Facilities Management & Emerging Technologies

Transcription

1 Facilities Management & Emerging Technologies Presented by Hal Blackman OM04 9/6/2014 8:00 AM - 9:00 AM The handouts and presentations attached are copyright and trademark protected and provided for individual use only.

2 Facilities Management Best Practices and Emerging Technology Presented by Hal Blackman ~ Founder, President & CEO IST Management Services

3 Training Agenda Why Outsource Facilities Management Services? What Should Your Facilities Management Vendor Provide? What Emerging Technologies and Services Can Your Facilities Management Vendor Help Your Firm With? 2

4 Why Outsource FM Services? Your FM provider should bring a competency to the table that you cannot because its not your core function. Your FM provider should remove the administrative burden of managing support staff personal. When you outsource you need to find a vendor that will help you bring the following people, processes and technology to your firms. 3

5 Commitment to Full Time Employees No temporary employees Trained Support Personnel Most Employees have a hospitality background 4

6 Employee Training Online Computer Training Skills Video Training Modules Detailed Measurement of Each Employee s Training Progress 5

7 HR Profile Grade Level Work History Training Levels 6

8 Traditional Training Methods Skills Inventory On-Line Training Tutorials 09/30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /30/ /28/ /28/ /28/ /28/ /28/2011 ir6075 & ir Add Paper ir6075 & ir Add Toner ir6075 & ir Clearing a Jam ir6075 & ir Color Interrupt ir6075 & ir Double-Sided Copies ir6075 & ir Job Recall ir6075 & ir Making a Copy ir6075 & ir Meter Reads ir6075 & ir Panel Reset ir6075 & ir Reduce & Enlarge 06/30/ /30/ /30/ /30/ /14/ /14/ /14/ /14/ /14/ /14/ /14/2011 7

9 On-Demand Video Tutorials Video tutorials for firm wide processes These tutorials available on-demand to all employees Mr. Empowerment says: Be sure to speak clearly into the headset microphone. 8

10 Retention of Quality Employees Fun and Exciting Family Culture Security Drug testing Background checks Finger printing High Employee Retention in the industry 9

11 Employee Bonuses, Rewards & Recognitions Site Manager Bonus Plan Developing Manager SOP Revision/Creation Bonus Six Week New Hire 10

12 Career Path Transparent Levels for Compensation Top Level Management Positions Promoted from Within Executive Presence Testing to Identify Employees with Management Potential 11

13 Training, Time Reporting & Payroll System Proprietary Database Management System for Tracking any Employee and Training Levels Within the Copy Center or Enterprise Ability to Communicate to All Hourly Associates via Time Clock 12

14 Electronic Job Submission Web Based application that allows end users to submit copy jobs electronically 13

15 Copy Center Dashboard Tracks every job in our copy centers and ensures on-time delivery and satisfaction 14

16 Equipment Service Tracking Tracks every service call via the web including all copy jobs, malfunctions and number of paper jams serviced by employees 15

17 Mail Sorting Technology Database Management Systems show the exact location of the end user The use of voice recognition technology allows for the accurate mail sorting 16

18 Package Tracking & Signature Palm Technology Package Tracking integrated With other systems utilizing a single database Automatically generates reports on certified mail and package delivery Collects actual end user signatures Eliminate the need for paper mail run logs Real-time reports show when pickups have been made 17

19 Certified Mail Scanning Technology Outgoing Barrel Stamp images are captured & ed to the sender Return Receipt images are captured & ed to the sender ensuring delivery. IST stores all documentation to create certified mail reports upon request 18

20 Automated Management Report Technology Report creation via database not in excel spreadsheets Reports compiled automatically in less than five minutes Reports provided Monthly and as requested with live data Reports available in both print and digital format via the Client Information Center Easy to follow with full summaries 19

21 Customer Service Portal End User Access Team Electronic Copy Ticket Work Order Request Conference Room Management Change Password On-Site Employees Copy Center Mailroom On-Site Employees Package Lookup Equipment Center Open Service Calls Submit Problems with Machine 20

22 Work Order Request Technology Allows for easy, accountable requests for building maintenance services. Allows for request tracking and sends s apprising requestor of progress made in request fulfillment 21

23 Conference Room Management Web-based online conference room scheduling software allows for easy booking/reservation of all meeting rooms Reports that all meeting rooms are reserved in advance no exceptions 22

24 Measurement of Satisfaction Semi-Annual Client Survey Semi-Annual End-User Survey Semi-Annual Employee Survey Semi-Annual Site Audit Monthly Account Manager Meeting Feedback / Suggestion Cards 23

25 The Transition Team Dedicated, Full-time Transition Team Organized Implementation and Transition Process (daily, detailed updates) Weekly Transition Team Meeting with Customer Seamless Transition of Existing Staff (when appropriate) 24

26 Emerging Services and Technology Your FM provider should bring more value to your firm than just mail, copy and hospitality services. When you outsource you need to find a vendor that can improve your IT support services, litigation & ediscovery processes and records and document management. 25

27 IT Support Services Level 1 on-shore phone, chat, web and support with problem documentation and escalation to Level 2 if necessary Automatic ticket generation to provide users with continuous feedback 24/7 coverage and basic troubleshooting 26

28 Litigation Support Strategy No temporary employees Constant training of staff on best practices and technology Development and implementation of best practices Technology agnostic support 27

29 ediscovery ediscovery is the process used for taking large amounts of electronics files such as: Microsoft files PDFs Audio Recordings Text Messages Scanned Documents Etc. And removing the irrelevant documents to create an easy to search and review database of information. 28

30 Records Management Scan and index all records to create a 100% Electronic Records Room Track all records requests Streamline filing procedures Create records retention policies 29

31 Document Management Technology Proprietary web-based software that stores images and encrypts all files. Eliminates the need for ALL hard-copy files 30

32 HR Information Systems Technology Employee Onboarding Training Leave Tracking Time and Attendance Employee Self Service Payroll Performance Management Reporting Auditing 31

33 Legal Case File Document Systems Technology Outlook Folder Association, Quick File to Matter and Drag & Drop Scan Paper Files Directly in DocStor Legal with Full OCR Search Advanced Annotate and Markup Features Mobile Access Via Apple ipad App with Full Annotate and Markup Features Customizable Security Rights to Preserve Ethical Walls Advanced Encryption and State-of-the-Art Document Security 32

34 Question and Answer Your opinion matters! Please take a moment now to evaluate this session. Thank You! 33