In this case study, we look at how Micro Solve Hygiene Ltd. use Rugged Data’s custom data capture and reporting app to boost efficiency and streamline their kitchen ductwork cleaning processes.
The Background
Micro Solve Hygiene Ltd. is a leading provider of specialist compliance support services across the UK, catering to a wide range of businesses, from large corporations to SME enterprises. Since 1994, Micro Solve Hygiene Ltd. has been operating in the compliance field, offering health, safety and food hygiene consultancy services, including TR19-accredited kitchen extraction cleaning services.
Based in Buckinghamshire, the Micro Solve Hygiene team are trusted for their quality of work and ability to respond quickly and reliably to their customers needs.
The Challenge
Micro Solve Hygiene had been managing their kitchen ductwork cleaning reporting process using paper forms. Technicians in the field used cameras to record before and after photos of their work, sending SD cards through the post, or delivering in person to the office team at the end of each week. Whilst standards of work were high, this process was impacting on the efficiency of their operations. Why?
It took too long. The lag between carrying out a job and delivering the forms and SD cards, coupled with not infrequent postal strikes, meant that it could take up to two weeks for information to reach the office.
It generated a significant amount of admin. The office team had to spend time matching photos with job notes, and typing up reports. They had to chase technicians for missing information and wait for updates. This was a time-consuming task that took away from other important jobs.
It was reactive rather than proactive. Due to the long waiting times for reports, it took far longer for problems to be identified and addressed.
In short, as a process, it was long-winded and labour-intensive. The challenge for Rugged Data was simple, therefore. Make kitchen ductwork cleaning reporting quicker, easier and more dynamic for Micro Solve Hygiene Ltd., whilst ensuring that the high-quality standards set by the company were retained every step of the way.
The Solution
Rugged Data coach and business analyst, Kat Hodgson, worked with Micro Solve Hygiene Ltd. Director, Callum Jones, to create a bespoke, tailored kitchen ductwork cleaning app that matched their cleaning processes. Kat quickly developed Micro Solve Hygiene’s existing forms into an easy-to-use app that guided field technicians through the duct cleaning process, and ensured all information was captured during a job.
- Among a whole raft of highly-useful features, Micro Solve Hygiene’s final offering included:
- Fully branded reports, generated automatically when technicians submit forms on the job.
- The option to automatically include time and date stamped before and after clean photos in reports.
- Automatic calculation of average micron (µm) readings in each cleaning location.
- Offline working mode, so technicians could continue to complete and submit forms even when they have no signal.
Once the app was agreed, Rugged Data coaches delivered a short training session to Micro Solve Hygiene’s admin team and supervisors. The supervisors were then able to show their teams how to use the app in one short session.
Micro Solve Hygiene’s Callum Jones initially envisioned rolling the kitchen ductwork cleaning app out to one team per week. After seeing how quickly his first two teams were up and running, however, he decided to go live with his remaining teams the following week. Soon after this, Callum added more processes (including timesheets and expenses) to the app.
The Results
Micro Solve Hygiene Ltd. joined the Rugged Data community in 2022, and the software is now an integral part of their business.
The benefits experienced by the company include:
- Quicker and more accurate data gathering. Technicians are guided through the process and can capture all the information they need on their mobile phone.
- A 50% decrease in admin time spent processing reports – office staff no longer need to type up reports or insert photos from SD cards.
- A happier and calmer work environment – admin teams no longer have to chase technicians to get the job information needed to create reports. All data is stored securely in the Rugged Data Hub web app so the team have everything they need, right at their fingertips.
- Reduction in technician time spent on the road, wear and tear on the vans, and money spent on stamps and fuel as they no longer need to hand deliver or post reports and SD cards to the office.
- Problems can now be identified and addressed immediately, improving customer satisfaction and trust, and reducing a reactive ‘firefighting’ company culture.
- Business-wide efficiencies – the company has moved many of its other core business processes to the Rugged Data app.
What Our Client Says
“I was initially worried about implementing the Rugged Data mobile forms and reporting software, thinking it would be disruptive and complicated. But to my surprise, the process was smooth and hassle-free. I simply sent my forms to my Rugged Data coach, Kat, and she took care of everything, leaving me with very little to do.”
“The training session that the Rugged Data team conducted with my admin team and supervisors was also a key part of the process. They answered any questions we had and made us feel supported throughout the transition.”
“Since using the software, we’ve been able to identify and solve issues we didn’t even know we had. Our work environment now feels calmer, and our whole team is benefitting from the positive impact Rugged Data has had on our daily operations.”
Callum Jones, Director, Micro Solve Hygiene Ltd.
Rugged Data can create a custom data gathering and reporting app for your kitchen ductwork cleaning business. Find out more about the benefits of our kitchen ductwork cleaning apps here. Why not consider our Faster Fieldwork 28 Day Sprint?