Specialized Driving Force Ltd

Industry: Contracted out services to the transport industry
Services: Business Management Software

"You've enabled us to overcome a show-stopping bottleneck and to expand our business without taking on any more staff. We’re very pleased with the results."

About the Company

Specialized Driving Force Ltd was set-up in 1997 as a result of market demand for drivers completing their HGF (and other) driving courses (handled by an associated company) and getting their licences. The company predominantly services the needs of South-based customers, but has the capacity and resource to deal with demands on a much wider scale, offering a 24 hour, 7 days a week service. Structured for optimum flexibility, SDF specialises in ‘11th Hour’ crises – supplying cover for transport staff holidays, sickness and unforeseen peak business situations.

Challenges:

• To reduce the workload of the one person who had enough knowledge to allocate appropriately qualified drivers to particular contracts

• To provide him with the tools to improve office productivity

• To simplify the control of tachograph discs due for return to the office

• To set records for driving licence renewals and other critical dates

Solutions:

• Installed a personalised version of the Diary system to allow for drivers to be identified as ‘resources’ (to keep the software costs as low as possible)

• Set up a coding system showing the qualifications of each driver

• Set-up driver records showing licences and qualifications with related renewal dates

• Arranged for other members of staff to be able to cover in the event of absence, holidays etc

• Control return of tachographs discs

On first meeting my office was a blizzard of paper with lists on all the walls, post-it notes on the computer screen, papers on every working surface, including the desk, the side table and another working desk all with the phone ringing continuously.

Now there is very little paper, everything is calmness and well organised. When there is an overload other staff can step in to take the pressure and can accurately handle some of the telephone calls.

Everyone in the office knows the current driver allocations for today and as far in the future as the client wants to book, and drivers own availability/ holidays are also shown. The staff responsible for billing can see precisely who supplied what skills when and so can more easily prepare and send out invoices.

The overall results are:

- The original executive has been promoted and is now able to provide a better service looking after clients

- The number of drivers actually contracted out has increased by 100% without increasing the staff

- There is a comprehensive check that all the jobs are booked and invoiced out

- The problem of missing tachograph discs has been virtually eliminated

- Routine reminders for renewing driving licences are shown on the relevant day

- The whole operation has been opened up so that everyone knows the current situation and they all work together as a co-ordinated team."