Utilizing software solutions for effective scheduling and staff allocation

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PublishedOctober 16, 2023

Utilizing software solutions for effective scheduling and staff allocation

With numerous clients and a diverse range of cleaning tasks, it is essential for cleaning companies to efficiently allocate their workforce to meet the demands of their clients. By implementing effective scheduling practices, cleaning companies can ensure their workforce is efficient and that cleaning tasks are completed in a timely manner.

One key aspect of scheduling in the cleaning industry is balancing workload and resources. Cleaning companies need to consider factors such as the size and complexity of cleaning tasks, the availability and skills of their workforce, and each client's specific requirements. By carefully analyzing these factors, cleaning companies can create schedules that distribute workloads evenly among their workforce and allocate resources effectively.

Another important consideration in scheduling and workforce management is adapting to changing demands and unforeseen circumstances. Cleaning companies often encounter unexpected client cancellations, urgent cleaning requests, or employee absences. A flexible scheduling system allows cleaning companies to quickly adjust their workforce and allocate resources accordingly, ensuring that client needs are still met.

In addition to scheduling, effective workforce management is crucial in the cleaning industry. This involves various tasks such as employee recruitment, training, performance evaluation, and retention. By implementing a comprehensive workforce management system, cleaning companies can attract and retain skilled employees, improve their performance, and ultimately enhance the quality of their cleaning services. 

Planning for workforce management and the benefits 

A common challenge cleaning companies face is managing a large and diverse workforce. Cleaning companies often have many employees who work different shifts and have varying availability. Creating schedules that meet the business's needs and employees' preferences is challenging. It can be difficult to balance the workload and ensure that all areas are adequately staffed, especially during peak times, unexpected absences, or turnover.

Another scheduling challenge is the need to accommodate client preferences and requirements. Commercial cleaning companies often have multiple clients with different cleaning needs and schedules. Some clients may require cleaning services during specific hours or on certain days of the week, while others may have more flexible requirements. This can make it challenging to create schedules that meet all clients' demands, especially when there are conflicting requests or limited availability of resources.

Implementing a robust scheduling system is one of the best practices for optimizing workforce management in the cleaning industry. This involves creating a well-structured schedule considering client requirements, cleaning tasks, and employee availability. By carefully planning and organizing the schedule, cleaning companies can ensure that employees are assigned the right jobs for maximum efficiency and productivity.

The best workforce management strategies boil down to two core principles:

Crew visibility

Knowing your teams' “how, when, and where” is important to the foundation of your management system. A business like commercial cleaning requires flexibility–it involves responsiveness. You're at a substantial competitive disadvantage if you’re unaware of what’s happening with your employees until they’ve already arrived at or completed a job. 

Keeping in-field crew members tapped in with your office staff throughout a project will establish new lines of efficiency. That means using real-time communication and updates to access business data that can inform estimates or job complexity, keeping the office updated about completed tasks and deadline deliveries, and collaborating on unique challenges or client needs. 

If everyone stays informed in real time, it offers your businesses more opportunities to satisfy clients and support your employees. Both are big payoffs when it comes to maintaining a quality workforce.

Time management

Time management as a buzzword does not sound appealing for attracting and retaining cleaning talent. It often gets lumped together with other workplace culture kill terms such as ‘micromanaging.’ However, time management is a two-way street between team members and leaders that benefits the organization as a whole.

The importance of communication and time management grows as your labor force does. You can’t scale a business on phone check-ins, personal texts, or end-of-the-day updates. You need a real-time management system that keeps every team member informed throughout a project. That means when employees clock in, they know instantly where they need to be for the day and when. Your management team is notified immediately when your teams arrive, finish a task, or hit or miss a deadline.

Utilizing software solutions for effective scheduling and staff allocation 

Utilizing technology can significantly enhance workforce management in the cleaning industry. Implementing software solutions specifically designed for scheduling and workforce management can streamline processes, automate tasks, and provide real-time employee performance and productivity visibility. Cleaning companies can leverage these tools to create schedules that distribute workload evenly among their workforce and allocate resources effectively.

Here are the tools worth investing in if you want an efficient and cost-effective management system:


Time-based scheduling

Time-based scheduling allows you to better meet client needs while balancing your schedule board into detailed shifts. 

Aspire's time-based scheduling allows you to plan specific shifts for your teams, revealing your available free time and flexibility throughout the week and where each crew is in case you need to move anyone around. The platform even assists with workload management by estimating how long each job will take based on crew size and project complexity. 

Absentee notifications 

Using time-based scheduling also enables absentee notifications.

With absentee notifications, you’ll receive automated messages informing you if a tech or crew does not start or end a job on time. This reduces the need for your managers to constantly monitor or check in with teams. The automated notifications will force your teams to stay in communication and on top of their assigned goals.

Route optimization

Transporting crews and equipment efficiently is a huge time saver.

Aspire’s routing functionality lets you quickly visualize your schedule within a map view. The 'optimize' feature even helps find the best routes for your crews to reduce transport time. 

Mobile timekeeping  

Taking all these tools on the go is what ties it all together.

Mobile lets your crews know where they need to be, for how long, and when it’s time to be someplace else. It also enables teams to stay in communication as they’re on the go, so you don’t have to worry about your on-site teams being siloed from the rest of the business. With mobile timekeeping and communication, your staff can remain responsive and collaborative throughout every project.

Aspire monitors and tracks performance to ensure workforce efficiency

Aspire’s management software enables growing teams and crews to stay in sync, collaborative, and responsive. The suite of tools is designed to help you streamline important time management, job tracking, and scheduling. It’s the perfect toolkit for any company looking to support their teams and enable them to grow efficiently. 

Schedule a personalized demo today and see how Aspire can help you better manage your workers.


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