Before the adoption of Info Exchange, The Royal Mail operation was beset by resource heavy, manual processes. Andi Whittle explains; “We were mostly paper based and providing access to building information when a contractor came to site was very difficult and time consuming. We also undertake annual compliance checks on all our buildings, which previously generated c130,000 pieces of paper that needed to be filed in the site log book, along with follow up actions. We needed a platform with a workflow system to allow us to proactively manage and follow up any remedial works identified.”
Since 2013, we've partnered with the Royal Mail’s Compliance and Sustainability team to implement a Property Management and Compliance system to help them proactively manage their real estate portfolio in a compliant manner and provide a document management facility for their contractors to access their guidance documents.
In recent years, the Info Exchange platform has been further developed with additional modules including Property Inspection, Action Register, Ventilation Assessments and COVID-19 Return to Work. Through the course of the coronavirus pandemic, the Info Exchange has further proven its worth through the ease of managing inspections and demonstrating better control in terms of having the data readily available. Speed of delivery has been a key benefit for Info Exchange, demonstrated by the implementation of the COVID-19 Return to Work app within a matter of weeks from the initial consultation, as has simplicity, with over 2,500 users the Exchange needs to be intuitive. This app also enabled tracking of which sites had not completed the work risk assessments, which was very powerful in mitigating risk.
To date, Info Exchange has over 2,500 users who access the system regularly and this has delivered many benefits, including providing contractors with the ability to plan their works in advance of coming to site. Andi explains; “Within our platform, contractors have access to a wealth of information they can use prior to coming on site. We hold asbestos information, building plans, our annual inspection reports and much more. It means they can easily identify hazards and prepare their risk assessment prior to coming on site, making it much timelier and more cost effective for everyone."