Case Studies

Key Benefits

Streamlined communication

TMI have improved communication between field teams and the office by utilising the software’s real-time updates, task management features, and seamless sharing of data and reports.

Increased productivity

Automating processes and reducing manual paperwork has saved TMI significant time and reduced the chances of human error, helping field workers and admin staff stay on top of tasks.

Enhanced data accessibility and reporting

TMI use enhanced reporting and tracking features, allowing for improved data analysis, audit trails, and better decision-making through actionable insights.

Summary

TMI – Traffic Management Installations – are a leading traffic management firm operating across Ireland. Before Re-flow, manual processes often meant waiting weeks for paperwork to return from sites. Handwritten records led to client confusion, while physically storing documents made searching for records difficult, and caused invoicing and reporting delays.

TMI use the custom form builder to capture all the information, signatures, and photos they and their clients need from site. They’ve embraced the dashboard and its ability to give real-time visibility of jobs, vehicles, and personnel, along with many other streamlining features that have enhanced their professionalism and efficiency, while allowing the company to scale.

Organisation details

TMI – Traffic Management Installations – are a traffic management firm with offices in Cork, Limerick, Dublin and Cavan. They have brought together a skilled and experienced traffic management team, and provide a complete service for contractors and public services.

They possess a significant stock of traffic management equipment including all chapter 8 compliant materials, temporary traffic signals, temporary safety barrier systems, and 7 impact protection vehicles.

Challenges

TMI faced inefficiencies in managing paperwork, often waiting up to two weeks for operatives and supervisors to return documents, or just as long making corrections and adjustments before sending it to clients. The delays had an impact on their ability to invoice their customers and get paid on time.

With the company subcontracting for councils and governing bodies, they felt there was room to present their site reporting in a more professional manner.

Other key challenges included:

• Client confusion: handwritten worksheets were often unclear, making it difficult for clients to understand job details, track asset usage, and verify work was completed.
• Damaged documents: risk assessments, worksheets, traffic management plans, and other paperwork were frequently lost, ripped, or ruined by rain.
• Heavy reliance on paper storage: managing paper-based records required extensive printing, filing, and storage, with teams ordering multiple boxes of paper each month.
• A resistance to new technology: due to their paper-based manual systems having been in place for a long time, TMI had concerns that some of their operatives and management staff were reluctant to use technology at work.

Aims

TMI wanted to eliminate paperwork bottlenecks, streamline communication, and tailor the branding of the software and the presentation of data, forms, and reports not just for their internal use, but for their clients too.

They wanted to improve record keeping and gain instant access to all their data and information – from training records to historic worksheets.

The company looked for a system that could be customised to their unique workflows while making it easier to manage documentation, invoicing, and
compliance and to help them grow.

Key objectives included: 

• Supporting company growth: adopting a digital system that would enable scalability without creating too much pressure on admin, so the business could expand without operational strain.
  
• Encouraging digital adoption: ensuring that the software was user-friendly for all employees, even those less experienced with digital tools, to
  adopt seamlessly.

Solutions

Re-flow offered TMI a scalable, customisable field management system that could cover all their document and compliance needs. The software’s flexibility aligned with the company’s ambitions for long-term expansion and growth.

• A flexible, configurable platform: one of Re-flow’s key advantages is its adaptability. TMI would be able to configure the software to their needs, including building their own custom forms for capturing specific requirements – data, photos, signatures, all with time stamps and location proofing.
• As many forms as they need: TMI could make their own task and maintenance sheets and use Re-flow’s method statements, brake sheets, vehicle checklists, expense forms, holiday request forms, risk assessments and incident reports. They were also able to colour code documents to their preferences – purple HR forms, orange operations forms, and blue safety forms.
• Real-time oversight with the dashboard: with a centralised hub for all job-related information through a single digital system, Re-flow’s software would allow TMI to easily access job packs, risk assessments, and compliance documents in office and onsite in real time. Form submissions through Re-flow update to the cloud and are instantly accessible in the office, and the dashboard provides visibility of critical information like job scheduling, equipment tracking, and historical documents.
  Supporting growth and expansion: with company records, qualifications and operational data stored in one place, companies using Re-flow can scale efficiently. The administrative burden is significantly reduced, allowing expansion without being overwhelmed by paperwork or outdated processes.

Results

‘Nothing compares to Re-flow in terms of depth, how we can tailor it to our clients, how we can tailor it to ourselves. I don’t believe there’s anything else in the market offering that at this moment in time,’ Jamie O’Sullivan, TMI’s business development manager, said.

‘It’s been a huge benefit to our clients, to our sites, to our overall look as a brand, as a company. With all our documents in one place, it makes it almost seamless to expand and grow our company. [Our] offices in Cork, Dublin, Calvin…wouldn’t exist if it wasn’t for Re-flow.’

TMI use Re-flow for:

• Seamless document management
  Essential documents like traffic management plans, risk assessments, and worksheets are part of digital job packs. These are made available to every worker on site through the phone app, ensuring that they’re always available, easy to sign off, and the results are logged in the software. 
• Enhancing compliance and visibility
  Digital site audit reports provide a consistent, detailed approach to compliance across every job. Contracts managers can now audit teams at any time, generating real-time reports that ensure high standards. TMI have also gained visibility of job progress, vehicle allocation, and operational performance. 
• A single location
  Essential company documents are centralised on the app, from standard operating procedures to safety statements, company insurance, and training and qualification records. No need to chase for
  paperwork – everything is accessible at a moment’s notice, saving time. 
• Scheduling flexibility
  The scheduler has been adapted to suit different team needs. Contracts managers and business development managers use it to plan jobs and allocate resources, while the operations team organises supervisors and operatives by depot, allowing the team to efficiently manage workloads across multiple locations. 
• Streamlining digital forms
  TMI have replaced outdated paper forms with powerful digital alternatives. For example, operatives log their start and finish times directly in the in-app timesheet, logged with time and location if necessary, removing any discrepancies and ensuring payroll accuracy. 
• User-friendly system
  Despite initial concerns from less tech-savvy employees, Re-flow’s intuitive interface and support teams have made adoption easy. Features like digital holiday requests have simplified interactions between management and operatives, improving communication.
  

‘I would definitely recommend Re-flow to other businesses. In fact, I have recommended Re-flow to other businesses in the past. From its transparency to its streamlined paperwork and quality assurance, it’s a fantastic tool that’s helped us to grow and streamline our business.’

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