efficient facilities management business.

ERP automates and links administrative and operational systems. It makes it easy to deploy, integrate, and use the best business applications. And by automating and linking business applications, you gain a whole new level of flexibility and agility that significantly reduces back office admin (and paper!).

2

Automate administration and reporting

By automating holiday scheduling, timesheets, uniform requests, status reports, and more, you can claw back a considerable amount of ‘people’ time. You also eliminate the ‘human error’ factor, replacing it with fast and accurate information input and reporting. And there’s a bigger benefit.

By taking away manual and repetitive tasks, your workforce gains more time to focus on more skilled tasks. But before you invest in new software, consider what you already have available to you. Are you using existing technologies to the best of their abilities?

3

Look at who leads in your industry

When you evaluate the vast array of technology available to your business, it can become overwhelming. Who do you choose when it comes to implementing industry-specific software?

First, look at who is the leader when it comes to innovation in your sector. You’ll probably find a company that has invested many years in researching and developing software that overcomes the pain points you experience on a daily basis. Check out their credibility and references – the best way to get a first look beyond any fluff and bluster.

4

Invest in workforce management solutions

In an industry that’s completely reliant on the performance of its workforce a solution like Timegate is critical to success. Selecting a solution which has been built specifically for the Facilities Management and Support Services industry, you visibility of your workforce and contract delivery. This real-time overview of your operations can result in a:

  • 90% reduction in time spent communicating with employees
  • 75% time and motion savings on pay queries
  • 50% on just dealing with holiday requests

Timegate provides cutting-edge process automation and cost and time analysis.

5

Choose industry-specific auditing software

Auditing software removes the need for paper-based reporting and spreadsheets. With a system like Servicetrac, you gain contract and service performance visibility in the form of easy to use online reports and dashboards.

Servicetrac can deliver some impressive time savings such as:

  • 4 hours plus per audit
  • An average 2 hours faster on closing service failure loops
  • 100% accuracy on task transfer

In short, everything you need to reduce costs, improve service delivery and speed up failure resolution.

Innovise specialises in creating software applications to support the Facilities Management and Support Services industry globally, helping to control workforce costs in this low margin sector.

Learn more about Timegate & Servicetrac

Related Resources

  • How to improve responsiveness and service delivery
    Understanding exactly what you’re delivering and how and when you’re delivering it sounds simple enough. Armed with this information, there’s no reason why you shouldn’t hit your contractual KPIs.
  • 4 ways technology can be used to create a better workplace experience
    In a recent article, we looked at the importance of having an engaged workforce, and how your operatives working externally on client sites represent a valuable ingredient of success. After all, they’re the people who are delivering the cleaning, securing, cooking etc… services you sell, and connecting most often with your clients. At Innovise we can’t think of a better reason for wanting a workforce who are engaged and that care about what they do. And the data backs us up, proving that more engaged employees perform better - resulting in a 20% increase in sales1 21% greater profitability.
  • Turning data into profitable insight
    Every day we generate 2.5 quintillion bytes of data. For those unfamiliar with such mind boggling numerical terminology, this equates to 2,500,000,000,000,000,000 bytes. To give today’s data generation feats even greater context, 90% of the world’s data has been created in the last 2 years. And within that data there lies gold (or profit and risk management, to use more apt business terms).
  • 5 steps to avoiding data overload
    There is no doubting the benefit of insight and action that data can provide, particularly in filling the gap between what is happening on the ground, and the management information needed for effective service delivery.
  • 5 ways your data can add value to your facilities management business
    The control and analysis of real-time data allows you to monitor and reveal both efficiencies and inefficiencies within the delivery of your services.