GBP 380k
Cost Reductions Identified
14%
Productivity Gain
22%
Overtime Reduction
GBP 2.1m
New Revenue Won
Challenge
A national facilities management provider managing portfolios across commercial, industrial, and institutional sectors was experiencing labour cost inflation outpacing service fee growth, eroding margin performance. The company suspected inefficiencies in workforce planning, shift scheduling, and task allocation but lacked systematic data to identify improvement opportunities. Labour represented 58% of operating cost, and even modest efficiency gains would significantly improve profitability. The company needed objective analysis of current practices and a roadmap to optimise labour deployment without compromising service quality or employee satisfaction.
Approach
Aston FM conducted a comprehensive labour management review across a representative cross-section of the client's service contracts, encompassing 120 FTE across commercial, industrial, and institutional sectors. We established baseline metrics for labour utilisation, including time allocation to different task categories, idle time, travel time, and overtime patterns. Detailed time-in-motion studies were conducted for key role types to establish time requirements for typical tasks. Shift pattern analysis evaluated whether scheduling aligned with facility demand profiles. We engaged directly with front-line supervisors and field staff to understand operational constraints and identify practical improvement opportunities. A detailed workforce planning model was constructed to simulate alternative staffing scenarios, pricing models, and scheduling configurations.
Results
The review identified GBP 380,000 in achievable annual labour cost reductions through a combination of scheduling optimisation (GBP 145,000), task bundling and route consolidation (GBP 120,000), and shift pattern reconfiguration (GBP 115,000). Implementation was phased over 12 months to minimise disruption and allow for adjustment. Productivity improvements were achieved by consolidating tasks geographically to reduce travel time and enabling single-visit service delivery. Overtime was reduced by 22% through improved shift scheduling aligned to actual demand patterns. Staff engagement remained strong throughout the transition, with the company reporting improved job satisfaction due to more predictable schedules. The labour optimisation provided a platform for winning price-competitive tenders whilst maintaining margin, resulting in contract wins valued at GBP 2.1 million annualised revenue.
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