In today’s fast-paced and highly regulated industries, staying ahead means not just collecting data but turning it into actionable insights. At Harvard Maintenance, we’ve embraced technology to transform the way we manage operations, ensuring continuous improvement, enhanced quality, and client satisfaction.
Through our innovative HarvardSmart technology, we’ve built a system that identifies deficiencies and provides a roadmap to resolve them effectively. We’re then using that data to drive excellence across our operations:
Utilizing Inspection Tools for Continuous Improvement
Our inspection process is powered by technology that evaluates facilities with precision. Each inspection scores areas on a scale of 1 to 5, with any rating of 2 or below flagged as a deficiency. These deficiencies are immediately routed as work orders to supervisors and cleaners for resolution. Once a deficiency is identified, site leadership works directly with the cleaner to address the issue. This includes ensuring they have the proper tools, understand the expectations, and receive on-the-job training to correct the problem. The area is reinspected after corrective actions are taken to verify it meets the expected standards.
By continuously monitoring inspection data and incorporating training based on that data, we ensure that every issue is addressed, and standards are upheld consistently.
Leveraging Data for Proactive Improvement
Our use of data extends beyond addressing deficiencies. We analyze the information collected through daily inspections, work order systems, and feedback to uncover trends and optimize our processes:
- Work Order Analytics: We review client work orders regularly to identify patterns in complaints or safety concerns. This analysis helps us pinpoint the route cause and an avenue towards solution including additional training or resources, ensuring issues are resolved before they escalate.
- QR Code Reporting: We’ve deployed QR codes that enable all staff to report safety or facility defects in real-time. These reports generate work orders in the client’s system, ensuring swift resolution and fostering a culture of vigilance and accountability.
- Proactive Issue Resolution: Our See Something, Say Something approach and One Team Culture with vendors demonstrates our proactive approach to identifying and resolving issues before they impact operations.
Enhanced Communication and Collaboration
Technology has also expanded our ability to communicate and collaborate effectively:
- KPI Audit Walks: Monthly walkthroughs with clients help align key performance indicators (KPIs) with their expectations. These audits inform our training programs, ensuring management and supervisors are well-equipped to maintain high standards.
- Comprehensive Dashboards: All data points—inspection scores, work orders, and QR code submissions—are tracked on a centralized dashboard. This allows us to monitor performance, identify trends, take timely action and communicate results.
- Streamlined Approvals: When a work order is submitted, it’s reviewed and approved by management before being escalated. This process ensures every issue is handled promptly and thoroughly.
Transforming Data into Excellence
With a data-driven approach Harvard is improving quality across our portfolio through regular inspections, targeted training, and diligent follow-ups. We’ve reduced downtime and enhanced facility operations by addressing issues proactively—often before they are reported.
At Harvard Maintenance, we believe data should work for you—not the other way around. By leveraging technology and turning insights into actions, we’ve created a system that drives continuous improvement, elevates operational quality, and enhances client satisfaction.
Let’s partner together to unlock the potential of your operations and achieve a higher standard of excellence.