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Taking the stress out of mobilising new cleaning contracts

Rick Stoor, MD of Templa, explains how a cleaning company has solved the problem of mobilising large new contracts without taking its eye off the day-to-day operation. IN the last five years, cleaning contractor DOC

office and operations teams, but the company is

and manage the work of everyone involved,

Cleaning of Bishops Stortford has doubled its

living proof of how technology can be harnessed

whilst retaining visibility of progress. Workflow

annual turnover to nearly £20 million. In order

to eliminate what could otherwise be an

is a system-wide feature that sends actions

to manage such rapid growth, DOC elected

absolute torrent of meetings and paperwork. So

and electronic documents around the business

- in 2012 - to streamline its administration

how did they streamline this process to make it

for completion, review and electronic sign-off.

by swapping its existing bundle of software

easier, faster and more accurate?

Advanced forms is a centralised forms design facility for ‘intelligent’ documents containing

systems and spreadsheets for an integrated

data fields that will automatically populate

Much of a cleaning company’s administration

Take the old procedure and convert it to an electronic one

burden is down to the sheer number of cleaning

In essence, mobilisation is about co-ordinating

onto the system - a new starter form is a good

staff, but not far behind is the volume of

the activity of different departments, suppliers


documentation and activity required to set up

and subcontractors to ensure that everything is

Jamie Bull goes on to describe how, as soon

new contracts. With notice periods sometimes

ready to go live on a certain date. DOC’s Jamie

as the contract start date is confirmed, the basic

as short as a week, information is often needed

Bull explained: “We now manage mobilisations

details are captured to the system via a contract

urgently, placing huge short-term pressure on

using TemplaCMS, via its customer service,

start-up form. The many tasks involved in the

field management, payroll and administration

workflow and advanced forms modules.

mobilisation are then grouped together and a


Customer service provides internal helpdesk/

pre-defined ‘service request’ is set up that sends

project management functions from where, as

emails - or ‘action requests’ - to the different

the mobilisation controller, I can coordinate

people responsible for managing them such as

contract management system, TemplaCMS.

For DOC, contract mobilisation has become a constant feature in the daily workload of both its

the central database once they are accepted

HR, payroll, accounts, purchasing, operations, contract support, and the compliance team. For example, HR manages recruitment and the TUPE transfer. Compliance carries out the risk assessments and puts together the health and safety manuals. The contract support team sets up any subcontractor schedules, for example window cleaning or hygiene services. Purchasing orders equipment, and so on. The action requests are staggered according to the natural sequence of a mobilisation. 22 DECEMBER 2017


Cleaning & Maintenance December 2017  
Cleaning & Maintenance December 2017