Culverdocs supports a London-based professional cleaning company to achieve its environmental goals and transition to a paperless company.
- Employee onboarding
- Induction policies and procedures
- Cleaning reports and service feedback
- Key holders and PPE provision logs
- Vehicle checklist
Design Cleaning offers commercial cleaning, disinfection and decontamination services to organisations in the Greater London area. This includes healthcare, education, food-production and office cleaning for businesses all around London. Always attuned to its customers’ needs, Design Cleaning also offers cost-effective cleaning treatment against Coronavirus which allows customers to go back to using a contaminated area within 60-75 minutes.
Design Cleaning began working with Culverdocs in September 2020 with the goal of transitioning to a paperless company. The company has a strong environmental focus. Its fleet of vehicles is entirely electric. It uses recycled plastic for their wet-floor signs, buckets, or feminine hygiene bins. The cleaning teams use highly effective Synbiotic cleaning products which guarantee a safer and healthier indoor environment with a positive impact on the earth.
“Being eco-conscious is a very important part of our business model,” explains Design Cleaning Founder, Elad Amir. “All our forms were done on paper which was time consuming – and not in line with our environmental ambitions.”
When Elad received a recommendation for Culverdocs, he realised that the solution would deliver exactly what he wanted. Elad says, “I did look at a few options, but most platforms required me to create the forms myself but I don’t have the time for that. Although you can create the forms yourself with Culverdocs, they also offer forms creation as a service which suited me much better.”
Although you can create the forms yourself with Culverdocs, they also offer forms creation as a service which suited me much better.
Elad began by focusing on the most time-consuming process that involved a lot of paper forms: new employee onboarding. “We got up and running very quickly,” he says. “Culverdocs makes it all so easy to do, and it’s a very fair price – as far as I am concerned, I’m happy.”
The employee onboarding process required the creation of a series of electronic forms. This includes: contract of employment; DBS information disclosure; health questionnaire; induction policies and procedures, including COSHH and health and safety; and a new employee form.
“It used to take me 45 minutes to fill in the documents with an employee and then scan and submit it all,” says Elad. “Now, using Culverdocs, the same process takes around ten to fifteen minutes – that’s a saving of at least half an hour per employee. We’ve been using the forms for eight months now and it’s great.”
Based on the ease and success of the back-office forms, Elad began talking to Culverdocs about automating some of the paperwork that staff and managers had to complete as part of their work. For staff, this includes deep cleaning reports and specialist cleaning reports, such as kitchen extraction system cleaning reports. For managers, this includes monthly quality audits.
“Before the Culverdocs forms, the audit process was very ad-hoc, relying on photos taken and discussion with the team. Now it always follows a specific format, so it is more organised and systematically evidenced. It is much easier for me to record it, monitor it and benchmark it over a period of time – something I couldn’t really do before.”
It is much easier for me to record it, monitor it and benchmark it over a period of time – something I couldn’t really do before.
“The staff love the new e-forms,” continues Elad. “There have been no issues raised; it’s so simple to use. The cleaning report prompts them to take photos before and after – and Culverdocs has made it so simple and user-friendly.”
Elad has been particularly impressed by the support he has received from the whole of the Culverdocs team. “Communication is probably the most important thing in any working relationship – and Culverdocs are really good at that,” says Elad. “The support has been really good. Anything I ask, they are on it. They will have an answer for me within 24 hours max, usually one or two hours, depending on the complexity.”
As the business grows and business requirements develop, Design Cleaning is continuing to move processes online. The latest forms delivered by Culverdocs have included PPE provision logs, keyholder logs, and vehicle checks. Additional HR forms have also been created, including a record of discussion form which automatically saves to the employee records.
“We’re now completely paperless,” says Elad. “And the business is much more scalable – we can grow. Plus, I now have the systems in place to manage everything remotely. Culverdocs is an essential part of that. Everything is available online, so no matter where I am or what I am doing I always have the information I need at my fingertips.”
Elad says he has no hesitation in recommending Culverdocs. “Culverdocs has a great product and a great team,” Elad emphasises. “I enjoy working with Culverdocs. They do what they say they will, and they are incredibly cost effective. It has helped us to streamline our processes and improve our environmental impact at the same time, and their communication is the best.”
They do what they say they will, and they are incredibly cost effective. It has helped us to streamline our processes and improve our environmental impact at the same time, and their communication is the best.
Minutes Saved per Employee