Herts Traffic Management removed 20 reams of paper a week while increasing business efficiency by 40%.
With 5 depot locations, over 100 employees and more than 2000 jobs a month, Herts Traffic Management are one of the leading traffic management companies in the industry.
Herts carry out work of any size and complexity with a team of experienced operatives, a specialist fleet of vehicles and a range of expert equipment.
For years, Herts’ operated with a manual process.
The allocation of jobs was a timely process, as all job packs were created at head office and then distributed to one of the other 4 depots. Foremen would have the laborious task of printing out and organising this paperwork then allocating it to the appropriate operative.
Documents, risk assessments and photographs would have to be recorded by the operatives and then delivered back to the depot for it to be scanned and sent to the administration team.
At the end of the day, the administration team would have to collect all of the documentation, scan it in and manually input the data into Hert’s back office system: inspHire. This was time consuming in itself, however further problems would develop when operatives handed in incomplete paperwork, or when paperwork had been misplaced, causing considerable delays in the administration process.
Herts had some concerns about investing in two separate software systems: inspHire and MyMobileWorkers. The alternative, however, would mean continuing with an inefficient process which wasn’t an option.
Herts chose to run MyMobileWorkers alongside their inspHire system due to its customisation and ability to enforce a process. MyMobileWorkers is currently working with inspHire to develop an integration, linking the two systems together for greater efficiency.
During the implementation stage, the software was introduced slowly amongst the operatives to ensure that the system was adopted by everyone.
This process included educating influential operatives as to why they were changing from paper, and training them. These operatives would then sell the idea to their colleagues and be the main point of call if they had any questions.
This idea was swiftly adopted and helped provide a quick transition period.
MyMobileWorkers has allowed us to improve our operational reporting which has created a 40% increase in business efficiency when gathering data, accumulated both in the office and out in the field.
Richard Soanes, Managing Director
Herts Traffic Management
It’s vitally important that operatives know what equipment needs to be collected, the quantity, and the time constraints the site needs to be cleared by.
With paperwork, this was difficult to do. Herts used to be blind on site for a collection if paperwork wasn’t properly completed or returned, which meant that equipment could be left on site without Herts knowing, potentially resulting in large fines for the business.
Now every piece of equipment is digitally recorded and accounted for.
Operatives can see what they're collecting before they arrive to the job and send the job information to the office instantly; informing clients quicker, providing proof of clearance and creating a more efficient process.
Since changing to a digital system, approximately 20 reams of paper are saved per week along with the cost associated of printing job packs.
Receiving job sheets used to take upwards of 48 hours, now the process is instant with real-time information transferred directly from the site to the office.
With the introduction of MyMobileWorkers, there has been a 25% saving in administration time, removing the need to scan, collect, locate and input job documentation.
With such a large saving in administration, which is expected to increase with the InspHire integration, staff have been utilised in other aspects of the business such as customer service or business development.
By removing paper and having valuable information available at the touch of a button, it’s now easier for Herts to monitor KPIs and identify areas of improvements. They can also provide bespoke reporting for each client, increasing satisfaction.
With a range of workflows (digital job sheets) designed for a multitude of different job types, Herts can guarantee that they have correct and accurate job information for each and every job.
As a direct result of using MyMobileWorkers, Herts have seen reductions in customer complaints and can deal with any issues that arise more efficiently with access to real-time information.
Customers are better informed, response times are increased and customers are more satisfied with the service, which is a mechanism for greater positive word of mouth and a tool to win new business.
Read More Before going digital, if clients wanted to see photos they would have to be printed off, processed and scanned into the system before they could be sent via email, which was an onerous burden.
Herts previously relied on the use of a third system to record photographs, however this process wasn’t enforced and managers were unable to see what was happening on-site.
With enforced photos built into the operatives digital job sheet, they can record all photos through MyMobileWorkers, which are sent back to the office in real-time.
This has in turn created a smoother, quicker and allround more efficient process, providing customers immediate proof of what has taken place on-site.
With the next phase of development for Herts being the introduction of the MyMobileWorkers customer portal, they will be able to supply their clients with a log-in to see real-time information of the job being completed.
Information shown to the client will be cherry-picked removing the burden of waiting for information to be collected and processed before sending customers an email. This will reduce a large amount of email traffic, increasing customer satisfaction and organisational efficiency.