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(OS1): What a Professional Cleaning Operation Uses to “Tidy Up”

There’s a pretty good chance that over the past month, you’ve heard the name “Marie Kondo” or even watched one of her shows. Named one of Time magazine’s “100 Most Influential People,” Japan’s queen of decluttering has found her way into millions of U.S. home by sharing her way of cleaning or, “tidying up,” those items that do not “spark joy” in their lives. From her two best-selling books to her recent Netflix series, “Tidying Up with Marie Kondo,” she provides organizational guidance to help people create order using her patented “konmarie method.” 

In her book “The Life-Changing Magic of Tidying Up,” Kondo discusses how tidying up— much like cleaning — is a self-taught exercise. 

Image from Kondo’s website: https://konmari.com.

“The general assumption, in Japan at least, is that tidying up doesn’t need to be taught but rather is picked up naturally,” she says. “Cooking skills and recipes are passed down as family traditions…yet no one hears of anyone passing on the family secrets of tidying, even within the same household.” 

“Instruction in tidying is neglected not only in the home but also at school,” she continues. “When we think back to our home economics classes, most of us remember making hamburgers or learning how to use a sewing machine to make an apron…surprisingly little time is devoted to the subject of tidying.” 

It doesn’t take much looking to see the parallels between our industry, the professional cleaning and hygiene industry, and how Kondo has built her empire. She’s found a way for people to find order and develop a system for “maintaining” their home, just as a cleaning operation is designed to do within a commercial building, such as a school, hospital or office.

Similar to the “tidying up” movement, a lot of people in the professional cleaning industry are self-taught because we also operate on the notion that cleaning is a skill that is picked up naturally or through experience. 

Like Kondo, our founder, John Walker, recognized the issue with this approach. Because people lacked the proper training, they were not often able to truly clean in a way that led to cleaner, safer and healthier facilities. That’s why he developed (OS1), a scientifically engineered approach to cleaning. This system helps provide a system for cleaning and maintaining a building.

Let’s look at the similarities between Marie Kondo’s approach to tidying up and the (OS1) approach to cleaning:

Marie Kondo’s Approach  (OS1) Approach
Visit a home and consult with the customer about their goals and objectives. Meet with the client to discuss current program and objectives for implementing a new custodial system
Conduct an audit/inventory of the home’s material possessions Conduct a baseline audit of the custodial program. This includes:  inventory of custodial supplies & equipment; observations of cleaning processes; detailed cost analysis of labor/product usage; training and education program; scheduled cleaning services; and HAZCOM risk assessment.
Teach the KonMarie method Teach the (OS1) process through events like Janitor University, Train the Trainer, (OS1) Boot Camp and (OS1) specialist certifications.
Help clients understand that tidying up is not a chore but a mindset. Help custodial operations understand the importance of janitors and that they be treated as first-class citizens. 
Work with homeowners to implement the KonMarie method and begin purging the home of unnecessary material itemsSet up a pilot building within the facility to begin rolling out the (OS1) system.
Roll out the Konmarie method over the next monthContinue tactically rolling out the (OS1) system based upon a successful pilot. Create repeatable outcomes and over the next several months/years scale to additional buildings within the operation.
Follow-up with clientOngoing benchmarking of best practices with other (OS1) users through an annual symposium. Participate in annual progress audits to document milestones, troubleshoot issues.

Take a look at your custodial closet. Is it filled bottles of cleaning chemicals made by companies that aren’t even in business anymore? Do you have pieces of broken equipment collecting dust in the corner? Do you know what tasks are being performed every single day? Do you spend your day handling complaints and putting out fires? Is your staff’s morale perpetually low?

If so, it could mean your custodial department is ready for a little tidying up too.

How You Can Use Data to Reduce the Threat of Outsourcing

Like it or not, we live in an age where data rules. So much, in fact, that the term “big data” has become more than just a buzzword, it’s central to the way businesses operate. Each day, billions of data bytes are collected as businesses track what we’re buying, where we’re going, what we’re watching and how we’re using the internet. Businesses use this data to better target their advertising and products with the ultimate goal of growing sales.

On the operational side, organizations also amass vast data banks related to all aspects of their business. This includes information about their supply chain, logistics, inventory and labor. This data is regularly analyzed to increase efficiencies, identify opportunities and improve margins.

Organizations that fail to produce data related to their cleaning operation run the risk of being outsourced.

That’s why when cleaning professionals neglect to collect and track data related to their operations, they ultimately fail. This failure can result in significant downsizing—or outsourcing.

Here’s a scenario we see too often:

Jim has managed a cleaning department for more than 15 years. Over this period, much of the cleanable square footage has remained the same, so Jim has maintained the same number employees to clean that space. While he’s had a few cuts, his budget has also remained largely unchanged over the years. He makes purchases based on recommendations from his distributor sales rep and previous purchase histories.

Enter Robert. Robert is the new CEO of the business where Jim works. In his first two weeks on the job, Robert meets with all the department managers to get a better understanding of the business. He asks Jim questions like, “How much time and chemical does it take for your team to clean the cafeteria?” and, “How would changing cleaning frequencies impact cleanliness?”

Jim broadly answers the questions, providing estimations based on his experience. But Jim can’t tell Robert that it takes two people on his team 42 minutes to clean the cafeteria using .5 ounces of all purpose cleaner concentrate. Jim doesn’t have this data. 

We all know how the scenario plays out. Not long after the meeting ends, Jim’s department is outsourced to a contract cleaning company who promises more for less. While the quality of cleaning plummets, it takes Robert and his executive team to realize the impact cleanliness has on both their customers’ experience and the productivity of the workers in their headquarter offices.

Developing Data through Workloading

Workloading your operations can product significant data related to your cleaning program, and it doesn’t require assistance from a consultant or someone who claims to know a secret formula. You can do it yourself. In fact, we’ve just wrapped up a crowd-sourced workloading project that includes 99 common (and benchmarked!) workloading times along with formulas you can use to workload your operations. Feel free to check out the booklet here, which will soon be released in a comprehensive do-it-yourself kit. But more on that later.

Really, the key to workloading is just understanding and working through a few relatively simple steps:

  1. Complete a thorough inventory of the space to be cleaned. Rather than using the gross square footage of the building, it’s best to walkthrough the building and manually calculate the cleanable square footage. This will help ensure the accuracy of the data and avoid skewed figures.
  2. List the cleaning tasks to take place. You should break down tasks into three categories, including daily, detail and project. Sample tasks may include empty trash, dust all horizontal surfaces, vacuuming, spot clean glass, etc.
  3. Calculate the time necessary to perform the tasks. There are thousands of variables that can impact cleaning times, but unless plan on conducting your own time and motion study, you can start with the times provided in the 612 Cleaning Times Booklet.
  4. Begin workloading the data. Begin by developing a chart that identifies the frequencies, tasks and the time performed for each task. For example, a daily task, such as dusting, may be performed 260 times per year where scrubbing flowers may be done once a month, or 12 times a year.

Next, allocate the amount of time for each task to the appropriate square footage. Then, add non-surface items per unit to be cleaned. In your final step, you should calculate the time for each task and multiply multiply that by the frequency. This number should offer a clear picture of the amount of time and labor required to clean your facility.

Ultimately, the formula is to take the task and multiply it by the time (required to perform the task), then multiply that number by the frequency. The final calculated number is your basic workload.

TASK x TIME x FREQUENCY = WORKLOAD

This piece of data is just one of several you should have in your pocket should “Robert” show up at your business and schedule a meeting.

Click here to receive your copy of our DIY Workloading Guide and stay tuned for more information our complete DIY Workloading Kit, coming soon!

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