Top 5 Customer Requests during Coronatimes

Top 5  Customer Requests during Coronatimes

Here at HFX we are proud to have a strong engagement with our 1,500 customers and we receive regular requests for additional functionality to help them leverage even more benefit from our suite of Cloud solutions.  

During “Coronatimes” these customer requests have very much focused on a) helping the  organisation manage the workforce during lockdown and b) help them prepare for the return of staff whilst keeping colleagues safe.

We’ve collated the top 5 requests which we have already delivered to customers or are in an advanced stage of production:

  1. Touch free devices
    Managing hygiene and reducing physical “touch points” is a key focus for many of our customers. This remains the number one request and we responded by delivering contacless face recognition devices as an alternative to traditional hand or finger based devices. For those customers with card-based devices we have updated our HexOne device to make it fully touch free. So, whether customers require card or biometrics, we can provide both touch-free basis.

  2. Homeworker
    Those organisations who have had to rapidly manage remote working, wanted the ability for colleagues to not only record time, but also specify a configurable set of reasons and/or locations (e.g. whether they were “home working”, “Self Isolating”, “Recovering”, “Volunteering”) to enable the organisation to better serve and manage their workforce.

This along with time management is proving invaluable as we see work patterns vary radically especially those with children who are looking to either compress or extend their working week depending on individual circumstances.

3. Enforced Distancing Mode

With rules around social distancing being required even at work, the question posed by customers was how do we enforce this with employees queuing to clock in at the device?

The solution we came up with is an update to our HexOne device that enforces a countdown for x seconds after each employee has swiped. This removes any incentive for employees to tailgate their colleagues clocking in/out.

4. Temperature Testing

We suspect this requirement will rapidly climb to number 2 over the coming weeks. The question posed was “How can we identify any symptomatic colleagues at the earliest opportunity to mitigate risks of transmission”.

Our latest “touchless” time and attendance device incorporates temperature testing and alerting. Both the individual and manager are notified so that appropriate action can be taken (isolation, track and trace etc).

5. Track & Trace and Monitoring

At number 5 are actually two joint requests; one which enables organisations to identify any colleagues who might have come into contact with an affected colleague (e.g  at a clocking device) and secondly for those customers without our HexOne device (see number 3,) the ability to monitor that distancing is being adhered to by colleagues at non HexOne clocking devices.

What is most interesting about the list is the ingenuity and determination of our customers and business in general to overcome what might appear to be insurmountable challenges, the ability to embrace change and find innovative solutions to enable us all to get back to work.

Whilst we should not underestimate the challenges ahead, neither should we underestimate the tenacity and ingenuity of British business.  

EveryOneCloud – a 12 year old demonstrates how simple it is to use

Our latest cloud solution for Attendance Recording, Presence and Location tracking is simple to setup, simple to configure, simple to use. It literally is child’s play. To prove it we asked a 12 year old not just to use the system but to record a demo of it.

With EveryOneCloud you can be up and running within hours collecting attendance data and/or tracking location and presence using any of our cloud devices including Hand Readers, Face Recognition Readers, Fingerprint readers, card/proximity (rfid/hid/mifare) or leveraging our Android mobile app or telecheck solutions.

Download the EveryOneCloud Brochure

Contact us for more information

Health & Safety is not simply compliance

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These days the amount of compliance organisations must follow can often sink a ship. With all the tick box exercises and audits it can be easy to lose sight of their actual purpose. Health & Safety is just one such case. However, at its core, it is that organisations (whether private or public) owe a duty of care to their staff and covers the environment in which they work, the duties they carry out, the hours they work and the tools that they use to conduct their duties.

Inadequate equipment, poor environment, fatigue through long hours can impact on quality, cause accidents, absences and in serious cases reputational damage, legal action and loss of revenue. If care of your staff doesn’t grab your attention, then the potential costs most certainly will. Two of the world’s biggest disasters (Chernobyl the Exxon Valdez oil spill) were the result of human error linked to fatigue. An accident in your organisation may not end up polluting the world, but it could just put you out of business.

But many organisations regard Health and Safety as simply a “compliance issue”, a burdensome admin job that someone needs to do, when in fact Health & Safety when done right is a competitive advantage that improves productivity, efficiency and quality as well as staff retention and motivation. Once you think of Health & Safety not as a compliance issue but a commercial one your whole approach changes.

The good news is that technology is readily available to simplify and automate many aspects of Health & Safety not simply to avoid the manual paperchase but to improve the health and safety of your staff and the competitiveness of your organisation.

For instance, there have been many studies that show working long hours reduces both productivity and quality, e.g. working 60 hours a week does not deliver 50% more than 40 hours a week. Once you factor in potential for poor quality and accidents then you may be getting nothing in return for paying additional hours. Getting hours right has other benefits too; A recent study in Sweden showed that a 6 hour working day reduced sickness by 50%.

Solutions such as Imperago™ enable rosters to be generated that not only meet business demands but also consider suitability for staff, Risk & Fatigue. The result is shift patterns that not only meet business requirements and benefit staff but also reduce costs and risks.

Time and attendance solutions enable organisations to easily manage and monitor worked hours to minimise overtime and breaks between shifts to prevent staff fatigue. Some solutions also come with roll-call options that link to fire alarms and produce real-time muster reports direct to managers (or printers) in case of fire.

One of the reasons why hfx developed CloudMuster and MusterPoint (Links to fire alarms and 3g eMusterPoints) was the result our office fire in 2015. As a technology company we knew that a clipboard and pen was not an efficient or accurate way of checking the whereabouts of our staff.

Naturally not all staff work in a building or offices, many (for instance care workers) make many external visits a day and this creates its own set of safety issues (Lone Workers) but again there are eSolutions that enable staff to be tracked (via GPS) during working hours to ensure their safety.

Of course, you shouldn’t ever just react by throwing technology at a problem and walking away, but neither should you throw a clipboard, pen and tick box at it either in the hope that this absolves you or your organisation of responsibility for the Health & Safety of your staff.

Above all a positive approach to health & safety comes with the realisation that everybody wins when staff safety and wellbeing is a core part of the business plan not an external imposition.

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Contract Cleaning – cut Costs not Quality

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The market for contract cleaning has increased over the last 2 years but that is where the good news ends… The increase in demand has created an increase in competition (some estimates put this at up to 40,000) putting already slim margins (averaging 4%) under pressure.

Safeguarding that 4% is the over-riding concern among many charged with leading the business whilst balancing this with the need to win contracts and grow the business.

Many in the sector have already been burnt by the vanity of growth over sanity of profit and recognise the need to keep a strong handle on costs but with strong competition are struggling to find anything left to save and are in danger of cutting too far and risking Quality and Reliability which can turn into a spiral of cancelled contracts.

The secret to many within this and other sectors is to borrow some of the lessons from Amazon (their international margins are not very far off from contract cleaning) who relentlessly focus on efficiency whilst providing excellent customer service.

The focus is never about cutting the service they provide, but the internal focus on simplification, automation and efficiency of the internal activities that deliver the service.

Automation though technology enables organisations to eliminate much of the administration and paperwork whilst enabling them to get real insight into their organisations performance and profitability -or otherwise- of contracts. It provides real-time information enabling quick decisions and adjustments to be made to keep the business on track.  The impact of this cannot be underestimated, it enables early intervention, not a retrospective post-mortem. This is not just simply about profit or efficiency but also tracking quality and outcomes. The importance here is that poor quality or reliability will at some point turn into customer attrition and is therefore lead factor and you cannot prevent what you can’t predict.

However, the rush to implement IT systems should be kept in check. Software solutions will deliver enormous benefits, but not by themselves! Software isn’t a miracle cure nor a mind reader for your organisation. You need to invest not just money but critically time to ensure that the software delivers to your objectives.

Before rushing there will be a need to review the processes being automated; A key objective should be to simplify these processes and methods. Simplification and clarification of processes is a precursor and will yield positive returns. Often organisations are unaware of the growth in complexity of processes and contracts as there is very little visibility (often as paperwork creates “data islands”).  Secondly if you do not understand in detail your processes then you have no hope of any software replicating them. Thirdly complex processes will impact on the solution, the cost and the implementation of the solution.

Start small. An expensive ERP solution might seem attractive, but will it really address your key pain points or just replicate or – worse – make operations even more complicated.

Be focused. What’s your greatest cost? In most organisations your greatest cost is your people. Automating pay through Time and Attendance will significantly improve efficiency, accuracy and savings by removing payroll errors, fraud and overpayments.

But there is more to be gained by Time and Attendance than simply automation, the ability to track employees at each client site enables quality of service by providing real-time updates. With real-time attendance information you can mitigate non-attendance by deploying other resources ensuring that the customer is not impacted by absence – this level of quality assurance keeps you at the top of the contract pile while others are discarded through poor reliability.

Avoid IT complexity. Many organisations are going lean and demanding cloud/SaaS solutions to avoid the complexity and overhead of managing the solution internally. SaaS also brings its own financial rewards as well by spreading the cost and providing Pay As You Grow payment models.

Download our Attendance Recording Product Sheet

Time to Reboot Productivity

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Time to Reboot Productivity

One thing is clear from the myriad of UK statistics; A huge number of UK companies just aren’t productive. They may be working hard for their customers and stakeholders, but they just aren’t working Smart.

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And here is the evidence;

  • Productivity (measured as output per hour worked) is as a huge 18% below the G7 Average (ONS) and the widest since 1995.
  • If we compare the UK to EA/EU productivity growth (2016) we are just above Italy and Greece in the group of 32 countries.
  • Historically our productivity growth was 2% per year. Since 2007 growth has evaporated and as of 2017 (Q2) we are .5% below 2007 levels.
  • To put this into perspective we are 20% poorer due to productivity stagnation than we would have been had productivity continued to improve at 2%.
  • These figures are bad enough but when you remove London (home to the Finance Sector and 32% higher than UK average) from the figures productivity is even worse than the headline figures.

How does this affect your business?

The statistics reveal that the problem of poor productivity is not a problem that affects “some other business” but to some extent and degree most businesses. Poor productivity results in loss of competitiveness, reduced profits, wage stagnation and skill/staff attrition. If any of these resonate then you too may be one of the many and not the few.

Whose fault is it anyway?
Whilst it is true that national infrastructure (Rail/Roads/Broadband) contribute towards productivity (something the government is “working on”) this is just one factor which is outside of the control of business. The other critical and contributory factors remain with the CEO and the company board.

Management.
A task too often focused on maintaining the status quo rather than constantly striving to improve the efficiency of their area of responsibility.

Skills.
Ensuring your staff are fully trained to perform their tasks at optimum performance. Improving skills not just increases output it also reduces rework though improved quality.

Processes.
Outdated paper-based and unwieldy processes that simply burden staff and reduce their productive time must constantly be identified, reworked – or eliminated – and automated.

Technology.
The ability for technology not just to automate processes but transform them is no longer a vision but an everyday fact for most high-tech business. Both process transformation and (technology) automation should be viewed as a single inseparable goal and activity.

Planning & Measurement.
The transformational impact of technology enables not just improved planning but also real-time measurement enabling a business to close the loop on productivity initiatives and implement continuous improvement easily and cost effectively.

Where do I start?

For many businesses the answer is obvious and that is to measure the output per hour worked.

One of the biggest costs for businesses is staff and highly productive companies have the following information at their fingertips and often in real-time;

  • Where are my staff?
  • What are they working on (activity/task/client/contract/customer)?
  • Are my staff working patterns aligned to business demand?
  • What changes must be made to align staff to business demand and avoid unnecessary downtime, overtime or unproductive time?
  • What is my staff’s overtime, absence and unproductive time today/this week/this month?

If you cannot answer these questions simply and quickly about your greatest and most expensive asset (your staff) then you cannot even start to identify issues, implement improvement plans or measure the effectiveness of those plans.

Nor have you laid the foundations for continuous improvement.

The biggest mistake companies make with improvement projects is that it is a one-step process rather than a continuous never-ending cycle that is impacted by technology, methodology, tools, training and materials.

Above all, its time to measure, not once or twice but constantly to ensure improvements are not one-off but continuous. The UK needs a Productivity Reboot and businesses should not wait for the government to make it happen but make the changes only business can make. That time is now.