Hygienic Concepts Environmental Services is a specialist provider of comprehensive hygiene and washroom services across the UK. Since 2004, they have dedicated their company to improving standards of commercial hygiene and workplace health and safety compliance. Their services encompass a wide range of solutions, including:
- Washroom Services: Feminine hygiene units, air fresheners, urinal and toilet sanitisers, water management systems, vending machines for sanitary products.
- Waste Management: Nappy waste disposal, sharps and clinical waste services.
- Cleaning & Sanitisation: Soap and sanitiser dispensers, toilet roll dispensers, and a range of eco-friendly cleaning products.
- Other Services: Matting solutions, Water coolers and Air care Solutions
Hygienic Concepts prides itself on providing reliable ongoing maintenance of their trusted products, along with high levels of support to ensure clients remain compliant with hygiene regulations and management expectations.
The Challenge: A Legacy System and a Remote Workforce
Hygienic Concepts faced a significant challenge in managing their daily operations due to an aging, network-based software system. This legacy system, while fundamental to their business, lacked crucial mobile capabilities, preventing their field technicians from accessing and updating information in real-time while on the road. A complete, single-step migration away from this entrenched system was deemed too risky for the business owners, who sought a less disruptive solution to bridge the gap between their existing infrastructure and the demands of a modern, mobile workforce.
The core problem was a disconnect office-based administration staff struggled to efficiently manage and track jobs for technicians who were constantly in the field, leading to delays, manual paperwork, and a lack of real-time visibility.
The Solution: Quiet Storm’s Integrated Mobile Software
Quiet Storm was tasked with developing a bespoke digital system that would integrate seamlessly with Hygienic Concepts’ incumbent network-based software. The goal was to create a solution that empowered both office admin staff and field technicians to collaborate in real-time, streamlining workflows and enhancing operational efficiency.
The system built by Quiet Storm effectively created a “digital job bag” for each client and job. This innovative solution enabled:
- Online Job Management: Office admin teams could now book, schedule and manage jobs entirely online, replacing manual processes and improving overall coordination.
- Real-time Technician Access: Field technicians gained the ability to log in from their mobile devices to review their daily job lists, access all relevant documentation (such as site-specific notes or client requirements), and update job statuses on the go.
- Digital Documentation & Client Portals: Upon job completion, the system facilitates client confirmation via digital signature. All relevant paperwork is automatically generated and stored digitally as PDFs within the system. Furthermore, each client now has their own secure Hygienic Concepts portal, providing them with immediate access to their reports, completed job records, hazard waste certificates, and other vital documentation.
- Enhanced Workflow Management: The new system intelligently manages the “middle part” of the workflow. Job lists are downloaded from the legacy network software into the Quiet Storm system, creating individual “to-do” lists for each operator. As jobs are started and finished, the system logs the status, captures customer confirmations and generates digital paperwork.
- Comprehensive Data Capture: The system also diligently records mileage at all points of the day, as well as technicians’ start and end times, providing granular data for operational analysis.
Benefits Delivered by Quiet Storm’s Solution:
The integrated mobile software solution delivered by Quiet Storm has brought about a transformative impact for Hygienic Concepts, providing significant benefits across various aspects of their operations:
- For the Client:
- Transparency and Accessibility: Clients now have a clear, easily accessible log of what jobs were completed and when, through their dedicated online portal.
- Instant Access to Documentation: No more waiting for physical paperwork; reports, completed job sheets, and hazard waste certificates are immediately available online.
- For the Operator (Field Technicians):
- Streamlined Workdays: Technicians have real-time access to their daily job lists and all necessary documentation, reducing preparation time and improving efficiency.
- Automated Timesheets: The system automatically logs their working day, including job start/end times and mileage, generating accurate timesheets that are used for both scheduling and salary payments (including overtime). This significantly reduces administrative burden and potential errors.
- Reduced Paperwork: The digital job bag eliminates the need for manual forms, making their work more efficient and environmentally friendly.
- For the Admin Team:
- Holistic Operational View: Admin staff gain a full, real-time overview of all ongoing operations, including the current status and location of all operators in terms of job completion.
- Improved Intervention and Correction: The system allows admin to perform various interventions and corrections where errors are identified, ensuring data accuracy and smooth operations.
- Enhanced Efficiency: Manual booking and tracking are replaced with a streamlined digital process, freeing up admin time for more strategic tasks.
- For Management:
- Improved Visibility and Planning: Numerous reports are now available, providing management with better visibility on routes, operator job performance, and overall operational trends. This data is invaluable for future planning, resource allocation, and optimising efficiency.
- Data-Driven Decision Making: The rich data captured by the system empowers management to make more informed decisions regarding staffing, scheduling, and service delivery.
By successfully bridging the gap between Hygienic Concepts’ legacy system and their remote workforce, Quiet Storm has delivered a robust, integrated, and user-friendly mobile software solution that has significantly enhanced operational efficiency, client satisfaction, and overall business intelligence.
Testimonial
Partnering with Quiet Storm has been a truly valuable experience for Hygienic Concepts. Like many businesses, we faced challenges modernising our older working practices, with various obstacles slowing down our journey toward digitalisation. Quiet Storm took the time to understand our goals and the phased approach we envisioned for transforming Hygienic Concepts.
The bespoke mobile workflow solution they delivered has revolutionised the way we work. Our technicians now have real-time access to job details and documentation while in the field, and our admin team benefits from a fully digital, streamlined job management process. Clients now enjoy immediate access to reports and certificates through their secure online portals, which has significantly improved transparency and service delivery.
The integration with our legacy system was smooth and carefully managed, and the operational insights we now gain from the platform are essential for better planning and more informed decision-making. Quiet Storm didn’t just deliver software—they delivered a more intelligent, efficient way of working. We’re extremely pleased with the outcome.
Matthew Hill,
Managing Director,
Hygienic Concepts Environmental Services