Client: JM2 Group
Who they are
JM2 Group is a ground maintenance company that provides a variety of cleaning and landscaping maintenance services to many of the UK's Block Management companies.
Problems they were having
By changing its business model and expanding its subcontracting to cover a wider range of services, JM2 Group wanted to become an all-encompassing service provider. But this shift in direction brought three distinct challenges.
1 - Higher volumes of communication
Managing their inbox was like a full-time job that involved sending out hundreds of emails every day to hundreds of subcontractors, requesting quotes, coordinating jobs and handling all the job completion information. This was too much for an entire team to handle, never mind one person.
2 - Inefficient subcontractor search
Their process of searching for and finding the right subcontractors nationwide for specific jobs lacked efficiency. For example, if they needed to track down five roofing companies with a rope access certification in southeast London, they would have to send a quote to each of them manually which proved to be incredibly time-consuming.
3 - Tracking the performance of subcontractors
They lacked an effective system for tracking which subcontractors they've used, when they used them, their performance, and their qualifications.
What we did
The main task was to simplify JM2's operations by building a supplier database.
This made it easier for them to manage subcontractors and grow their business without having more admin work.
How we did it
Building a supplier database
This new, easy-to-use database lets JM2 Group upload all their subcontractors' details - such as their certifications, services, and areas they cover. We also added a ratings system to track how well each subcontractor performs.
Automating communication
To cut down on their endless email exchanges, we set up a new system that automatically sends out SMS and email notifications to relevant subcontractors about new jobs.
This lets them check job details and upload quotes via a link without having to log in. All quotes and job responses within the system are then in one place, meaning no overcrowded inboxes.
Improving efficiency
We made it easier and faster for JM2 Group to search for subcontractors based on qualifications and location, speeding up the process of assigning jobs.
This lets JM2 Group manage more jobs without the need to hire more administrative staff.
Impact
The new system brought significant improvements to JM2 Group's operations, helping them scale from 10 jobs a day to 100 jobs a day without needing to hire extra administrative staff.
The quoting and job management process became much smoother, allowing them to handle the increased workload without incurring any extra costs.
This set the stage for future growth and expansion.