Elevating Efficiency for Critical Maintenance

Overview‍

A family-owned Australian civil engineering company faced growing challenges in managing safety and compliance requirements across their office and field operations. Additionally, they were manually processing thousands of critical maintenance jobs weekly, which was time-consuming and inefficient. To address these issues, the company sought an automated solution to streamline processes, ensure compliance, and improve operational efficiency.

Challenges

• Manual Processes: Safety checks, compliance updates, and thousands of job entries were manually processed, leading to inefficiencies and high risk of errors.
• Real-Time Communication Needs: Field staff needed a system for real-time data input and job updates to reduce delays.
• 24/7 Operations: Jobs were received around the clock, requiring an automated system that adhered to escalation procedures, including out-of-hours and public holiday protocols.
• Resource Management: The lack of real-time visibility into team activities made it difficult to respond effectively to urgent tasks.
• KPI Compliance: Meeting contractual response time KPIs required precise tracking and reporting.

Solution Implemented‍

finao collaborated with the stakeholders to develop a comprehensive, automated system tailored to the company’s needs:

• Push Notifications for Jobs: The system receives job notifications and processes them automatically, categorizing by type and priority.
• Automated Responses: The system instantly informs the originator of job receipt and ensures urgent tasks follow escalation procedures for out-of-hours and public holidays.
• End-to-End Automation: The system replaced three manual staff roles, automating the entire workflow, from job receipt to completion.
• Real-Time Reporting and Overrides: Managers gained real-time visibility into team activities and could manually override schedules to divert resources for urgent tasks.
• KPI Monitoring: Real-time reporting ensures the company consistently meets contractual response time KPIs.

Outcomes‍

The implementation of this advanced system transformed the company’s operations:

• Efficiency Gains: Automation of the end-to-end process significantly reduced manual workload, saving time and costs.
• Improved Resource Management: Real-time visibility and manual override capabilities enhanced resource allocation for urgent tasks.
• Enhanced Compliance: The system ensured that both safety standards and job escalation protocols were consistently adhered to.
• Contractual Success: Real-time reporting on response times enabled the company to meet and exceed their KPIs.
• Scalability: The system provided a scalable framework for managing thousands of jobs weekly, supporting the company’s growth.

Conclusion‍

By automating safety, compliance, and job processing, the civil engineering company achieved significant operational improvements. The tailored solution streamlined workflows, reduced manual effort, enhanced resource management, and ensured compliance with regulatory and contractual obligations. This transformation has enabled the company to focus on delivering high-quality services while maintaining a safer and more efficient working environment.

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