Naomi Ellis – Okappy https://www.okappy.com Rethinking workforce management Tue, 01 Jun 2021 19:32:40 +0000 en-GB hourly 1 https://wordpress.org/?v=5.8 97353426 How Can You Use Okappy to Improve Cash Flow? https://www.okappy.com/improve-cash-flow/ Tue, 30 Mar 2021 15:46:36 +0000 https://www.okappy.com/?p=19635 Okappy is an online communications and workforce management platform which helps you manage your work, whether done by employees or subcontractors. Not only does it provide transparency and control, it can also be used to improve the cash flow of your business. Here's 5 reasons how: 1. Improved invoice turnaround With traditional [...]

The post How Can You Use Okappy to Improve Cash Flow? appeared first on Okappy.

]]>

Okappy is an online communications and workforce management platform which helps you manage your work, whether done by employees or subcontractors. Not only does it provide transparency and control, it can also be used to improve the cash flow of your business. Here’s 5 reasons how:

1. Improved invoice turnaround

With traditional paperwork systems, companies are often left waiting for certain details from a particular individual, such as a signature on a job sheet before the invoice can be processed and sent. Often this paperwork can go missing along the chain – meaning that the process has to start all over again! With Okappy, invoices can be sent straight away from the job desktop dashboard upon confirmation of the completion of a job. This helps you get your invoice paid faster, ensuring no payments are forgotten.

“The turnaround time from accepting a job to invoicing it is now a lot quicker. Before Okappy, raising an invoice could take weeks. Now we invoice minutes after the job has been completed. Since the job details complete with signature are instantly available, any invoice queries can be instantly answered by anyone with system access, levels of access can be set as required.” – Clare, Accounts at RPS.

2. Only do work for those companies that have paid their bills

With late payments endemic and the risk of company bankruptcies looming large. You don’t want to do work for companies that might never pay. With Okappy you’re alerted if you add a job for a customer with unpaid invoices.

  • Adding a Job

As you add a New Job for a customer you can quickly see the outstanding balance for that customer. This means you will be more aware of when payments are behind, so you can decide whether you want to do the job before the customer has settled the balance.

  • Reports

You can run a report for outstanding invoices for particular customers over a period of time. This way you can make better decisions about whether you want to continue to add jobs for customers with outstanding payments; allowing you to plan ahead and budget accordingly.

3. Integrations with other systems

Okappy works with a number of other system including popular accounting software.

You can easily export your invoices into your accounting software saving you from duplicating your data from one system to another; thus saving you time. You can run various reports from your accounting software for example a cash flow statement, P&L report and aged debtors report etc. This allows you to get a comprehensive view of the financial position of the company. Looking at the data can help you analyse your expenditure and make better budgeting decisions for the months ahead. With some accounting software, such as Xero, you can even view financial information on-the-go on your smartphone.

4. Increased transparency

One of the main benefits of using Okappy to improve cash flow is that all the data for jobs, invoices and payments are logged into one secure system. This can be accessed anywhere and anytime to yourself and your customers. This reduces job sheets getting misplaced or lost, and also means no more missed invoices! With everything being logged onto the system there is more accountability surrounding payments and cash.

5. Improved efficiency around job scheduling

The job scheduler allows you to allocate reactive work to your engineers more efficiently. The location tracking software means you can see what engineers are closest to a job in order to allocate in the most cost-effective way – saving you more money on travel expenses.

For more tips on how Okappy can be used to improve cash flow check out our blog posts:

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post How Can You Use Okappy to Improve Cash Flow? appeared first on Okappy.

]]>
19635
Foster Coldstores: Case Study https://www.okappy.com/foster-coldstores-case-study/ https://www.okappy.com/foster-coldstores-case-study/#respond Fri, 27 Nov 2020 16:38:02 +0000 https://www.okappy.com/?p=31670 Coldstores Limited is the market leading British manufacturer of cold rooms and has been operating out of its factory in King’s Lynn, Norfolk since 1968! They also operate internationally installing cold rooms across Europe and further afield. They supply refrigeration equipment to a variety of markets including restaurants, hotels, sporting venues, government run facilities [...]

The post Foster Coldstores: Case Study appeared first on Okappy.

]]>

Coldstores Limited is the market leading British manufacturer of cold rooms and has been operating out of its factory in King’s Lynn, Norfolk since 1968! They also operate internationally installing cold rooms across Europe and further afield. They supply refrigeration equipment to a variety of markets including restaurants, hotels, sporting venues, government run facilities and more.

We spoke to Adam Daniels, Installation Manager at Foster Coldstores to find out how they’re using Okappy. 

Why did you start using Okappy?  


Basically, we needed something that was going to streamline and tidy up our way of working. When we do installations, we have installation reports which involve getting photographs of bits of paper and signed sheets. But it wasn’t electronic, and it wasn’t how it should be. The approach to our systems needed to be made more professional. We went to a couple of different companies and chose Okappy as the best option that suited our business.

What made you choose to go with us?

The way we could essentially design our own forms in our own formats. A few of the others didn’t really give us that option. As well as that it was also due to pricing and how it worked within our business, and the subcontractors that we use. Everybody has a mobile phone or smartphone these days. So the app works an absolute treat with how we operate the business and work with our subcontractors.

How do you use the Okappy system with your workforce ?

We have our admin staff logged on and all are able to connect to our subcontractors on the system. The subcontractors don’t have the same level of access that we have in the office to view the forms – they just have the ability to fill it in and send it back. We see that number of people using Okappy growing as we add more forms. It’s getting positive feedback from the installation teams and everybody that’s using it within the office.

What’s the main difference before and after using the system?

It’s basically tidied up how we work. There’s real-time information in terms of when installations are complete. Previously, we would have a paper form that was signed and filled in, and then it would be issued back to the office either by scanning it in through a printer or photographing it in. Obviously, not everybody’s handwriting is legible, especially over a photo. Basically, what Okappy has done is given us a clearer picture of the installations.

When we run an audit, have a customer come to us for any service problem or any Installation Information, the actual form that we have is a lot more professional. We feel confident they’re not going to look at it and go, “What’s this? This doesn’t make any sense to me, this could have been done by anybody!” It’s really tidied up what we do, basically.

How has Okappy helped save time?

To estimate, it would be difficult, but what it has done is definitely save time where the finances are concerned. It’s saved time for various departments.

For example, the finance department now uses the Okappy system as reference for completed jobs. Before, they would phone a supervisor to find out when a job was finished and what the status of the job is, and from there work out the percentage of completion for invoicing and for paying off invoices to the subcontractors. But the information on Okappy reduces these types of phone calls and reduces errors in the process. The time saved from not having to phone people up is massive. 

It’s also saved the office time. Especially due to keeping a real-time log of installations – how they’re progressing and when they’re likely to finish. And it’s now become a lot more streamlined for the guys on site due to using the app, and not having to return to the office as much. 

How do you use Okappy Portal+ to collaborate with the network?

We love the networked element of Okappy Portal+. It means that the system doesn’t just work in-house, but also externally along the whole chain of work. This is especially useful in streamlining the way in which we work with our many subcontractors. It’s not only streamlined the operations, but it’s also improved our professional relationship with them. 

The job is generated in the office, the individual installation is generated in the office, it goes into a file and then we have basically a labour book. The job is obviously given an allocated installation date. Once that job is allocated to a labour slot, the individual or team doing the installing is then issued the Okappy link to the job. It’s initially done via our admin team in the installations department, they generate it. In the near future, this process will be a lot more automated. 

How have you adapted to challenges presented by Covid-19? 

Going digital has meant that we’ve had a lot less contact with customers. Whereas before, you would always run through the installation completion file or commissioning sheet with the customer. As it is now, all this can be done away from site. It can then be digitally issued to the installation team on site. We have less face-to-face interactions which has improved the safety of our workforce. 

We have a better file management and better information within the actual individual job files. Basically, it’s just tidied up everything we have.

What’s your favourite feature?

The only thing that we have found super useful is the radar. It’s really, really good because if you have a phone call from a customer, you can get them some real-time information as to where the individual service engineer, technician or installation team is.

Ready to make your life easier with Okappy? 

Check out our free trial or request a demo to see Okappy in action!


You may also be interested in:

Be the first to hear

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post Foster Coldstores: Case Study appeared first on Okappy.

]]>
https://www.okappy.com/foster-coldstores-case-study/feed/ 0 31670
How to Successfully Manage Your Workforce Over The Festive Season https://www.okappy.com/how-to-successfully-manage-your-workforce-over-the-festive-season/ https://www.okappy.com/how-to-successfully-manage-your-workforce-over-the-festive-season/#respond Fri, 27 Nov 2020 16:34:06 +0000 https://www.okappy.com/?p=31665 The festive season is fast approaching, and this year will be a Christmas like no other. Businesses are not only navigating the Covid-19 restrictions, but also figuring out how to best manage the workforce effectively over the holiday. The season of goodwill and joy can also bring with it a minefield of challenges for [...]

The post How to Successfully Manage Your Workforce Over The Festive Season appeared first on Okappy.

]]>

The festive season is fast approaching, and this year will be a Christmas like no other. Businesses are not only navigating the Covid-19 restrictions, but also figuring out how to best manage the workforce effectively over the holiday.

The season of goodwill and joy can also bring with it a minefield of challenges for managers and directors; from struggling to service demanding clients, to meeting tight deadlines and keeping staff morale high. With the chance for people in the UK to meet with families for the first time in months across a 5 day window, staff holidays and annual leave could present tensions.

Here are our tips for successfully managing your workforce over the festive season:

1. Outsource work to subcontractors you can trust

With more people taking time off, you may need to outsource some of your work to subcontractors. And working with people that you can rely on is crucial. The key here is making the most of your network of trusted stakeholders to hire the right subcontractors. Chances are you have worked with them before, or otherwise you could ask industry contacts for their recommendations. 

With Okappy Portal+ you can allocate work to subcontractors at no extra effort or cost. Simply invite them as a connection to the system and send them a job! They can then update the progress of your job as they go; ensuring you are kept in the loop and reducing some of the stress involved in working with someone new. 

2. Boost staff morale

According to a survey by Accountemps, over a third (35%) of workers reported feeling more stressed during the holiday season. The biggest sources of stress include balancing work duties with holiday events (32%), taking time off and coming back to a heavy workload (23%), and having fewer coworkers to take on some of the duties (18%). Throw Covid-19 in the mix and we could be in for a rough  ride.

As managers and department directors, it’s your responsibility to look after your workforce in the best way you can. Celebrate the end of a tough year by giving back and offering people some sort of christmas perk. You could run a competition or a virtual secret santa. A little can go a long way in making people feel valued. 

3. Manage the workforce smoothly with Okappy Portal+

If 2020 hasn’t already highlighted your need for a simple digital workforce management system, then it soon will. Okappy Portal+ will save you time, money and stress. It’s easy-to-use, so you can get up and running in record time. And any short amount of time spent implementing the new system will soon pay back in the amount of time saved in the long run!

“It’s saved me as an individual, around 20-30 hours a week, which is over half my working week! Overall for the company, it’s a lot more than that.” – Kale Grieves, director at Liquid and Gas Ltd

“We have all our clients set-up on the system with all of their contacts. Using Okappy Portal+ means less copying and pasting from one system to another. It’s perfect for us! For anyone that is considering trying out the system, all I have to say is to 100% do it! It saves you so much time!” – Brook Clements, Director at Clemlec Ltd

Ready to make your life easier with Okappy?

Give us a call on +44 (0) 207 099 56 98, check out our free trial or request a demo to see Okappy Portal+ in action!

You may also be interested in:

Be the first to hear

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post How to Successfully Manage Your Workforce Over The Festive Season appeared first on Okappy.

]]>
https://www.okappy.com/how-to-successfully-manage-your-workforce-over-the-festive-season/feed/ 0 31665
How to Make The Most of Okappy’s Market Network https://www.okappy.com/how-to-make-the-most-of-okappy-market-network/ https://www.okappy.com/how-to-make-the-most-of-okappy-market-network/#respond Thu, 29 Oct 2020 13:14:23 +0000 https://www.okappy.com/?p=31172 You may have a workforce management software that works well within your organisation, but communication difficulties still arise when it comes to a company’s customers and subcontractors. Sound familiar? A Market Network approach to workforce management could be just the solution you’re looking for. What’s this about a Market Network?  A Market Network is [...]

The post How to Make The Most of Okappy’s Market Network appeared first on Okappy.

]]>

You may have a workforce management software that works well within your organisation, but communication difficulties still arise when it comes to a company’s customers and subcontractors. Sound familiar? A Market Network approach to workforce management could be just the solution you’re looking for.

What’s this about a Market Network? 

A Market Network is a software-as-a-service tool which allows businesses to create a profile, connect with customers and subcontractors and manage their workflow; not just within their organisation but as they interact with other companies. 

Businesses using Market Networks for job management can receive jobs from customers on an online platform as well as add jobs for their employees and subcontractors. Accessible by computer and handheld devices, any jobs put through these systems can be viewed and updated in real time, meaning no duplication of information or having to chase up workers for reports. 

Users can also communicate with each other using the integrated instant-messaging system. Connecting in this way helps to ensure that messages are easily retrievable and not lost between emails, texts and forgotten phone calls.

How does it work?

It’s as easy as one, two, three… All you need to do is invite your connections to Okappy. Once they’ve accepted the invite you’ll be able to send and receive jobs to and from your wider network. Everything is streamlined onto one single digital workforce management system – meaning no more duplication, a lot less errors and a lot more time freed up as a result! 

Don’t believe us? Here’s what the community has to say about it…

Brook Clements, Director at Clemlec Ltd:

“We have all our clients set-up on the system with all of their contacts. Using the Okappy network means less copying and pasting from one system to another. It’s perfect for us! For anyone that is considering trying out the system all I have to say is to 100% do it! It saves you so much time!” 

 James Bryceland, Director at Discovery Fire Sprinklers Ltd:

“We’ve got a couple of subcontractors that do work for us, and they’ve also got Okappy. I invited them onto it and told them that this was the way. There’s going to be twelve of them altogether, by the time we are done. These are subcontractors that we’ll be working with quite regularly. The networked element to Okappy helps to streamline what we all do along the chain of work. It basically means we don’t have to duplicate job information between different systems!”

Aimee, Admin Manager at Westway Services Ltd:

“We have all our main subcontractors on our system that we assign jobs to. At the moment, we haven’t got all the bigger companies involved just yet, because we don’t use them often. Moving forward, if we did start getting a lot of abseiling work, for example, I’d encourage them to start using Okappy as it cuts out the duplication of information between systems.”

Graham Rowlands, Operations Manager at Darcy Group:

“We use Okappy to manage our contractors and subcontractors. This means you can use one system for everyone you deal with along the chain of work, without having to duplicate any of the job information. I’m looking forward to using it more in this way as we expand our network. The difference has been revolutionary. We were definitely apprehensive to approach digitising our systems, but once we started seeing the impact it had, there was no turning back. We’d like to transition to a 100% paperless business in the near future.”

Rick Peacock, Director of Basement Pumps Limited:

“We’re seeing a lot more collaboration in the industry with the use of multiple subcontractors for any one job. Okappy have a networked approach to job management meaning there is less duplication of information between the companies involved in the work. Using a networked system is great as you can add jobs and send them to your subcontractors and view the latest status of the job as it’s updated.

 If you’re a company that values customer satisfaction like we do, then Okappy is great. They really understand that too. You can even invite your customers onto the system and let them add and view their jobs themselves. Okappy are happy to offer demonstrations and training to companies who want to understand the latest way of working, and there’s no pressure to commit to anything straight away. They also offer a lot of help and support in different formats including video tutorials on their YouTube channel, forums and support articles. So you can give yourself a crash course in your own time and in a way that you’re most comfortable with.”

James Friar, Director at Pro Waste Ltd:

“The impact has been that it saves a considerable amount of time both for us and the clients we work with. Okappy cut out the email train, and has reduced the ‘back-and-forth’ that came with it. We’ve also been relieved of the stress of someone having to sift through them to find certain details and then assign the job. As a company, we communicate with a lot of contacts on a daily basis. We have a big network of people reporting onto Okappy each day including our engineers, contractors, subcontractors and customers. Having a simple platform to put all the information for defect management in one place has made the job much smoother. It just comes through the app and it’s done!”

Ready to make your life easier with Okappy? 

Check out our free trial or request a demo to see Okappy in action!

You may also be interested in:

Be the first to hear

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post How to Make The Most of Okappy’s Market Network appeared first on Okappy.

]]>
https://www.okappy.com/how-to-make-the-most-of-okappy-market-network/feed/ 0 31172
5 Ways Housing Associations Can Improve The Way They Work https://www.okappy.com/5-ways-housing-associations-can-improve-the-way-they-work/ https://www.okappy.com/5-ways-housing-associations-can-improve-the-way-they-work/#respond Thu, 29 Oct 2020 13:10:31 +0000 https://www.okappy.com/?p=31167 Job management for housing associations frequently involves communicating between a number of different stakeholders, such as the management committee, housing officers, finance departments, maintenance officers and various subcontractors. The hierarchical and complex organisational structures often cause delays, as information has to move through a number of different departments.  A survey by Unite the Union [...]

The post 5 Ways Housing Associations Can Improve The Way They Work appeared first on Okappy.

]]>

Job management for housing associations frequently involves communicating between a number of different stakeholders, such as the management committee, housing officers, finance departments, maintenance officers and various subcontractors. The hierarchical and complex organisational structures often cause delays, as information has to move through a number of different departments. 

A survey by Unite the Union found that 62% of the 320 housing association employees said they had experienced work-related stress in the past year, while nearly half felt their workplace was not good for their mental health.

Siobhan Endean, national officer at Unite, said that the findings were “profoundly disturbing” and it was clear that workplace stress was at “epidemic levels” in the housing association workforce. The report also found that 40% of respondents said they did not work for a well-managed organisation, while 42% said they did not feel valued at work.

It’s time things changed. In a world that’s increasingly digital, where remote working is now a normal part of everyday life, housing associations and councils need to act now to address their inefficient working practices , or risk falling out of step with the modern world of work. 

So, what steps can you take to improve? 

1. Embrace transparency

A transparent company culture can impact an entire industry and increase productivity amongst the workforce. According to the Bonusly’s 2019 Engagement and Modern Workplace Report, highly Engaged employees are 2.5x more likely to report working for a transparent organisation than Actively Disengaged employees. 

The first steps to transparency are building strong foundations of trust. This means ensuring that your workforce has the right communications and collaboration tools. Outdated communication tools can be a major barrier to transparency. Especially if you’re working across different departments and with a remote workforce, like housing associations often do. Make sure you have an easy and efficient way for the workforce to connect with one another and to share crucial information. 

Other things you can do:

  • Share challenges
  • Share progress
  • Share success

When it comes to solving complicated challenges, you never know whether someone else might have a simple solution unless you share. Recognising the successes of the organisation, its departments, and its individuals with everyone can be a major boost to workforce morale. 

Another step you can take is making the mental shift from asking “is it absolutely necessary to share this?” to “is it absolutely necessary to conceal this?” It’s as simple as that. 

2. Cultivate strong interdepartmental relationships

Strong relationships are the foundation of every healthy organisation. They not only improve people’s wellbeing, but also drive workforce engagement, but it doesn’t happen automatically. Cultivating these strong relationships can be especially challenging when there are a number of different departments in the mix, all with varying vested interests. 

Building strong relationships in the workforce takes time, effort, and sometimes, dedicated team-building activities which can be done remotely. Research suggests companies should be creating spaces that encourage, and even generate “collisions.” Zoom pub quiz anyone? 

3. Inspire workforce autonomy

Everyone hates being micromanaged. Not only is it ineffective, but it does very little to inspire trust between the various stakeholders. If you hired someone to work for you as an employee or contractor, you should trust them to manage their responsibilities effectively and get the job done! 

You can put workforce autonomy into action by allowing people to exercise choice, let go of the 9-5 mentality and create decision-making opportunities. Shift the culture from being held accountable to embracing accountability as people take on and own their initiatives. 

4. Create stronger links with subcontractors

The housing association sector is heavily reliant on a network of subcontractors, whether that be for maintenance or whole estate management. Making sure the ties you have with these external parties are as strong as they can be is paramount to the successful running of a housing association. This means making sure communication with these stakeholders is as seamless and easy as possible. We’ll touch on this more in the next step…

5. Welcome new technologies

We’ve mentioned the importance of ensuring your company has the right communications and collaboration tools. But we bet you don’t know just how life-changing this can be when housing associations get this technology right. 

Okappy is a communications and collaborations tool with a difference. It operates as a Market Network, which means that you’re not stuck with having to duplicate the information into another system when you work with external stakeholders. 

You can invite contractors, customers and sub-contractors as connections, so you can seamlessly send and receive jobs in real time. This means less information gets lost, less time is spent following up on the status of a job and an overall improved work-life balance for all. 

“I now work so many less hours a week. I can actually go on holiday and enjoy myself. I don’t have to be constantly on the phone every minute. It’s made my life so much easier. I don’t know what we’d do without it. Using Okappy is a no brainer!” – Kale Grieves, director at Liquid and Gas Ltd

Which of these steps are you going to take first?

Even a truly amazing housing association will always be a work in progress, evolving in tandem with your organisation, it’s people and all the stakeholders involved. Our tip? Start with improving your relationships through the use of a digital communications and collaborations tool. It contributes to so many of the factors we discussed above, and is an initiative that’ll make everyone feel good. 

To see how easy it can be to implement, check out our free trial or request a demo to see Okappy in action!

You may also be interested in:

Be the first to hear

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post 5 Ways Housing Associations Can Improve The Way They Work appeared first on Okappy.

]]>
https://www.okappy.com/5-ways-housing-associations-can-improve-the-way-they-work/feed/ 0 31167
3 Steps to Recession Proof Your Organisation https://www.okappy.com/3-steps-to-recession-proof-your-organisation/ https://www.okappy.com/3-steps-to-recession-proof-your-organisation/#respond Fri, 21 Aug 2020 17:09:55 +0000 https://www.okappy.com/?p=30248 It’s official. We’re in a recession. UK economic growth has been in the negative, dropping by 20.4% between April and June 2020. It’s worth remembering that most of the damage was done in April, during peak lockdown. GDP growth has been creeping up since May and if you have a look at the Okappy [...]

The post 3 Steps to Recession Proof Your Organisation appeared first on Okappy.

]]>

It’s official. We’re in a recession. UK economic growth has been in the negative, dropping by 20.4% between April and June 2020. It’s worth remembering that most of the damage was done in April, during peak lockdown. GDP growth has been creeping up since May and if you have a look at the Okappy business activity index page it shows that work has been bouncing back. 

⁠⁣⁣But, in these uncertain times, there are things you can do to help your workplace get in the best possible position to ride it through. Here are our 3 steps: ⁠⁣⁣

1. Revise your plan

Chances are, the plan you had at the start of 2020 for your company or department has gone out of the window. In the chaos of lockdown, you may not have had a chance to properly revisit it. Have a look at some of the key targets you set at the beginning of the year and see how they can fit in now. If they’re no longer applicable, scrap them and work out what they should be for the rest of Q3 and Q4, moving into 2021. 

The most important things to consider are the key risks to your area of the business. Work out whether the risk is too high for certain aspects and respond by spreading the risk. This could include taking steps to reducing debt or moving some of your business operations to a different location.

Following on from assessing risk, scenario analysis can be a helpful way to test different models to help mitigate future loss. Start by defining the objective and gathering data. Identify the key factors, trends, and uncertainties that may affect your plan when it comes to operations and finances.

It might be helpful to do a PEST analysis to help you analyse the political, economic, socio-cultural, and technological changes in your business environment. You can develop potential scenarios by separating certainties from uncertainties to understand the risks to your workplace in the short, medium and long term.

2. Finesse your finances 

Having a large volume of jobs doesn’t necessarily mean your workplace will come out top – the real defining factor is cash. A review of your business finances will be a big part of recession-proofing your organisation. Take a long hard look at the state of your cash flow within your department. What you have coming in and out – and when – will have a knock on effect on whether your workplace is in a fit state to ride this out. 

Work out if there are any unnecessary expenditures that your team can permanently or temporarily cut. Have a look at what sorts of clientele are bringing in cash and paying invoices on time. Can you focus efforts on helping to secure more of the same?

If you’ve done all of this, but capital is holding your department back or you’re not able to cover the costs to pay the suppliers and team – a business loan could be a backup option. For businesses affected by Covid-19, many banks are offering special rates and application criteria, so it’s worth looking around at what is on offer for your organisation. Have a look at what government support is on offer too, as there may be a particular grant or scheme that you’re eligible for that will give your workplace the boost it needs. 

3. Keep connected

Staying connected with industry stakeholders is paramount for business longevity. This relies on healthy channels of communication between departments, employees, managers, customers and subcontractors.

Having one platform where communication takes place and is documented means that key details involving all aspects of the work are readily available and can be tracked if required. If your current channels of communication are fragmented and broken, it’s worth considering changing your methods. This way you will have all your information at your fingertips and your business will be ready to jump into action, instead of being caught up trying to trace what happened in the past.

Okappy can help. It saves you time, minimises mistakes, streamlines jobs and invoicing, and by integrating with Xero and other accounting packages, it offers tidy balance sheets you can show to your bank when you need a loan.

Ready to make your life easier with Okappy? Check out our free trial or request a demo to see Okappy in action!

You may also be interested in:

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post 3 Steps to Recession Proof Your Organisation appeared first on Okappy.

]]>
https://www.okappy.com/3-steps-to-recession-proof-your-organisation/feed/ 0 30248
How to Rebuild Trust In the FM Industry https://www.okappy.com/how-to-rebuild-trust-fm-industry/ https://www.okappy.com/how-to-rebuild-trust-fm-industry/#respond Fri, 21 Aug 2020 17:05:44 +0000 https://www.okappy.com/?p=30244 The construction and FM industry is crying out for change. Ever since the 2008 financial crisis, productivity in the UK has flatlined - and the construction industry has been one of the worst affected sectors. With the unprecedented impact of Covid-19 and the UK in recession once more, the industry will have to adapt [...]

The post How to Rebuild Trust In the FM Industry appeared first on Okappy.

]]>

The construction and FM industry is crying out for change. Ever since the 2008 financial crisis, productivity in the UK has flatlined – and the construction industry has been one of the worst affected sectors. With the unprecedented impact of Covid-19 and the UK in recession once more, the industry will have to adapt or face the consequences. 

The problem with trust

Trust is paramount if companies are going to work together successfully. Construction projects are the backbone of economic growth for many countries. Each year a magnitude of funds is funnelled into infrastructure projects – think HS2 and Crossrail in the UK. 

But often because of the sheer scale and complexity of these construction projects (the number of phases and contractual links, and the government involvement), scope for corruption in the industry is high. 

According to data from the Insolvency Service, the construction sector remains the second-highest ranking sector for insolvencies in 2017. This lack of trust and transparency, is not only detrimental to the future of the industry, but it is costing lives.

It comes as no surprise that the investigation into the Grenfell fire found out that the main contractor behind the refurbishment of Grenfell Tower offered cheaper, more combustible cladding while misrepresenting the savings the switch would lead to in a bid to “pocket the difference.” 

Dealing with large contractors like Rydon, in particular construction, facilities management or housing association organisations can pose big challenges for industry stakeholders. Often, it becomes all about pushing the costs down to the next person in the chain.

Feedback from an anonymous stakeholder working in construction reported how “there’s just no trust there, we have to hide our costs and add in extra costs because we know they’ll come up with any excuse to discount, delay or not pay our invoice.”

Now, with the unprecedented impact of Covid-19 and the UK in recession, having a solid foundation of trust is more critical than ever – not only for the survival of the industry, but for the health and safety of ordinary people living in the UK. 

A new way forward with Market Networks

Market Networks connect businesses with their customers and subcontractors. In this respect, they are similar to on-demand smartphone apps such as Uber and Deliveroo that connect their gig workers with customers – except that the users of Market Networks are not anonymous, nor are they particularly disposable to one another either. In fact, Market Networks are used to improve transparency and build long-term relationships.

Market Networks are typically created within a specific industry or around a particular area of expertise. Examples of Market Networks already operating within the UK include Houzz for home designers, Eventerprise for event planners, and for those in the trade industries – Okappy.

While the use of Market Networks is not yet widespread within the Construction industry, there are nevertheless several success stories of companies and individuals implementing Market Network systems already. 

Convert Water Ltd offer an all-round service to their customers, providing all elements of treatment and pumping of wastewater and sewage. They provide services as installers, subcontractors or main contractors, offering a total service package. They started using the Okappy Market Network to manage their workforce. 

Following implementation, Convert Water Ltd and their customers have a lot more visibility and control over the work they do. Information is updated in real-time and instantly available to all stakeholders, resulting in fewer calls from customers wondering about the status of a job and less chasing for information from their technicians. This extra time enabled Convert Water Ltd to focus on the areas of the business that really needed attention; resulting in growing the company approximately 40% year-on-year.

“It frees up our time and allows me to spend more of it visiting sites and bringing in more work. This wouldn’t have been possible without Okappy! My engineers can add jobs for themselves so, if additional work needs to be done while on site, they can quickly add it on. Alternatively, if they need to go back to do further work, they can schedule it straight away without having to chase me.” – Anthony, Director of Convert Water. 

Time for change 

“Covid-19 was the tipping point for us going fully digital. If Covid-19 hadn’t happened, we would have eventually gone down this route, but probably would have introduced it on a smaller scale with one contract at a time.” – Ewen Maclean, Facilities Maintenance Manager at Lewis Builders Ltd.

Covid-19 is causing us to rethink how we work and restructure industries across the board. If the FM and Construction sectors don’t make changes now, it could be too late. 

How Okappy can help

Okappy is designed to streamline your communications and workforce management processes, and is one solution that could help reduce disruption to your business. With Okappy you can communicate with your network, send and receive jobs, manage your workforce remotely, run reports, and raise invoices – all on one platform. You can receive updates to job details as they happen and view all important documents needed for the work in one secure place. To learn more, request a call here.

You may also be interested in:

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post How to Rebuild Trust In the FM Industry appeared first on Okappy.

]]>
https://www.okappy.com/how-to-rebuild-trust-fm-industry/feed/ 0 30244
How to Do 2 Things at Once (With Okappy) https://www.okappy.com/how-to-do-2-things-at-once-with-okappy/ https://www.okappy.com/how-to-do-2-things-at-once-with-okappy/#respond Thu, 23 Jul 2020 12:13:31 +0000 https://www.okappy.com/?p=30037 Use the split view for Okappy on your iPad and do two things at once! If you use the iPad version of the app, read on to find out how you can use Okappy to multitask and streamline your work! What does the split view do?  You can now choose to split the view [...]

The post How to Do 2 Things at Once (With Okappy) appeared first on Okappy.

]]>

Use the split view for Okappy on your iPad and do two things at once! If you use the iPad version of the app, read on to find out how you can use Okappy to multitask and streamline your work!

What does the split view do? 

You can now choose to split the view on your iPad screen so you can use Okappy alongside other applications. You can have the two apps side by side or one hovering over the other. The split screen feature on iPad allows you to open Okappy while another application is open or vice versa.

The split and popover view on iPad (can look at our app, email and or safari at the same time to make working a breeze).

What does this look like in practice? 

This means that while you are using another application you can open Okappy on one side briefly to check something, or leave it open to follow the status of a job.

When you get an alert for a new job that’s just come in, you can open Okappy to check the job details without closing what you were already doing.

This also means that you can keep Okappy open while quickly checking something else, such as an email, messaging service or chat app.

So for example you could…

  • Look up some prices on one side, while referencing the job requirements in Okappy on the other side
  • Check your calendar while considering accepting a job 
  • Or, check your Okappy schedule while considering an invitation from a friend

How does it actually work?

We made the Okappy interface more dynamic so it works in almost any size or shape your device needs it in.

This means it can fill the screen when you need to focus on your job schedule or sit beside another application, such as your customers web page, an email from your office or a map giving you directions to the site. 

Any other cool tips or tricks?

This change means that Okappy works in any orientation on any iOS device.

iPhones don’t support split screen, but you can now use Okappy in landscape on your iPhone or portrait on your iPad.

How can you use this feature to make your working life easier?

It’s a way of doing 2 things at once – like magic (but, not quite)! Have a read of this article on apple to find out more about how to use it. 

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post How to Do 2 Things at Once (With Okappy) appeared first on Okappy.

]]>
https://www.okappy.com/how-to-do-2-things-at-once-with-okappy/feed/ 0 30037
Case Study: Lewis Builders Ltd https://www.okappy.com/case-study-lewis-builders/ https://www.okappy.com/case-study-lewis-builders/#respond Thu, 23 Jul 2020 12:06:52 +0000 https://www.okappy.com/?p=30036 Lewis Builders Ltd are located in the Western Isles of Scotland and provide Building services, Civils,  Plumbing ( gas and oil services) for both commercial and domestic contexts as well as Electrical and Refrigeration.  We interviewed Ewen Maclean, Facilities Maintenance Manager at Lewis Builders Ltd, about how they’ve adapted to Covid-19 and how Okappy [...]

The post Case Study: Lewis Builders Ltd appeared first on Okappy.

]]>

Lewis Builders Ltd are located in the Western Isles of Scotland and provide Building services, Civils,  Plumbing ( gas and oil services) for both commercial and domestic contexts as well as Electrical and Refrigeration. 

We interviewed Ewen Maclean, Facilities Maintenance Manager at Lewis Builders Ltd, about how they’ve adapted to Covid-19 and how Okappy is working for them! Read on for more…

Tell us a bit more about Lewis Builders Limited and what you guys do. 

We started as a construction company in 1989. Since then we’ve progressed into being a multi-trade organisation. We are involved with plumbing, gas and oil, for both commercial and domestic contexts. We also work in areas of electrical and refrigeration. 

Within the building sector we pretty much cover all trades, ranging from scaffolding and joinery, to painting and decorating. We’ve grown quite substantially  over the last 10 years or so, and it’s much easier to have everything underneath the one roof! We cover the whole of the Western Isles from the Isle of  Barra all the way up to the Isle of Lewis. There are about 70-80 people in the company with about 15 office and management staff, and around 60 engineers. 

We use Okappy for managing smaller jobs that we used to use job cards for. Now we’ve got about 20 different people using tablets to manage these types of jobs.

What made you get Okappy?

I started with the company just over 7 years ago and I have always  been  involved with looking after reactive/facilities maintenance. We started getting quite a lot of work from FM companies looking after the supermarkets up here. That then went to looking after the post and sorting office and various other commercial properties. Then about 2 years ago, we got a substantial size contact with the local council looking after all the council properties on the island.

Often the islands can be slower to uptake to technology, but we knew that on the mainland most of the management was being done digitally with handheld devices. A lot of the FM companies now want to have access to a system that gives them reference points for information around job timings and location, e.g. for when you’re going on-site and sign onto the job etc.

We knew that digital was the way things were going, but we were a bit hesitant to start with because of what the cost may be. In order to keep all the operatives working on facilities maintenance jobs, going fully digital would require us to buy an individual tablet or iPad for each person, on top of buying the software and training program. So we thought it was going to be quite a costly thing. 

Then obviously with everything that’s happened with Covid-19, we felt that now was the time to go as paperless as possible. Covid-19 pushed us to make the jump to digital a bit sooner, but it seems to be working pretty well for us so far!

Before Okappy, were you paper-based, or did you have another kind of digital management software that you used?

We essentially used paper job cards with an excel-spreadsheet-based system. We logged all the job information that way and did monthly reviews on the system to see what jobs went out, what ones we hadn’t billed for yet, and what ones were on hold etc. It was straightforward, but very time-consuming and there was a lot of paper involved!

A job card would be sent out and when it came back, it would come back with other bits of paper from the different companies who had their own job sheets they wanted signed as well. You were coming back with four sheets of paper! Then there was the invoice to go on top of that! A paperless system seemed to be the best way to avoid this kind of excess movement of paperwork between people. It’s worked out really well for us so far!

How much time has it saved?

We’re still in the very early stages, as we’ve only had the system for 5 or 6 weeks so far [July 2020]. During the first couple of weeks, we were still running a skeleton crew back from reopening after COVID. I’d say we’ve been using it in full swing now for about 4 weeks.

In terms of raising a job, and sending job information out – it’s been a massive time saver. We’re still learning different things and we’ve been really lucky that any question we’ve posed has been answered by the Okappy team pretty quickly as well! I can’t say that there’s anything I’ve asked that we haven’t been able to come to some sort of agreeable solution with. It’s worked very well for us.

 We do have some people who are not so used to technology that are slower on the uptake, but even they’ve noticed that there’s a massive difference in the time it takes to set up a job and send them out. It’s definitely for the greater benefit long-term for us – without a doubt! I can only see it getting better and better for us, as soon as we get used to it.

Are you planning on using it to collaborate with subcontractors and other people in your industry? 

Every different company we work for uses their own system for monitoring jobs, but it’s something that we’re going to possibly think about later.  I think getting it working for us first, before we start introducing any of our subcontractors is the best way forward.

How has Covid-19 impacted your business? Could you talk more about how it was a tipping point for thinking about going digital?

Covid-19 was the tipping point for us going fully digital. If Covid-19 hadn’t happened, we would have eventually gone down this route, but probably would have introduced it on a smaller scale with one contract at a time. 

We cover pretty much all the trades for the local council. That’s around 200 different sites between all the schools, care homes and places like that. We would have possibly been using it on those contracts first and reviewed how it would’ve worked, before introducing it across more and more of the stakeholders that we work for.  When Covid-19 came along it pushed us down the line of going as paperless as possible. 

We’ve introduced it across the whole company for every minor contract that we have. It’s probably been a good thing in a way because we’re pushing ourselves into just bringing it across the board, which I think is quite important.

Has the experience of Covid-19 and having to adapt, and then implementing Okappy, made you think about any other ways of growing the business?

We were at that crossroads  as a company anyway.  The company was set up by 2 people and one of them actually just retired a few weeks ago. Our company structure was changing and 2 new management people have come in. We had to change quite a lot of the systems and policies that we had. It’s definitely a growth stage for us.

We’re putting money into having new vans and new machinery that’s required. We’ve upgraded a lot of our welfare facilities. 

But we have to remember – it’s one step at a time. We’ve got operatives that are not so used to this kind of technology and it takes time to adapt. We’re changing a system that’s been in place for more than a decade and we’ve got to be careful. But, we’re definitely adapting and looking to grow in any way that we can!

What’s the best thing about Okappy?

I would say the best thing about Okappy is just being able to get instant updates on jobs. I used to get upwards of 15 calls a day asking me for an update on a job and what’s required, so being able to go in and just have all the information there, when they signed on, whenever the job’s complete, photos of any parts that are required and what was done on the job – it’s just brilliant! It’s such a massive, massive time-saver on my side of things.

Is there anything else that you’d like to share that we haven’t covered?

I would just say that everyone we’ve dealt with within Okappy has been extremely helpful. It’s maybe a cliched thing to say, but we’ve dealt with Joe and there’ve been a couple of different people that have helped us with technical issues. Joe was especially fantastic, and did a lot at the start. I think it’s a great system. Like I said, we’re still learning and adapting to it, but I see it being very beneficial for us in the future.

~

You may also be interested in:

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post Case Study: Lewis Builders Ltd appeared first on Okappy.

]]>
https://www.okappy.com/case-study-lewis-builders/feed/ 0 30036
Health and Wellness Tips For Your Workforce https://www.okappy.com/health-and-wellness-tips-for-your-workforce/ Sun, 31 May 2020 18:22:52 +0000 https://www.okappy.com/?p=29033 The last few months have been challenging for many of us. It’s more important than ever to take care of your body and mind at this time. Here are some health and wellness tips for you and your workforce.  Self isolating, social distancing and working from home may have left you bored, frustrated or [...]

The post Health and Wellness Tips For Your Workforce appeared first on Okappy.

]]>

The last few months have been challenging for many of us. It’s more important than ever to take care of your body and mind at this time. Here are some health and wellness tips for you and your workforce. 

Self isolating, social distancing and working from home may have left you bored, frustrated or lonely. You may have experienced periods of feeling low, worried or concerned about your finances, health or people you know – these are completely normal to feel under these circumstances. 

It’s important to accept that everyone reacts in their own way to the current situation, and, for most of us , these feelings will pass. Here are some health and wellness tips from us at Okappy for you and your workforce. 

Support your workforce 

Many people are worried about work and money as many businesses face a great deal of uncertainty. It’s important to take extra care of the people in your organisation during this time. 

The UK Government website has published it’s coronavirus guidance for employees,

including information on the details of Statutory Sick Pay and other things employers may be able to do to help. Acas (the Advisory, Conciliatory and Arbitration Service) also has information about coronavirus for employers and employees, including guidance on sick pay and taking time off to look after a child or other dependent.

If you are an employer or involved in running a business, you may find this coronavirus guidance helpful:

There is also information about what support is available for businesses:

Stick to a routine

It’s highly likely that the normal routines of people in your workforce have been disrupted and it’s probably not going to look how it did for some time. It’s important to think about how you can adapt, create positive new routines and set yourself goals. Writing things down can be a good place to start planning for your day or week.  

It’s also crucial to maintain boundaries between work and personal space.  If you’re working from home – keep the same hours you would normally work and stick to the same sleeping schedule. Make sure you’re taking time off as well. It’s easy to continue to work and never switch off when working and resting are in the same place. You could implement a marker to end the day, such as going for a walk or changing your outfit.

Do things you enjoy

Sometimes when we feel worried or low, we might stop doing the things we enjoy. Although some of those things are not possible to do anymore, think about how you could adapt them, or try something new! 

A whole host of restaurants have released recipes for their famous dishes for people to try at home – why not organise a meal “out” at home and invite friends to join in via a video call. If cooking isn’t your thing, there are a bunch of free tutorials and courses online for other options. How about hosting a pub quiz or music concert?

Look after your body

Building physical activity into your daily routine is also vital to keep both your mind and your body healthy. The majority of us don’t own exercise equipment like treadmills or heavy duty weights, but there are still a whole range of ways you can stay active. 

Many personal trainers and fitness bloggers are offering free classes online such as Joe Wick’s PE classes and Yoga with Adriene. You can also get the exercise in whilst cleaning your home, and going up and down stairs. It’s likely that many of us are finding ourselves sitting down for long – you can reduce this by setting alarms to get up and stretch, or even do a set of star jumps. These gentle seated exercises from the NHS will also help to improve your mobility and posture. 

People working in the Trades have a reputation for living off pies-on-the-go and energy drinks, but these options are probably doing you more harm than good. Fuel your body with nutrient-rich food and drink lots of water, so you can keep healthy and perform your best. 

Take care with news and information

Stick to the facts and get your information from credible sources you can trust like the GOV.uk, NHS and WHO – and fact-check any information you get from social media or Whatsapp group chats. Be mindful of what you share as inaccurate information can be harmful to others too. 

Consider limiting the time you spend consuming news stories and think about turning off alerts for breaking news on your phone to avoid getting overwhelmed. It might be helpful to set yourself a specific time to read updates or limit yourself to a couple checks a day.

Reduce stress with breathing and relaxation techniques

One way to relieve stress, anxiety and depression is through breathing exercises. This is a calming activity that takes just a few minutes and can be done anywhere. Have a read of this NHS article on breathing technique for stress, anxiety and panic. Also worth checking out, is this helpful article from Mind on relaxation tips and exercises to help you.

Stay connected

When we’re experiencing times of high stress, we cope better in company and with a support network. Try your best to keep in touch with your support network via phone calls, emails, social media and video calls. Lots of people are also finding the current situation difficult, so staying in touch could help them out too.

Get help if you need it

There are also lots of helplines you can call if you are in distress and need immediate help. You can call NHS urgent mental health helplines any time of day. Search ‘NHS mental health crisis’ to find local helplines and speak to a mental health professional. ⁣⁣

There are also many charities offering helplines, support and advice including:

  • The Samaritans Helpline: Offer emotional support 24 hours a day – in full confidence. Call 116 123 – it’s FREE!
  • ​⁣⁣The Mind Infoline: To answer questions about types of mental health problems, where to get help, drug and alternative treatments, and advocacy. Call the Mind infoline on 0300 123 3393 (UK landline calls are charged at local rates, and charges from mobile phones will vary considerably). Or email info@mind.org.uk.
  • Shout Crisis Text Line: For support in a crisis, you can text Shout to 85258 if you’re experiencing a personal crisis, are unable to cope and need support.

~

How Okappy can help

Okappy is designed to streamline your communications and workforce management processes, and is one solution that could help you reduce work-related stress and stay connected to the people in your business. With Okappy you can communicate with your network, send and receive jobs, manage your workforce remotely, run reports, and raise invoices – all on one platform. You can receive updates to job details as they happen and view all important documents needed for the work in one secure place. To learn more, request a call here.

You may also be interested in:

Leave your email below to stay up to date with our latest tips, tricks and trends on all things business?

 
 
 
 

The post Health and Wellness Tips For Your Workforce appeared first on Okappy.

]]>
29033