How Cleveland Cleaning is using CleanLink to save time, reduce admin and take greater control of its growing business
Cleveland Cleaning (cleavelandcleaning.co.uk) provides commercial and specialist cleaning services across Shropshire and the West Midlands. A family-run business with more than 25 years’ experience, the company now employs 132 people and has been using CleanLink since 2018.
The business grew from two separate family-run cleaning operations, eventually coming together as Cleveland Cleaning. As the company expanded, owner Rob McCreadie realised that while its existing processes worked, there had to be a more efficient way of managing the growing business.
One example was stock ordering. Supplies were being ordered manually using handwritten paper forms, creating duplication and unnecessary admin. Rob began looking at alternative software solutions and, after reviewing a number of providers, chose CleanLink.
“We liked what we saw, especially the simplicity of the software being based around multi-sites. The other providers were trying to do that, but I don’t think they really got it right. They were more often focussed on the operators and not the individual sites.”
Putting CleanLink at the heart of the business
Cleveland Cleaning took a comprehensive approach to implementation, using as much of the CleanLink functionality as possible. They introduced Site Manager and the Mobile App for the supervisors, followed by the Portal when it became available. Although there was a learning curve for supervisors, the investment quickly began to pay off.
Audits could be completed on site and sent directly back to the office, while supervisors could report issues using forms on the Mobile App. Instead of waiting for paperwork to make its way back to the office, the team could see what was happening and respond much more quickly. This has helped Cleveland Cleaning become more proactive with resolving issues.
Removing unnecessary admin
The company has continued to introduce additional CleanLink functionality as it has become available. Stock ordering is one example: Cleveland Cleaning had previously developed its own QR-code system, allowing employees to submit stock requirements. While the system worked to an extent, it also created errors. With CleanLink, employees can order their own stock through a much simpler process.
“The CleanLink process is just so much easier. It’s helping us to be so much more efficient.”
The Holiday functionality has also made a noticeable difference. Employees can request holidays through the Portal as well as access their own information, supported by Cleveland Cleaning’s own ‘How To’ guides. The result has been fewer calls to the office team. Previously, staff questions could lead to lengthy conversations, with Rob estimating that the team could spend around an hour and a half a day simply dealing with these queries. Now, employees have the information and tools to manage much more themselves, freeing up the office team to focus on other tasks.
Employee onboarding has also been transformed through CleanLink. Previously, new employees would have to come into the office and spend an hour or more completing paperwork. If they forgot something, such as their passport, they would have to return. Now, new employees receive a link and complete their forms themselves. This has not only reduced admin but also provides Cleveland Cleaning useful insights into potential employees. Those who complete the forms quickly tend to demonstrate greater enthusiasm for the role. This has helped reduce the number of interview no-shows and often helps the team to decide which people to employee.
Payroll in a fraction of the time
Rob believes that Payroll has perhaps seen the biggest impact from the CleanLink software. As the business has grown, the number of employees has increased. Yet the time spent processing payroll has fallen dramatically.
“I would say that something that used to take a week now only takes a day or two. For example, at the beginning we could be spending about 5 hours on payroll the night before it was due, checking and rechecking. Now we do one run through that takes 50 minutes and we’re ready. We have triple the number of staff and we’re doing it in a quarter of the time…”
The reduction in manual processes has also helped eliminate errors, including mistakes with banking details. Across the business, Cleveland Cleaning has found that automating and connecting processes has saved a lot of time while improving accuracy.
Moving from ‘controlled chaos’ to control
Rob describes the old way of working as a form of “controlled chaos”. The team would keep going, knowing that eventually everything would get done, but there was always the pressure of wondering what might go wrong next. CleanLink has helped change that.
With processes in place, audits being completed, teams communicating with clients and information flowing back into the office, staff have a clearer understanding of what needs to be done. Rob says employees can now plan their day and complete around 90% of their tasks, compared with what could previously feel much more like a 50/50 chance of getting through everything.
The added bonus is by giving more responsibility to employees it has helped empower the team. Rather than relying on the office for every decision or piece of information, staff can access what they need and take greater ownership of their roles.
Using data to make better business decisions
CleanLink is not simply being used to manage day-to-day administration. The information generated by the system is also helping Rob make better strategic decisions. Management reports provide greater visibility of site budgets and costs, allowing the business to understand what is happening across individual contracts and model different scenarios.
This has become increasingly important as rising costs and changes to things such as the increase in Employers National Insurance and Statutory Sick Pay has put pressure on margins. Rather than relying on educated guesses as to the potential impact on the business, the team can run scenarios (prior to the changes) through the CleanLink system helping them to make informed decisions. It also gives Rob greater confidence when discussing pricing with clients.
“Without the data and the information, it’s really difficult to have the right conversations with clients regarding price rises.”
The system has also supported the business through periods of growth and change. When Cleveland Cleaning took on three private schools, bringing an additional 38 employees into the business, the employees had historically been paid fortnightly while Cleveland Cleaning’s existing staff were paid monthly. Rather than creating a major administrative headache, the CleanLink team were able to set up a separate fortnightly payroll cycle, simple…
The CleanLink team makes the difference
For Rob, the value of CleanLink isn’t just about the software. The support from the CleanLink team is an important part of the relationship. Whether it is a quick question or a more complex requirement, Rob knows he can pick up the phone and speak to someone who understands the system.
“It’s very much the team at CleanLink that makes CleanLink so good, because nothing’s a problem.”
That level of support has given Cleveland Cleaning the confidence to keep adopting more of the system’s functionality rather than relying on separate processes or workarounds.
Looking ahead
Cleveland Cleaning regularly reviews the systems it uses to make sure they continue to meet the needs of the business. Following a recent review, the team found no reason to move away from CleanLink. For Rob, one of the biggest strengths remains the fact that the system has been designed around site-based cleaning companies.
As Cleveland Cleaning continues to grow, the focus is on giving employees more access to information, improving communication and finding further ways to reduce admin. CleanLink has become an integral part of that approach – quietly connecting the processes behind the scenes while giving the team greater visibility, efficiency and control.
“You can tell that CleanLink has been designed for site-based companies and that’s what we need it for. That’s why I like it so much. It’s brilliant.”
