TIME AND ATTENDANCE: THE JANI KING SUCCESS STORY

TIME AND ATTENDANCE:
THE JANI KING
SUCCESS STORY
[email protected]
www.mitcsoftware.com
TIME AND ATTENDANCE
The Jani-King Success Story
By Karl Adams, Franchise Owner
Gulf Coast Gazette, May 2011
Issue 17, Volume 5
When does your employee arrive to service your
account? When does your employee leave after
servicing your account? Do you know how much
time your employees spend servicing each account?
Is it enough? Is it too much? Do you want to know the
location of the account your employee is servicing
when they have multiple accounts to clean? Do you
want to be notified if your employee is late to service
your account? Do you want missed cleans to be a
All you need is a computer and a phone line. Here’s
thing of the past? Would you like to leave a message
how it works:
for your employee when they arrive? Do you want to
eliminate manual timesheets?
Fear not as I have all the answers to these questions.
The answer is Time and Attendance software. There
are several on the market today with a price range
from $60 to $6,000. For the purpose of this discussion,
we will use MITC software as it is the one I know best.
As a franchise owner, I have reached a point where
I needed all the help I could get to monitor my
employees. As my business continues to grow, so
does the challenge to save money and provide quality
service.
Let’s face it, some employees don’t spend enough
1) Employees call from the customer’s phone
to your computer.
2) The computer recognizes the phone
number for the account (Caller-ID).
3) Employees enter their pin number and state
their name (Voice Identification).
4) Employees clock in by pressing “1” on phone’s
key pad (time stamped on your computer)
5) When the job is complete, employees use the same process. The employee clock- out by
pressing “2” on phone’s key pad (time stamped
on your computer) and now the total time
taken to clean that account is automatically
computed.
time servicing your accounts when they are paid by
It’s just that simple to use! Now you have a record
the job. When they are paid by the hour, they want
of exactly when and where your employees are
to stay there all night. Now multiply this by say 30
as they service your accounts. This time can now
employees, and you can feel my pain. If you have 10 or
be downloaded to a time card, no more need for
10,000 employees, there is a software solution for you.
manual timesheets!
Time and Attendance: The Jani-King Success Story
1
Money Saved
Let me give you a few examples of how this
information is used. When we first had this
software installed, we wanted to eliminate manual
timesheets. It was getting almost impossible to read
all the different hand writings and not to mention
the times that where being recorded. It seems like
every employee finished their job exactly on the
hour.
This was unbelievable, and I now know that it was
not the case.
I immediately picked up the phone and called her on
For example, I remember one employee was
her cell. She answered and I expressed my concern
recording 5 hours to clean an account. When this
that she did not spend enough time at this account.
employee had to start clocking in and out, they were
actually working 2 hours. This was a 2,100 square
foot building that I had estimated it would take 2.5
hours to clean. Now, I just saved 2.5 hours a day, five
days a week in labor. Over the month this can and
does add up. Money saved!
Now I know this next example may be hard to
believe, but it did happen just this way. I was at my
computer looking at the clock-in and clock-out times
for the day when I noticed that an employee had just
clocked out of an account. This account required
service once a week. The building was about 4,000
square feet, and I had estimated that it would take
3 hours to clean. I noticed that she had only spent
1 hour on this job. I did not feel that we could clean
this account in one hour.
This employee explained that there was not the
usual amount of trash, and she assured me that it
was cleaned to our standards. I took her for her word
even though my gut was telling me it was a rush job.
The very next morning I received a phone call from
that same customer. The customer stated that it
appeared that our employee spot mopped instead
of mopping the entire building and did very little
dusting. The customers exact words were that it
looked like she did a “rush job”. Does it sound familiar?
After my inspection, it was just that, a rushed job. I
called my employee again, and she was back at that
account the same night spending the required time
and cleaning the building to our standards. Lesson
learned!
For another employee, I was looking at how much
time they were spending at an account.
“Now, I just saved 2.5 hours a day, five
days a week in labor. Over the month
this can and does add up.”
It was a 6,500 square foot building to be cleaned
once a week. I estimated that it should take about 5
hours to clean.
Time and Attendance: The Jani-King Success Story
2
The employee was cleaning it in 2 hours. (They must
have wanted to go shopping instead of working.)
Surely, I did not over estimate by three hours.
I went to inspect the account, and sure enough it was
not cleaned to our standards. While the customer
did not complain, I’m sure it would not have been
long before they would have.
By using this information, I was able to get rid of
a bad employee before they could cause a major
problem for the customer and my business. (Now
she has no money to go shopping.) This helps keep
the quality of service at a high level.
Quality maintained! Complaint avoided!
There are other features I find useful, such as
leaving messages for employees and no-show
alerts. You can leave a message for one employee
or all employees. When you leave a message for an
employee, the message will be played before they
are allowed to clock-in. This ensures they receive
the message. I really like the no-show alerts. You can
set a time that you would like the account cleaned
by. If the employee does not clock in by that time,
you will receive a phone call or a text message. No
more missed cleans! There are many more bells and
whistles that can be used. I just covered a few that
have made a difference in my business.
There are other software programs out there, but for
us this was the most cost-effective solution that best
meets our needs. I now feel like I have control over
my company, and that is a good place to be.
Karl Adams is the franchise owner of Jani-King,
New Orleans, LA.
Time and Attendance: The Jani-King Success Story
3