Build a Smartsheet or similar tool for operating business
Budget: $25 – $50 AUD
We operate a serviced office business, Corporate House. The business runs ten serviced office centres. Each centre is just a large office (~1,500sqm or around 30 offices) with a shared reception, kitchen and meeting rooms. Our Office Manager runs the office from the reception. Office Managers collectively use a VOIP phone system to answer phone calls on behalf of our customers. Office Managers also manage the cleaners who clean the premises.
Office Managers run the centres. We then have two Area Managers who oversee the office managers. The area managers report to the General Manager.
We want to build a basic tool using Smart Sheets (or similar) which allows:
1. us to measure the productivity of our office managers and the efficacy of our area managers.
2. office managers to easily confirm they have carried out these fundamental Daily Tasks by filling out a form to confirm:
a. Pre-start: confirm they have carried out their “pre-start activities” (ie cleaned the kitchen, emptied the dishwasher and logged onto the phone system prior to 8.30am)
b. Cleaning audit:
i. confirm they have carried out the audit
ii. log a special request for the cleaner (eg “Please clean office 3”) (“Feedback item 1 for Cleaner”)
iii. log an issue for the cleaner (“Feedback item 2 for Cleaner”)
c. Customer Check-in:
i. carry out a daily customer check-in
ii. log any notes from the customer check-in (“Feedback item 3 for Management”)
d. Productivity Reporting:
i. Phones – confirm number of hours office manager was "waiting in queue" the previous day (our phone system publishes this number at 5.15pm)
ii. Inbox – confirm number of emails in inbox at day end (should be low)
e. Feedback Log: log issues for management, property manangement and cleaners
3. us to easily change and upgrade the system
4. issues to be easily sent to additional parties (like the cleaner and property manager)
5. a “live dashboard" so OM can monitor how well they are completing daily tasks
The attached process maps and spreadsheet provides an indicative outline for how we see the system working.
In short:
1. each office manager would be given unique link for the Daily Tasks form;
2. this data would be inserted into a master sheet;
3. automatic reports, dashboards, live scoreboard, and custom reports could then be drawn from the information in line with those shown in the excel spreadsheet.
I look forward to receiving your proposals!
Office Managers run the centres. We then have two Area Managers who oversee the office managers. The area managers report to the General Manager.
We want to build a basic tool using Smart Sheets (or similar) which allows:
1. us to measure the productivity of our office managers and the efficacy of our area managers.
2. office managers to easily confirm they have carried out these fundamental Daily Tasks by filling out a form to confirm:
a. Pre-start: confirm they have carried out their “pre-start activities” (ie cleaned the kitchen, emptied the dishwasher and logged onto the phone system prior to 8.30am)
b. Cleaning audit:
i. confirm they have carried out the audit
ii. log a special request for the cleaner (eg “Please clean office 3”) (“Feedback item 1 for Cleaner”)
iii. log an issue for the cleaner (“Feedback item 2 for Cleaner”)
c. Customer Check-in:
i. carry out a daily customer check-in
ii. log any notes from the customer check-in (“Feedback item 3 for Management”)
d. Productivity Reporting:
i. Phones – confirm number of hours office manager was "waiting in queue" the previous day (our phone system publishes this number at 5.15pm)
ii. Inbox – confirm number of emails in inbox at day end (should be low)
e. Feedback Log: log issues for management, property manangement and cleaners
3. us to easily change and upgrade the system
4. issues to be easily sent to additional parties (like the cleaner and property manager)
5. a “live dashboard" so OM can monitor how well they are completing daily tasks
The attached process maps and spreadsheet provides an indicative outline for how we see the system working.
In short:
1. each office manager would be given unique link for the Daily Tasks form;
2. this data would be inserted into a master sheet;
3. automatic reports, dashboards, live scoreboard, and custom reports could then be drawn from the information in line with those shown in the excel spreadsheet.
I look forward to receiving your proposals!