Platform solution with a training portal for a cleaning company

From house cleaning to commercial premises maintenance, the industry of cleaning has a significant impact on public well-being and comfort. But despite the importance of cleaning services, they still have difficulties and challenges. On the one hand, companies face customers’ increased expectations, who demand high-quality services and impeccable cleanliness. On the other hand, they have to work in a complex environment, taking into account market volatility, competition, and the need to comply with safety and environmental standards.

An American cleaning company approached us with the task of creating a platform that would help optimize internal work processes using modern technical solutions. Our client sought not only to improve the efficiency of personnel and resources management, ensuring the company’s more efficient work but also to be in the trend of the latest technological advances.

The project aimed to develop a platform for the cleaning company that would help optimize internal work processes, increase the efficiency of personnel and resources management, and increase transparency and accuracy of data for financial operations. In addition, important aspects of the project were work quality control simplification and gamification elements introduction to receive feedback from the staff to create a motivational environment and increase engagement in work.

For the personnel control and management system, our client wanted to have non-standard and innovative solutions. Therefore, each cleaning manager was given a corporate smartwatch that allowed them to register the start and the end of work. The function of working with different languages was added, so that users can choose the interface language at their discretion. This made it possible to create a convenient working time control system and to take into account the language factor for multinational teams. We have also developed a mobile application available on Android and iOS platforms. The integration of the mobile application and a corporate smartwatch allows you to duplicate the function of registering the start and the end of work, receive notifications and reminders, and transmit performance data and accurate locations. Using the application, a cleaning manager can view lists of tasks and assignments, deadlines and priorities, mark completed tasks, accumulate points, and see clients' evaluations of his/her work. An internal chat was created to exchange messages with colleagues and supervisors. In a special section of the application, you can leave requests for a holiday, sick leave, or work schedule changes, and track their status.

We developed a user-friendly dashboard interface for the platform with easy navigation and a separate profile for each user, depending on their job functions. For convenience, we divided the platform into several modules. The first module provides work process optimization, allowing you to distribute tasks with the setting of deadlines and to monitor the status of completion. This allows you to effectively manage the company’s tasks and resources. An important part of the functionality is personnel management, including assigning tasks to employees and tracking their working hours, which contributes to more efficient use of working time and increased productivity. The second module of the platform simplifies the process of managing resources, including implements, equipment, and chemicals. With its help, you can optimize costs, control and plan purchases of necessary resources, thereby increasing the efficiency of their use.

The integration of the platform with accounting and financial systems automates the process of remuneration, cost accounting, and financial reporting. This greatly facilitated the payroll process, accurate tracking of hours done by each employee, reduced possible errors in accounting of working hours, and promoted fair and transparent employee remuneration. In the module section "Finance and Accounting", you can view the data of the automatic bonus accrual and penalty collection, depending on the fulfillment of tasks and objectives.

The "Analytics and reporting" section provides a complete overview of data on completed tasks, work time expenditures and resource usage. This allows you to identify possible bottlenecks in the process and make more informed decisions in terms of allocating tasks and resources.

Staff training and development were among the important elements of the company's corporate culture. Therefore, we developed an online portal for employees training with access to the library of video courses, interactive training materials, and presentations covering various aspects of cleaning services, safety guidelines, use of equipment, and chemicals. After completing each module, employees take tests to check their knowledge and skills. Your profile displays achievements, completed courses, certificates, and your status when reaching a certain level. After completing the training, the employee who received the best results had the opportunity to continue their professional development at the Cleaning Management Institute for career and professional growth.

The cleaning industry, like many other industries, is rapidly developing and actively adapting to changing needs and technological trends. In this context, the optimization of business processes and the use of modern technologies have become key factors for success. The results of a survey of cleaning company executives in the United States confirm that 63% of them consider the optimization of processes and costs to be the main focus for improving business efficiency. Despite the macroeconomic instability, cleaning companies demonstrated steady revenue growth of 18.6% between 2015 and 2020. This indicates the importance of this industry and the potential for further development.

However, there are several issues that have a significant impact on growth rates. Among the main problems typical of a cleaning company management, the following aspects can be distinguished: insufficient quality of work, low staff motivation, high staff turnover, and insufficient employees training.

Our client was no exception and faced similar challenges in the company, so they were looking for a partner with expertise and ability to offer solutions for more effective management of their activities. We held several preliminary meetings with the client to identify their specific internal problems and understand strategic business objectives. Based on the data obtained, we developed a project for a new platform and prepared a plan for its implementation.

The iterative Agile development methodology was chosen for this project. Since the exact requirements and wishes for the functionality of the platform were being clarified throughout the development process, this approach allowed us to flexibly respond to changes and actively discuss with the client the results of the work after each cycle.

In this project, we worked as a technical developer with extensive experience in the American market and deep expertise in the development of platforms and mobile applications. Our task included a full cycle of work, starting from design and ending with development, integration, testing, and subsequent support of all components of the cleaning company’s management platform. The results of our joint work had a positive impact on the client's business, significantly improving the operational efficiency of the company and the quality of customer service, as well as contributing to the creation of a more favorable corporate atmosphere within the company.

The Aionys team created a platform that allows you to optimize the internal work processes of a cleaning company, effectively manage personnel and resources, as well as to increase the transparency and accuracy of data for financial operations. A mobile application for employees was also created that allows you to register the start and the end of work, receive notifications and reminders, and transmit performance and exact location data. To train and motivate employees for further professional development, we developed an online portal with access to the library of video courses, interactive training materials, and presentations covering various aspects of cleaning services, safety guidelines, use of equipment and chemicals. The implementation of these solutions had a positive impact on the client's business, and significantly improved operational activities, the quality of customer’ service, and the corporate atmosphere.

Due to the cooperation with Aionys, the client managed to achieve the following results:

• A single platform has been created that makes it possible to optimize the internal work processes of the cleaning company, effectively manage personnel and resources, as well as to increase the transparency and accuracy of data for financial operations.
• A mobile application for employees has been developed that allows you to register the start and the end of work, receive notifications and reminders, transmit performance and exact location data.
• A convenient system for monitoring employees' working hours has been created with the integration of corporate smartwatches, allowing you to register the start and the end of work using voice, and take into account the language factor for multinational teams.
• An online training portal has been developed with access to the library of video courses, interactive materials, and presentations covering various aspects of cleaning services, safety guidelines, use of equipment, and chemicals.
• Annual staff performance indicators have increased by 78%, which has had a positive impact on the corporate culture within the company and reduced staff turnover.