Engaging Younger Workers: How the Provo City School District Trains High School Custodial Workers

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Jeff Hawkins is the Director of Custodial Services with Provo City School District, which includes 18 schools — three high schools, two middle schools and 13 elementary. To clean the 2.5 million square feet in each of these buildings, the district employee 175 custodians. The majority of these custodians—or “sweepers” as they’re called locally—are high school students. 

Yes, high school students. 

Like most cleaning operations, turnover is also a major issue with this demographic. Jeff says that of the 175 custodial workers on his team, more than half stay for less than a year. 

Many stay for just three to six months. 

High turnover can be really costly for a business. But so can employee training. That said, many successful businesses, like McDonald’s, have been built using employees that leave in less than a year. Training is key to that success.

Several high school students who work as custodial workers in the Provo City School District received recognition for their effort and contributions during the recent Simon Institute Symposium.

To maximize the amount of time students work for the department, Jeff works hard to target training to their interests. Basically, he finds creative ways to make custodial training more FUN. 

“At the beginning of each school year, we kick things off with an event to get all of our staff excited for the job,” he says. “We create a party-like atmosphere that appeals to kids.”

That’s the key, says Hawkins.

There’s music. Pizza. Soda pop. Raffles. Games. Gift cards. We’d imagine that it feels more like spring break and less like work for most in attendance.

Hawkins has found a way to make work fun for the students. He also holds similar events throughout the year to keep them engaged. The result has been extremely positive, helping increase retention and building morale with workers.

Training Younger Workers: Jeff’s 5 R’s of Training Millennial Workers

Effective training is a key component of the (OS1) System. It’s why we make sure all (OS1) Trainers have passed rigorous testing to ensure their knowledge and capabilities. It’s why we provide workers with job cards to keep their responsibilities top of mind. It’s why we advocate for training that reaches all different learning types, like visual, auditory and kinesthetic.

With the demand for cleaning services on the rise and continued growth projected for cleaning workers, more organizations will need to focus their sites on training programs in the future.

Hawkins suggest that custodial professionals develop training programs around recognized motivators for younger generations.

These motivators might include achievement, recognition, emphasizing the value of the work, advancement and growth. 

Something that would demotivate a younger worker might be heavy supervision.

As we look ahead, Hawkins offers the “5 R’s” of training younger employees, specifically, millennials:

  1. Research-based methods. Lectures are so yesterday! Group work and collaboration not only helps reinforce workers’ understanding and knowledge, it allows them to share with others. This approach is more appealing to Millennial mindsets. See how Jeff’s team collaborates with teachers on Earth Day below.
  2. Relevance: Use tools and technology that is relevant to what they are using, including mobile phone or tablet-based training tutorials.
  3. Rationale: Help workers understand why their work is so important. Provide studies and statistics that validate the impact of cleaning.
  4. Relax: Keep events warm and inviting. Make it inclusive for all ages and demographics.
  5. Rapport: Provide recognition and attention to workers. This not only builds relationships, but can also help them feel valued, which can reduce turnover. 
Elementary students are encouraged to touch and try on cleaning equipment during custodian-led Earth Day instruction.

Beyond the Party: Collaboration and Education

Each year, PSD teachers host Earth Day activities to highlight the importance of sustainability and protecting natural resources. To encourage collaboration, Jeff challenges head custodians to help teachers share the message of how (OS1) supports sustainability by limiting the amount of packaging, inventory and waste in a typical cleaning program.

Custodians participate in the Earth Day classroom activities, talking to children and encouraging them to touch and try on equipment used throughout the custodial operation. They share how chemicals are pre-portioned to prevent waste, Green Seal Certified to protect the environment, vacuums filter the air for cleaner breathing, the benefits of using microfiber flat mops, etc. This collaboration captivates students and custodial workers alike, allowing them to teach and learn in a different way.

Simon Institute

Thank you for an incredible Symposium!

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Wow, we’re fresh off a wonderful few days with all of our friends from the Simon Institute and feeling overwhelmed (in a good way) from all the great information, news and resources shared! 

The theme of this year’s Symposium focused on “treating janitors as first-class citizens.” We talked a whole lot about strategies to make custodial work safer, more evenly distributed and how we can continue to improve the training we provide. This includes training younger workers in a way that keeps them engaged—not as difficult as you’d think! 

A few of the highlights included a special introduction from Annmarie Wilson-Futrell, Director of Building Service for Valparaiso University. She shared some of her journey to learning about the (OS1) System and her excitement for what it will bring her team. Welcome!

Panelists discuss safety strategies in their businesses in a discussion moderated by Flint Belk of the Workers Compensation Fund.

A special thanks to all the presenters, including Dan Weltin, Editor-in-Chief at Trade Press Media Group, who shared new data available in their Cleaning Costs and Frequencies Report  which was given to all attendees. 

Thank you to everyone who also participated in our first Health & Safety Panel, which provided some interesting insight on safety strategies our users and supporters have in place to help improve safety for custodial teams and workers.

The data and knowledge shared is what makes Symposium so unique to any other industry event. Symposium attendees and presenters are truly the leaders in the custodial services industry!

Data provided by Dan Weltin, Editor-in-Chief at Trade Press Media Group.

On that note, several very important guests received awards during the (OS1) Awards Banquet and Ceremony. This included five high school students who work as janitors in the evening at the nearby Provo City School District. These students received Outstanding Cleaning Worker Awards, along with individuals from Los Angeles Habilitation House (LAHH), Sandia National Labs and the University of Michigan.

Thank you to our emcee for this year’s events, Alan Wagemester, VP of Operations at GMI Integrated Facility Solutions. In addition to introducing all of the presenters, Alan provided a touching tribute to ManageMen’s late founder, John Walker, ahead of a beautiful slideshow presentation.

Click here to see the Gallery of all the 2019 Symposium Award Winners.

Congratulations to the 2019 Outstanding Cleaning Workers!

Outstanding Cleaning Workers

Anthony Taylor, Los Angeles Habilitation House

Ryan Beal, Provo City Schools

Jonathan Boswell, Provo City Schools

Shelbi Campbell, Provo City Schools

Natalie Robinson, Provo City Schools

Oaklie Wilson, Provo City Schools

Sara Carillo, Sandia National Labs

Maryanne Cook, University of Michigan

Randi McQueen, University of Michigan

David Oldenberg, University of Michigan

Award Winners 2019

Sandia National Laboratories – 15 Consecutive Years of Audits Above 90% – Milestone

Valparaiso University – Rookie of the Year

The University of Texas at Austin – Sarah M and Charles E Seay Building – Best Audit

Sandia National Laboratories – Safety

Provo City School District – Best Training Program

Sandia National Laboratories – Best Cleaning Team

The University of Texas at Austin – Workloading

Joshua Sego, Michigan State University – Trainer of the Year

The University of Texas at Austin – Best Cleaning Program

(OS1) Green Certified Program of Merit

Los Angeles Habilitation House – U.S. Coast Guard LA/LB

The University of Texas at Austin – E. William Doty Fine Arts Building

(OS1) Green Certified Program of Excellence

Provo City School District – Amelia Earhart Elementary

Sandia National Laboratories

The University of Texas at Austin – Sarah M. and Charles E. Seay Building

We’ll be announcing the dates and location for next year’s Symposium soon! You won’t want to miss it! 

How to Prepare for a Bad Flu Season with a Good Disinfection Program

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So—do you want the good news or bad news first?

Bad news: Early reports show that this year’s flu season is not looking so good. There’s a particular strain—H3N2—which is said to be more severe.

Good news: With proper disinfection, cleaning teams can have a substantial impact on stopping the spread of the virus.

A few months ago, we talked about the “Hygiene Hypothesis” and how there’s no such thing as being too clean. Proper cleaning—and disinfection— is critical to preventing the spread of viruses and diseases outlined in that post. 

But contrary to popular practice, disinfecting is about so much more than just misting an area and wiping it down several minutes later. In most non-critical environments, low-level and intermediate disinfection will do. Summary: HOW people clean is much more critical than WHAT they use to clean.

As we head into cold and flu season, now is a good time to refresh these basic principles of disinfectants with your team to make sure they work as intended:

  1. Consider the Tools: It may seem like a no-brainer, but if you’re cleaning to disinfect an area, you can’t use dirty tools. the tools you use can’t be dirty. And we’re not talking just “I can’t see dirt, so it must be clean” — freshly laundered cleaning cloths, mops and brushes must be used in order to prevent poor disinfection. Once the surface of the cloth has been used, fold it over to expose a clean side before wiping again.
  2. Follow Specified Dilution Ratios: We’ve all heard about the dangers of the “glug, glug” method where cleaners loosely follow dilution ratios by adding a “glug” of disinfectant to a few “glugs” of water. In some instances, cleaners may think that adding more disinfectant than called for is better.  This approach is not only be dangerous to the cleaner, it can result in  sticky or heavily soiled surfaces – which actually can become an even bigger breeding ground for pathogens . Always follow manufacturers’ directions when preparing  a disinfectant. 
  3. Clean, and Then Disinfect: If soil is present on a surface, it can cut down on the germicidal capabilities of a disinfectant. Use a one-step procedure to enable disinfectant cleaners achieve peak performance.
  4. Use Friction—and a Little Elbow Grease: According to the CDC, friction (e.g. scrubbing a hard surface with a brush) is an “old and dependable method for disinfecting hard surface. We’d go a step further and say it’s the most important component of a surface disinfection program. Cleaners should also put a little muscle into cleaning, as bacteria can mix with film and dirt on surfaces. When these are not removed, bacteria can also be left behind. 
  5. Wipe in ONE direction. Try sprinkling some flour on a tabletop and wiping it in a circular motion with a slightly damp cloth. What happens? The flour just spreads around the table. When you wipe in a singular direction and continue to expose a clean surface, you are able to move toward the edge of the table and remove bacteria more effectively.
  6. Change Solutions Frequently: As a best practice, cleaners should use a two-sided mop bucket system. To ensure cleaners regularly change disinfectant solutions, set a hard rule on frequencies (e.g. change solution once every five rooms). 
  7. Return Tools for Cleaning: After any disinfection occurs, it’s important to establish a protocol for cleaning equipment at the end of their shift so tools can be cleaned and dried. Mop heads should be returned to a designated barrel so they can be taken to a laundry and cleaned. Before each use, make sure mops are completely  dry. Bacteria are not destroyed by laundry chemicals, but by  the hot air of drying. Even slightly  damp mops will harbor dangerous bacteria. The same holds true for squeegees or any other tools used in the cleaning process—make sure they are properly cleaned and inspected for tears, which can create places for bacteria to hide. 

Always remember: the best disinfectant is a clean, dry surface.

For more information on disinfection, sanitization and best practices for cleaning, check out our book “Microbiology for Cleaning Workers Simplified” in the ManageMen store. 

How the University of Michigan Makes Sure Custodial Workers Are Seen — and Appreciated

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It started with a random Google search. Now it’s a growing program that unites building occupants with the people who clean their buildings, giving them an opportunity to connect and get to know one another. And most importantly, it gives the people who work in that building an opportunity to say “thank you” to their custodians.

Three years ago, when John Lawter, Director of Custodial Grounds and Services at the University of Michigan, began looking for ways to recognize his team, his Google searches led him to Custodial Appreciation Day, which is held annually in early October. 

“I never knew something like this existed,” he said. “I knew it could be a great way to say thank you to the people on our team.”

This team was presented with U of M scarves for chilly Ann Arbor winters.

Like many custodial teams, Lawter’s team works mostly at night when students, faculty and staff are out of the office. Very rarely do the building customers have an opportunity to see the hard-working people who clean their building, let alone meet them. So Lawter and his team decided to dedicate the entire month of October to the custodial staff at U of M. 

The key difference to this program compared to other Custodial Appreciation events? He encouraged their customers, the people in the buildings on campus, to develop their own recognition events—it wasn’t just an event coordinated and attended by custodial department.

“It’s been pretty amazing to see the response to this program,” he said. “Each year, more buildings organize and find some way to recognize the cleaners in the building.”

Last year, 27 buildings on the U of M campus hosted their own events to recognize custodial workers. Lawter says that the more the word spreads about Custodial Appreciation Month, the more buildings participate. 

These events might include a pizza party, a potluck or a short ceremony where staff are given school swag, including sweatshirts or other apparel. Lawter makes it a point to attend each event, so the team recognizes how valued they are within the custodial department too. Several deans at the schools within the University have also been known to make an appearance. 

Branded apparel, like these long sleeved shirts from the University of Michigan Life Sciences Institute, are a great way to say “thank you” to your custodial team.

“When you attend these events, it’s always wonderful to see the response from the people on our team,” he said. “There’s no doubt that the recognition from the people in the buildings where they work has a big impact on them.”

In addition to boosting morale and making cleaners feel appreciated, Lawter says that the events also help improve communication and relationships with the building occupants. 

As the program evolves, Lawter and his team is working with other groups on campus to grow awareness and resources for recognition to encourage all buildings to participate. But no cleaner goes without a party or some token of recognition in October. Lawter make sure of that.

“We’ll have a pizza party for the team when their building doesn’t host an appreciation event,” he said. “But the longer we do this, the fewer events we host internally. The entire campus community really appreciates the work of our custodial team and does a great job of showing it.” 

The Single Most Important Thing You Can Do to Attract and Retain Custodial Workers

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What do employees what in a job, anyway? Custodial managers often ask themselves this question when assembling a new team or filling a position opening. Finding good staff is difficult, because even in tough labor markets, turnover in the commercial cleaning industry is notoriously high—as much as 200 percent in some operations.  

In Facility Cleaning Decision’s 2018 Reader Survey, staffing challenges were one of respondents’ top areas of concerns. While respondents cited an average turnover rate of 15 percent, they identified numerous reasons for people leaving the department, including opportunities for better pay, limited advancement opportunities and the physical nature of the work. 

Stop for a minute and imagine that you just found out that several people on your team were currently looking for a new job. Would you do anything to help dissuade them from leaving? If so, what? As custodial managers, we can’t often set perks such as benefit programs or 401k plans, but there are a few carrots we can extend team members to incentivize and retain them.

To be clear, we’re not talking about Silicon Valley office style carrots either. Giving employees a place to take a nap or play video games isn’t a likely possibility in most custodial environments. But take Bain & Company, Gassdoor’s top place to work in 2019, as voted on by their employees. The one thing their employees say makes working at Bain so great? 

Its employee-focused culture. 

“The people are what make [Bain] special,” said one Bain employee. “Throughout my career, I can point to people who invested in me, helping me to grow and develop.”

What incentives do you have in place to keep your team motivated? Certifications, recognition programs and opportunities for advancements can incentivize workers.

An employee-focused culture means developing an environment that helps employees evolve both personally and professionally. It means thinking about how the work impacts them. It’s about not viewing them as cogs in the wheel, but as the wheel itself—necessary to move forward.

How can you create an employee-focused culture? It’s not as hard as you might think.

  1. Offer frequent training and certification. LinkedIn’s 2018 Workforce Learning Report revealed that a shocking 93 percent of employees would stay at a company longer if it invested in their careers. Training is one of the top ways to retain custodial workers, but it can also be one of the most difficult due to the diversity of our industry. Languages, disabilities and ages can all present barriers when training employees. Training programs that accommodate a variety of learning styles can help workers understand not just HOW to do the job, but why their jobs are important. Help them understand how to protect themselves during work and demonstrate a culture of safety. Consider offering a stipend for other training and/or certification offered beyond your organization, and think about micro learning opportunities, which do not require the time or commitment of traditional certifications.
  2. Provide opportunities for advancement.  Custodial work is often looked at as a transition position. “I’ll work as a custodian until I can get another job,” people say, or maybe they pick up custodial work as a second job to earn extra income in evening hours. What too many employees don’t realize is that they can have a great career—that pays well—in the cleaning industry. Through mentorship and managerial shadowing programs, you can give frontline employees a lens into some of the opportunities available in the field. Provide a clear outline of advancement opportunities so they understand what they need to do to get to where they want to go.
  3. Give Recognition. Frequently. From housekeepers week to environmental services week, National Custodian Day (Oct. 2, 2019) to Thank Your Cleaner Day  (Oct. 16, 2019), there are plenty of recognized events to recognize cleaning workers. But you don’t have to wait for an official day to give staff an applause for a job well done—something simple like presenting a star award for outstanding performance or highlighting a “worker of the month” can help workers feel seen and appreciated.
  4. Balance workloads. It’s easy to give the faster, younger people on your team additional work that comes from a call-off or event, but that can create resentment over time. Employ a system to fairly divide work so that no one person or team bear the brunt of additional responsibilities. 
  5. Show you care. Sometimes, it’s the small things that go the furthest with your team. Remembering an anniversary, details of an upcoming vacation or checking in with them to see how their child is doing in school shows your team that you’re listening, and that you care. Encourage your team to share ideas and create opportunities for connection at the beginning and end of each shift so you have time to talk with one another.

Automotive mogul Lee Iacocca once said, “Start with good people, lay out the rules, communicate with your employees, motivate them and reward them. If you do all those things effectively, you can’t miss.”

Is There Such a Thing as “Too Clean”?

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A report released earlier this week by the Royal Society for Public Health (RSPH), a London-based independent, multi-disciplinary charity dedicated to the improvement of the public’s health and wellbeing, affirmed that the there is no such thing as being “too clean.” According to an article in the Telegraph, the report came after organizers of a prominent festival encouraged attendees to conduct “strip washes” rather than take full showers in order to reduce the environmental impact of the festival. 

So, is there such a thing as being “too clean”? A lot of this goes back to the British epidemiologist David Strachan, who, in the late 1980s, developed what was called the “Hygiene Hypothesis.” His hypothesis suggested that exposure to infections during childhood would amplify defenses against allergies as the child grew older. In short, the dirtier the environment growing up, the better chance the child stood later in life to ward off allergies. 

It’s easy to see why there’s some pushback—the business of “clean” is a booming industry. The most recent data available forecasts that the household cleaning products generates more than $61 billion each year. We’re continually being sold on hand sanitizers and all-in-one products that promise to “kill 99.9% of germs and bacteria.” 

While some see that as more of a marketing strategy than reality, readers of this blog know that cleaning — and hygiene — are critical to controlling the spread of dirt, bacteria and infectious diseases.

Professor Sally Bloomfield, from the London School of Hygiene and Tropical Medicine, said that much confusion exists as to the difference between cleaning and hygiene—cleaning your hands after touching a dog or pet is different than cleaning out the pet’s living areas.

“Whereas cleaning means removing dirt and microbes, hygiene means cleaning in the places and times that matter—in the right way—to break the chain of infection whilst preparing food, using the toilet, etc.”

Professor Sally Bloomfield, London School of Hygiene and Tropical Medicine

So is there such a thing as “too clean?” The answer is no—the reality is quite the opposite. The absence of thorough and proper cleaning can have catastrophic results under the right conditions.

According to the World Health Organization, infectious diseases kill more than 17 million people a year. And the Texas Biomedical Research Institute reports that 30 new diseases have emerged in the last 20 years. 

So not only is the act of cleaning important, but HOW we clean and disinfect is equally as important in helping improve health outcomes for both cleaning workers and building occupants. There are different levels of cleanliness, and it when it comes to protecting people who live, work and visit buildings, one cannot be “too clean.” 

Source: Medical News Today

We’ll dig more into the importance of microbiology training for cleaning workers in our next post, but for now, here are the 27 of the Most Common Diseases Related to Cleaning:

Amebiasis

Botulism

Campylobacter

Chickenpox

Cholera

Cryptosporidiosis

Diphtheria

E.Coli

Hantavirus

Hepatitis

HIV/AIDS

Influenza

Legionellosis

Malaria

Measles

Meningitis

Meningococcal

Pertussis

Plague

Polio

Tuberculosis

Rotavirus

Rubella

Salmonellosis

Staph/MRSA

Streptocucucua

Typhoid Fever

Want to learn more about training workers on microbiology fundamentals? Check out our comprehensive reference guide “Microbiology for Cleaning Workers Simplified” by John Walker and Jeffery Campbell, Ph.D. 

Further Reading: If you’re interested in how cleaning has shaped modern culture, you might want to check out “Chasing Dirt: The American Pursuit of Cleanliness” by Suellen Hoy.


7 Deadly “Muda” or Wastes in a Cleaning Department

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Toyota is often looked to set a standard in manufacturing, as it has long embraced lean management principles to develop automobiles across the globe. A large part of its success is due to its innovative approach to production, which can be attributed to Taiichi Ohno, father of the Toyota Production System. While lean management originally started with Henry Ford’s assembly line, Ohno further integrated these principles into the Toyota Production System, which formed the basis for lean manufacturing as we know it today.

A central tenant of the Toyota Production System and lean manufacturing is minimizing “muda” —or waste—without sacrificing productivity. From uneven workloads to consumption of materials, limiting waste within an operation is one of the best ways to improve its profitability. 

In their paper, “Cleaning as an Engineered Process: Lean Principles for a Neglected Industry,” authors Dr. Jeffrey Campbell and Kathleen Campbell look specifically at how Lean Management Principles can be used within a cleaning department to improve efficiency.

“Lean is implemented by first understanding the activities and practices that are considered wasteful and do not add value to the process. It then looks at the process and identifies what creates value in the process stream and what is wasteful. A culture of continual improvement must be set up so that those who are in the day-to-day work-flow are comfortable with approaching management with new ideas on how to improve processes. Each area also needs to be cleaned and organized so that everything is in its place. With the preceding steps in place, waste can be eliminated or mitigated, and the process can become more Lean.’ The process should be re-evaluated often as new ideas or improvement emerge.” 

The “Seven Wastes” model is commonly used in lean and quality management systems such as ISO 9000 and Six Sigma. The wastes Ohno identified include:

  1. Transportation: The movement of resources or materials without adding value to your product.
  2. Inventory: Maintaining more product than you need for a given period. 
  3. Motion: Unnecessary movement of employees which may cause injury or are unnecessary.
  4. Waiting: The absence of movement for goods or tasks (e.g. waiting for items to be fixed, delivered). 
  5. Overproduction:  Producing more than you need to meet the customer’s demand or expectation.
  6. Over-processing: Performing work that doesn’t bring value to the organization or customer. 
  7. Defects: Production of a faulty or defective product. 

While a custodial department doesn’t necessarily manufacture a product, they do provide a service and one can easily draw parallels between Ohno’s seven wastes and potential sources of waste in a custodial department. 

Consider the seven deadly wastes when applied to a cleaning department: 

1. Transportation: How do custodial workers move throughout the building/buildings? Do they have defined routes or are they left to move throughout the building as needed? Are they kitted with everything they need (e.g. vacuums, chemical, PPE) to complete their tasks or do they need to go to other locations to retrieve items? 

2. Inventory: What does your janitorial closet look like? Is it filled with old equipment and expired chemicals? Do you purchase extra inventory “just in case” you need it, which contributes to accumulation overtime? 

3. Motion: Janitorial is one of the toughest jobs, which leads to high injury rates (one of the leading occupations for injuries, in fact). Injury from over-exertion is one of the most common to custodial workers. 

Ongoing training and on-the-job observation helps cleaning workers keep safe strategies top of mind for common tasks like lifting, reaching high areas, bending, etc. 

4. Waiting: How much time does it take cleaners to complete their task? Is there idle time? What happens when a space is occupied? Using our 99 Workloading Times and 612 Cleaning Times Book can help you identify how much time it should take your team to complete work assignments. 

5. Over-production: Is there such as thing as “too clean”? No, but there are routine tasks in a cleaning operation that might not need to be completed as often as they are. For example, a low-traffic restroom does not to be cleaned more than once a day unless there’s a specific issue to be addressed. The same goes for floor maintenance activities such as extracting a carpet or finishing a hard floor.

6. Over-processing: Because the cleaning industry currently lacks any standard for cleanliness, cleaning organizations must work with building occupants and customers to identify desired levels of cleanliness. 

In their paper, the Campbell’s discuss APPA’s five levels of appearance in its Custodial Staffing Guidelines book, which can be used a baseline for this discussion. Alan Bigger identifies them in his article “Operational Guidelines for Educational Facilities – Custodial.” 

7. Defects: Problems arise in a cleaning operation when employees lack the necessary training to do their work. In some instances, this can create a PR nightmare, as was the case at a Burger King restaurant in Fruit Cove, Florida when an employee used a floor mop to clean tables in the play area. 

In addition to complaints, the absence of a proper training program can cause injuries and result in inefficient cleaning processes. 

How lean is your custodial operation? Are there areas of muda or waste you could reduce? Consider talking to one of our consultants to learn more about how an engineered approach to cleaning could help! 

The Importance of Time in a Cleaning Operation

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“Time is more precious than gold, more precious than diamonds, more precious than oil or any valuable treasures. It is time that we do not have enough of; it is time that causes war within our hearts, and so we must spend it wisely.” 

— Cecelia Ahern, The Gift

Over the years, we’ve spoken with hundreds of facility managers and experts in our industry. One thing that often separates the people who run relatively smooth operations from those routinely plagued with issues is great time management skills. At the front of any great cleaning operation is an individual who not only does a great job of managing his or her own time, but also the time of the custodial team. They equip custodial workers with a toolkit that includes the equipment and products to do the job, along with the ability to make their own decisions and effectively manage their own time. 

Why is time management so important? For starters, because labor accounts for approximately 90 percent of a cleaning budget. The remaining 10 percent goes to supplies, equipment and consumables such as toilet paper, paper towels, etc. As an industry, we typically focus on that 10 percent (e.g. “what’s the cost of auto scrubber A compared to auto scrubber B?”). However, a lot of our business at ManageMen is built around how we can do a better job of managing the other 90 percent.

Enter workloading. Workloading is the term used to describe how labor is managed in a cleaning operation. It details the goals, describes the jobs and projects outcomes for every position within the department. While many facility managers find work loading to be a near impossible task, it’s core to the (OS1) System. Without even distribution of responsibilities, clearly defined tasks and outlined outcomes, too many variables can enter the equation. An operation that has been workloaded is focused and makes the best use of time. 

Take Maria, for example. Maria has a set of specific tasks outlined on a checklist for her to complete in her 8-hour shift. As she’s vacuuming the hallway, she receives a call that someone needs help setting up a conference room. In this situation, Maria has been trained to say “no.” She understands that her checklist is the priority and that if she has time at the end of her shift, she can help setup later. 

We all have the same 24-hours in a day and 8-10 hours a day at work. So what strategies can you use to make the most of time in your custodial operation?

  1. Conduct an audit of how you currently use your time. Do you spend an hour each day responding to email? Dealing with personnel issues? Track your time for a week and see where you spend your time.
  2. Create a list of priorities. This can be divided up into a list of daily, weekly or monthly tasks. Include steps you need to take to achieve larger goals, along with regular responsibilities. 
  3. Establish a set time to complete each task. This is where our Cleaning Times book can be an extremely effective tool: look at the time referenced in our book and conduct your own analysis of the time it takes a cleaning worker to complete the task and compare the two. Having a set time to complete the job will help keep your team focused and on task.
  4. Plan ahead. It’s one thing to complete your list of things to do, but you should also be thinking about what’s next. This can be done either the night before, or first thing in the morning – establish your MIT or Most Important Thing. 
  5. Give yourself time. While it seems counter-intuitive to effective time management, it’s important to allocate extra time between tasks and meetings. Cramming too many activities back-to-back will reduce your effectiveness. Studies have shown that the human brain can only focus for approximately 90-minutes at a time. Give yourself a few extra minutes to take a walk, drink a glass of water or just take a few deep breaths between tasks. 
  6. Keep the Pareto Principle in mind. Italian philosopher and economist Vilfredo Paredo once observed that 20 percent of the pea plants in his garden generated 80 percent of the healthy pods. This led him to think about uneven distribution in other areas, and he found that, in numerous industries, 80 percent of the production came from about 20 percent of the companies. This led to the generalization that 80 percent of the results come from 20 percent of the action—or the 80/20 rule. As a manager, focus your time on the 20 percent of the tasks that will lead to the biggest return. Delegate what tasks do not align with these goals. 

As motivational speaker Zig Ziglar says, “Time can be an ally or an enemy. What it becomes depends entirely upon you, your goals, and your determination to use every available minute.” 

Training the Trainers

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There’s a popular quote from Benjamin Franklin that says, “Tell me and I forget, teach me and I may remember, involve me and I learn.”  

Involvement is central to the way we approach all of our training courses, but specifically the (OS1) Trainer course that took place two weeks ago. Sure, there’s some classroom instruction, but as attendees to this class will tell you, they spend a lot of time in small groups or with partners, demonstrating techniques and applying principles of the training. 

Ben Walker kicks off the 2019 (OS1) Trainer Course.

You might be thinking, “We do hands-on training—our cleaning workers follow an experienced trainer around for a couple of days before starting on their own.”

This is not the same thing.

Trainers of cleaning workers need training that goes beyond the specifics of how to do the job. The same goes for cleaning workers—they not only need to understand how and what to clean, but WHY we clean. It’s one thing to spray disinfectant on a surface and move on, but it’s another thing to understand the principles of microbiology and why dwell time is everything when it comes to killing viruses. 

Qualified through Testing

Congratulations to the 15 individuals who successfully completed a one-hour exam with an 80 percent score or higher to earn the designation as (OS1) Trainer Certificate Holder. They will hold this designation from May 2019 – May 2020. 

Brandon Baswell, Michigan State University

Dominic Bratta, DNM Training and Consulting, LLC

Joseph Garcia demonstrates proper vac cord care.

William Carroll, Eurest Services

Chuck Crawley, Sandia National Labs

Rebecca Delap, Michigan State University

Joseph Garcia, Victor Valley College

Minda Gorsline, Michigan State University

Jeff Hawkins, Provo City School District

Lorenzo Meza, Mt. San Antonio College

Guido Piccarolo, Los Angeles Habilitation House

Judy Ramirez, Michigan State University

Joshua Sego, Michigan State University

Scott Spencer, Eurest Services

Anna Tobias, University of Michigan

Anna Atencio-Torres, Sandia National Labs

What Makes the (OS1) Trainer Course Unique

Specifically designed to support organizations implementing (OS1), our Trainer course reviews general principles around training professional cleaning workers, including the science of cleaning, eliminating resistance to training, how to get the most out of your training and more. 

A good example of the importance of hands-on training is seen when fitting for backpack vacuums. You can watch someone put on a backpack vacuum, but until you do it yourself, you won’t know what it feels like. A properly fitted backpack can reduce the opportunity for fatigue and ergonomic issues.

The purpose of the hands-on approach is two-fold: not only do our trainers get more out of the session, but they will model their training accordingly. This better engages cleaning workers in the training process. 

After two days of rigorous instruction and attendee-led demonstration, students have the option of taking an exam to earn their (OS1) Trainer Certificate Holder designation. Those who pass will be able to lead instruction of the (OS1) Boot Camp Class and Basic Training Certification Course. 

While the class is great for people who manage custodians in a (OS1) operation, it’s also a great options for those who have retired from careers in facility management and are looking to stay involved with training part-time. We have several new (OS1) organizations that will be coming online this year and regularly need trainers who can assist with educating new teams on what it means to clean with (OS1). 

Interested in learning more about (OS1)? Consider attending the annual Symposium from the Simon Institute happening this Oct. 7-9, 2019, where users will share best practices and discuss the successes they’ve achieved through the (OS1) System.

Why Cleaning Matters

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A little over a year ago, we had a brainstorming session to name our monthly electronic newsletter. As you can imagine, it’s a rollercoaster of fun anytime Ben is at the whiteboard. A series of possible titles made their way to the board, ranging from the basic “ManageMen Minute” to the more audacious “Dirt Diaries.” 

In the end, we settled on “Cleaning Matters” because it succinctly sums up our goal of the newsletter—to provide valuable news and information that can be used by cleaning professionals as they work to grow and evolve their cleaning programs. It also illustrates our core ethos—that cleaning MATTERS. How you clean matters. Why you clean matters. When and how often you clean matters. Custodial work MATTERS.

But it’s easy to lose sight of this. It doesn’t matter where or what you clean, this is not an easy business. Between the three C’s (call-offs, complaints and cuts), we see cleaning professionals get waylaid in the day-to-day management issues. We call this “firefighter mode” because professionals are constantly going around and extinguishing issues that come up during the day. One manager recently shared that his job made him feel like a piñata. He felt like he just kept receiving hits before finally busting open (not really, but that’s how he felt).

Need inspiration to keep you going? Download this graphic and print it out for your office or save it to your desktop to remind you of the importance of your work!

What do you do to help prevent the daily stresses of custodial work from getting to you? In addition to establishing a regular practice that allows you to decompress, it’s important to remember why we do what we do. Your job is critical, and you can’t communicate its importance to your bosses and staff without realizing and believing it first yourself. 

So grab a cup of coffee or a glass of water and sit back to relax for a moment and reflect on why you do what you do. Here are four extremely important reasons why CLEANING MATTERS:

1. Cleaning improves the health of people in the building: Done correctly, cleaning removes unwanted dirt and bacteria from the indoors. Not the keyword “removes”—removing dirt is essential to effectively cleaning for health. Dust, bacteria and mold are just a few of the things that can accumulate indoors without proper cleaning and will have an impact on the health of building occupants. 

As Dr. Michael Berry, former EPA administrator, details in his groundbreaking work, Protecting the Built Environment: Cleaning for Health, “….every time carpets and fabrics are emptied of their pollution build-up through professional cleaning methods, there is a health benefit.” And this is only the beginning of how cleaning can impact health.

2. Cleaning helps preserve the built environment (and capital investments). The minute your customer walks in the door, they immediately begin forming a perception of your business based on what they see and experience. Too often, this first-impression is only considered when identifying finishes and furnishings for a business, but not when it comes to how those items will be cleaned and maintained for the longterm. What happens to that beautiful marble floor when someone uses an acid-based cleaner on it?

During the construction or remodel of a building, organizations spend a mind-blowing amount of money on furnishings like carpet, furniture and finishes. Without proper care through regular cleaning and maintenance, the lifespan of these materials will quickly diminish. 

3. Cleaning makes us more productive. The popular business magazine Inc. published an article titled “The Incredible Power of a Clean Workspace.” In it, the author argues that unkept and cluttered workplaces create unrecognized stress for workers. 

Dutch researchers recently evaluated the correlation between clean office environments and worker productivity in their study: “Impact of cleanliness on the productivity of employees.”

Researchers concluded: 

“It is found that a higher objective cleanliness correlates significantly with a higher perceived productivity of employees working in office environments of non-profit organizations in The Netherlands. A higher measured cleanliness also correlates significantly with a higher work satisfaction level of employees working in office environments.”

4. Cleaning makes a difference between lost and repeat customers. As we’ve noted in previous blog posts, people prefer to do business in clean places. QSR Magazine recently highlighted a study that found 93 percent of U.S. adults would not return to a store if they experienced maintenance issues, including odor and dirty restrooms. How the building is cleaned and maintained is a large driver to business success.

We realize your work is hard and often goes unappreciated, but never lose sight of its importance. Thank you.

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