Staffing provider company transforms their business with File13
- Enhance operational efficiency
- Expand client services
Staffing Provider Company transforms their business with File13
BACKGROUND
A leading staffing provider with an extensive presence across South Africa, the United States, Canada, Australia, New Zealand, and Botswana, has significantly enhanced operational efficiency by integrating Xactco’s FILE13 deskless workforce solution.
The implementation of this dynamic tool has empowered the company with real-time insights through a comprehensive dashboard, streamlining site management and ensuring exceptional service delivery. As a result, FILE13 has not only improved operational processes but also become a vital component in building client relationships and securing new business.
THE CHALLENGE
Before onboarding FILE13, the staffing provider relied on manual checklists, Excel spreadsheets, and their own internal system, which was designed to extract data and figures from the payroll system. However, this system had limitations resulting in key challenges for the staffing provider.
Key Challenges Include:
Measuring subjective aspects, such as site presence, uniform inspections, and other on-site activities.
Measure the value of their day-to-day operations objectively by providing a comprehensive view of day-to-day operations, especially regarding the supervisors' responsibilities on different client sites.
The introduction of FILE13 was driven by the need to address these limitations and achieve the following objectives:
Enhance operational efficiency
Demonstrate value to clients
Expand client services
Support future growth
Proactively communicate with clients
SOLUTION: IMPLEMENTING FILE13 AND CENTRALISE OPERATIONAL MANAGEMENT
They now use FILE13 for site-based management, where supervisors use the mobile app to monitor temporary employees’ activities, including payslip deliveries, dispute resolutions, and other site-specific tasks. The app works seamlessly with their cloud platform, Observer, creating checklists and ad-hoc workflows for supervisors to follow.
Examples of successful File13 workflows
Daily on-site tasks
This workflow allows supervisors to carry out and complete daily on-site tasks by tracking activities using checklists and accommodating client-specific requirements.
Interventions and exception escalations
This workflow helps the staffing provider to efficiently manage exceptions, enabling operations personnel to handle various tasks across multiple sites.
POSITIVE IMPACT AND BENEFITS OF FILE13
The implementation of FILE13 transformed the leading staffing provider’s business operations, delivering tangible results across multiple areas and to ensure that their clients are being serviced as per their service agreements.
The most notable and immediate improvements in their operational efficiency include:
Operational Efficiency
The mobile application and dashboard have streamlined site-based management. Supervisors now have clear workflows for daily tasks and escalations, allowing for better management of on-site operations and ensuring no critical tasks are overlooked.
Ensure client SLAs are being met
Accurately verifying site locations and time spent ensures genuine client engagement, not just attendance logging. This improves customer satisfaction by providing clear evidence of on-site presence, building trust and transparency.
Enhanced Client Perception
The transparent reporting system provided by FILE13 has significantly improved how clients perceive the company’s operations. By offering clear insights into their activities, the company has fostered more collaborative and supportive client relationships.
Proactive Exception Handling
The real-time insights and proactive notifications provided by FILE13 enabled swift resolution of matters raised, ensuring prompt corrective actions and maintaining high service quality. Early detection of field exceptions ensures quick resolutions and ongoing client site compliance.
Improved Service Quality
By tailoring workflows to meet client-specific needs, the company has delivered a more personalised and high-quality service.
CONCLUSION
The staffing provider company plans to expand and anticipates the Observer dashboard becoming an essential component as they scale their operations. The current focus is on developing task management within the system to prevent dropping the ball on basic tasks as the business grows.
Their journey with FILE13 exemplifies the transformative power of embracing technology to achieve operational excellence. By aligning their goals with Xactco’s commitment to empowerment, the company enhanced their efficiency and set the stage for future growth and client satisfaction. This has already proven successful in securing new business.
“FILE13 has revolutionised the way we operate and interact with our clients. It’s not just a tool; it’s our strategic ally in providing exceptional service. The dashboard is a game-changer, offering real-time insights that empower us to address challenges swiftly. The proactive notifications ensure we never miss a beat. It’s the cornerstone of our commitment to excellence, giving us an edge in client relationships and setting us apart in a competitive industry.”
– Franchise Owner
