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Dedication and Quality Training Leads to Recognizable Improvements at LAHH

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Submitted by Nancy Albin
LAHH

 

The LAHH Christmas Bowling Party 2012. In front, Daniel and Bryan – Light Duty Specialists in the certification program.

“What we’re doing is recognizable”, said Mike during the LAHH supervisor meeting. Mike manages a team of six custodial specialists of which four are people with special needs. Jamie, on Mike’s team, has started to show improvement with managing the Super Coach BackPac Vacuum, even though her hand-eye coordination and equilibrium are impacted by her disability. But it is clear her heart is not! Mike told us he is so proud of her as she has been working hard to learn the specialty and not give up.

Mike also shared that Jamie has been improving and how her work is recognizable. And this is what he loves about (OS1) and working as a utility specialist. Guido went on to say, “Mike, you are right. When we look back at our finished work we can see a change, we can see something different from before. We are improving something.” Guido shared that during the last certification class, the homework focused on cleaning plays for Light Duty Specialist and in question #2, asked what should be picked up from the floor prior to the Vacuum Specialist arriving to the area? Mike responded that Jamie hasn’t had to pick up anything too large for the vacuum or call back a Light Duty specialist. The Light Duty Specialists on Mike’s team are also in the certification program. Quality in education extends to quality in the workplace. What is happening in the classroom at the LAHH (OS1) training facility is recognizable . . . in the workplace.

 

University of Michigan Saves $2.1 Million Per Year and Improves Cleaning

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Submitted by ProTeam
CGN Editorial

The ProTeam Super CoachVac was featured in a series of posters at University of Michigan to educate the community about the elements of the new cleaning program.

 

In 2009, the University of Michigan in Ann Arbor started a five year rollout of a comprehensive, high-performance cleaning management system, ManageMen‘s Operating System 1®, (OS1). John Lawter, Associate Director of Plant Building and Ground Services, chose (OS1) to improve productivity in light of ongoing budget cuts.

“We knew we were facing multiple years of reductions so we offered up 10% over 5 years with an understanding we would have a couple of years reprieve to protect our new program.” said Lawter. And since implementing (OS1), “We have met that 10 percent goal of $2.1 million and managed to improve services at the same time.”

With 200 facilities to clean covering a total of 15 million sq. ft., Lawter’s staff has gone from cleaning 36,000 sq. ft. per custodian to 40,000 sq. ft. per custodian, while improving the health of the environment. One of the biggest tenets of (OS1) is to clean for health first, then appearance. It was this and the simplified workflow that appealed to Lawter who wanted more consistency and fewer products.

“(OS1) was the only operating system we could find that was comprehensive and had been tested in a University setting for better than 10 years,” said Lawter. “We visited those programs as part of our due diligence and were impressed.”

In (OS1), custodians specialize in specific tasks, and they do all tasks of a single function at one time. This reduces wasted time switching tools and backtracking. Vacuum specialists may vacuum for an entire shift using a backpack vacuum designed by ProTeam® to reduce strain to the user.

“Dr. Berry’s study at the University of North Carolina showed us that, used properly, the backpack vacuum was a more ergonomic and effective product than an upright,” said Lawter.

Lawter swapped a ramshackle collection of uprights of different ages and models for ProTeam’s 11-pound Super CoachVac®.

“There’s no beater bar to throw dust around,” said Lawter. “It reduces the amount of dust particles in the air.” Two of Lawter’s staff who suffered from allergies reported their symptoms noticeably improving after switching to the backpack vacuum. ProTeam is partnered with the American Lung Association in efforts to educate the public about the importance of healthy indoor air.

Prior to implementing (OS1), the biggest problem Lawter faced was inconsistent performance, a symptom of the zone cleaning system they were using previously.

“No two custodians clean exactly alike,” said Lawter. “So, when one custodian is responsible for everything in an area, there will naturally be differences in the level of service. Our customers noticed those inconsistencies.”

According to Jeffrey L. Campbell, Ph.D., Chair of the BYU Facility Management program, Most custodial operations: “1) have no quantifiable standards; 2) are based solely on appearance; 3) have little or no method of measuring effectiveness and performance; 4) are not based on actual research; and 5) are driven by chemical and equipment manufacturers.”

Campbell recorded the story of the University of Michigan’s cleaning success along with the University of North Carolina and two other universities that implemented (OS1) in the article “Cutting Costs and Improving Outcomes for Janitorial Services” which appeared in the September/October 2011 issue of Facilities Manager and was reprinted in the Cleaning Gazette Newsletter the following May.

“In an industry that has been around as long as public buildings themselves, janitorial methods have seen little progress. As a matter of fact, most janitors today use the same tools and processes that were used 50 years ago,” said Campbell.

In addition to the timesaving backpack vacuums, (OS1) reduced Lawter’s chemical inventory from 50 products to less than 10. Individual use portion packs ensure that custodians get what they need and only what they need to clean every day. For Lawter, this hugely simplified the process.

“We used to have a committee of 30 people that would meet once a month and review the latest and greatest new products that came down the line,” said Lawter. “It was very inefficient, time-consuming, expensive, and led to a proliferation of products out there being tested by our workforce. ManageMen has a research and development arm for (OS1) users that does that, so I don’t directly deal with salesman. I love that.”

John Walker, President of ManageMen and progenitor of (OS1), explains how the echo chamber of product claims in the cleaning industry is rarely substantiated by science. “Everyone sells productivity tools. People buy them to save money and time, but they never document that they did it,” said Walker. “The University of Michigan’s janitorial department is a pioneer in documenting over $2 million in savings. They gave it back to the university.”

As reported in the Cleaning Gazette Newsletter last July, Sightlines, a prominent facility management assistance firm, did a thorough evaluation of the University of Michigan in the fall of 2010. They compared the data to a database of 300 institutions of higher learning and a group of 10 peer universities chosen by the administration.

This survey was taken in the midst of the (OS1) rollout at the university. The custodial department had not yet reached the 80-percent audit they hoped for. They were still rated as the number one organization in cleanliness evaluations. The study also showed high production rates and low cost of materials in comparison to their peers and the greater database.

“They got to a 2.5 cleaning level on a 3.5 APPA budget,” said Walker. “And in the Sightlines study, they beat virtually everyone in the country and in their peer group after adopting (OS1). There has never been a collection of data like this.”

In their most recent (OS1) audit last month, the University of Michigan surpassed their goal of an 80 percent audit, reaching 83 and 87 percent. According to Walker, it is the work of people like Lawter and his staff in documenting the effectiveness of (OS1) that will someday take the cleaning industry by storm. When cleaning is standardized, workflows are simplified, and productive tools are utilized, unbelievable savings are possible. “You can reduce costs and improve results with this documented system,” said Walker.

(OS1) Green Certified and Green Programs of Excellence Announced

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We are thrilled to announce the organizations who have earned their (OS1) Green Certified Program Awards and/or the (OS1) Green Program of Excellence Awards for the 2011/2012 Audit Season. Winners will be presented their official award plaque at the 11th Annual Simon Institute Symposium in New Orleans, LA next week. To see a complete list of who earned these prestigious awards, please click on a link below:

 

Green Certified Program recipients showing their awards at the Simon Institute Symposium - 2011

About the Awards…

(OS1) organizational certification is determined by our (OS1) Audit criteria, on a building-to-building basis, within a cleaning organization. Currently, there are approximately 340 different factors we look at that cause any building to be clean.  We audit what is going on at the actual site, as well as, the management of that site.

(OS1) Green Certifed Awards are presented to facilities that have submitted to the (OS1) Progress Audit and earned at least an 80% score or higher. Programs that earn a 90% or higher score, earn the (OS1) Green Certified – Program of Excellence Award. A facility that achieves this certification is successfully managing their (OS1) Program. At this level, an (OS1) organization is reducing environmental risk and the probability of unwanted effects. Specifically, (OS1) Green Certified Programs and (OS1) Green Programs of Excellence can demonstrate the following:

  • Cleaning for Health first and then for appearance
  • Disposing of cleaning wastes in a environmentally responsible manner
  • Increased worker safety and awareness
  • Increased level of sanitation of building surfaces
  • Responsible and proper removal of pollutants from the facility
  • Reduction of chemical, particle and moisture residue
  • Minimization of human exposure to pollutants

Cleaning for Health at The University of Texas at Austin

A control cabinet at The University of Texas of Austin holds approximately three months of chemicals used to clean the buildings on campus.

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By Bobby Moddrell – Custodial Services Division
The University of Texas at Austin

 

For the past decade, the Custodial Services Division of The University of Texas at Austin has maintained over 12 million square feet of the campus using our (OS1) process. (OS1) promotes the standardization of the custodial operation through the use of environmentally friendly products, ergonomic tools, worker safety, strategically assigned workloads for each Full Time Equivalent Employee (FTE), and a robust training program. With this process, Custodial Services has maintained a consistent cleaning program across campus despite the size of the operation and the varying demands of each building.

The (OS1) process has also ushered in a sustainable approach to cleaning, that is easily reflected in our chemical program, water usage, paper and plastic products inventory, team cleaning system and indoor air quality. Prior to (OS1), UT Austin’s Custodial Services’ chemical program consisted of over 200 different chemicals which is fairly standard for most cleaning operations of this size. Since the implementation of (OS1), that number has been reduced almost 88%, a grand total of 25 chemicals. This reduction is due in large part to PortionPac, a company that provides environmentally responsible chemical concentrates which are packaged in individual pacs that are pre-measured for a specific container. By using one pac per bucket, bottle or tank of water [known in (OS1) as “the rule of one“], we realize a safer, more accurate use of chemicals, thus eliminating unnecessary waste and environmental pollution. Of our four daily use chemicals, three are Green Seal Certified and the daily germicide used to reduce pathogenic microorganisms is approved by the Environmental Protection Agency.

Subscribing to the (OS1) process has also decreased Custodial Services’ annual water usage by roughly 70%. While the effective measurement and use of chemicals contributes to this figure, it is the use of two-sided mop buckets and microfiber cloths that has had the greatest impact on water usage. Traditional mop buckets hold five gallons of water, but the two-side restroom and utility buckets used in our program hold 1.25 and 2 gallons of water respectively. Additionally, a two-sided mop bucket system keeps clean solution and contaminated water separate, thus ensuring the longevity of the cleaning solution and reducing cross contamination. The coordinated use of microfiber flat mops also helps conserve water.

Traditional string mops transfer more water than necessary to hard floor surfaces, making it difficult to clean and absorb the dirtied water effectively. Moreover, the fibers of a traditional string mop are incapable of trapping the microorganisms targeted in common cleaning procedures. Microfiber mops, however, absorb up to six times their own weight in liquid pick up and retention and their unique fibers have been shown to reduce bacteria up to 96%. The use of two-side mop buckets and microfiber mops have been instrumental in our decreased water usage. The switch alone has brought our estimated water usage from 863,340 gallons annually to 262,302 gallons for a savings of 601,038 gallons of water each year.

Custodial Services’ commitment to sustainability is reflected in the choice of paper and plastic products used across campus. Both our toilet paper and hand towels contain high percentages of recycled fiber and post-consumer content. Custodial Services has also made the switch to a more sustainable trash liner. These new liners are made from linear low density polyethylene (LLDPE) and meet the EPA’s Comprehensive Procurement guidelines. This means the liners’ post-consumer content can range from 10%-100%. All liners contain 100% post-consumer recycled resin. The liners have reduced our annual liner waste to landfills by an estimated 36%. Our previous liners contributed 220,459 pounds of waste annually, but the new liners will only contribute an estimated 141,847 pounds for a reduction of 78,612 pounds per year.

Through the daily maintenance of campus buildings, Custodial Services is doing its part to sustain the built environment. This effort not only prolongs the life of buildings and materials therein, but also improves the quality of life inside these buildings by all occupants. The Environmental Protect Agency (EPA) posits that individuals spend nearly 90% of their time indoors, whether at work, home or in transit. As such, it has become increasingly important to maintain an indoor environment free of pollutants. A recent study measured the indoor air quality of a building maintained with an average upright vacuum and found the level of pollutants equal to roughly twenty times what the EPA allows Americans to pollute from their cars. This is not surprising considering cloth filter bags on traditional upright vacuums only remove 30% of pollutants from the air. In an effort to improve indoor air quality, Custodial Services elected to use Super CoachVac backpack vacuums manufactured by ProTeam. These vacuums provide four-level filtration, removing 99.9% of lung-damaging particles.

Additionally, these vacuums help protect carpet, extending the life of carpet and reducing the need for replacement. It is this high level of carpet care and air purification that has earned the Pro Team Vacuum the Carpet Research Institute’s (CRI) green label certification.

Now Available: (OS1) Career Map

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During Class 65 of Janitor University in Salt Lake City, the new (OS1) Career Map was introduced. The map details the educational odyssey for a cleaning worker. Specifically, this new visual aid details the road of becoming a cleaning professional.

It highlights career learning milestones such as: (OS1) Boot Camp, Certification, Floor/Carpet Certification, Janitor University, Workloading, Benchmarking, Awards and Recognition.

The Career Map is now available for purchase in the ManageMen online store.

While others outsource, UT-Austin Investing in Custodial Training

Custodians listen to Luis Alvarado, an (OS1) Certified Coach, as he instructs them on safe cleaning techniques during their three-week custodial training program. Photo by Melissa Macaya.

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By Melissa Macaya
For Reporting Texas

While many educational institutions across Texas have outsourced their custodial services as a result of drastic budget cuts, UT-Austin continues to hire and train its own custodial staff under their state-funded program called (OS1). The university only outsources about 10 percent of its custodial services for specialized cases…

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Achieving Green Cleaning

Article from the March 2012 Issue of The Cleaning Gazette

There is a conflict in the professional cleaning industry. The green cleaning movement has pushed for cleaning products and practices that are free of toxins, poisons, endocrine disrupters and known carcinogens. Yet, recent outbreaks of infectious diseases and drug-resistant bacteria demand that pathogens be eliminated from the indoor built environment utilizing “kill” agents (read poisons).

In (OS1), we meet both requirements by utilizing an engineered cleaning process and a scientifically validated process for reducing pathogenic microorganisms. (OS1) strikes the right balance between being environmentally sustainable and controlling pathogenic microorganisms.

Benchmarking Best Practices

For twenty years, we have educated organizations about cleaning processes and products that ensure their worker’s health and safety. Aerosols and volatile organic compounds (VOCs) were first reduced, then eliminated from the (OS1) program. They were replaced by Green Seal Certified chemicals that also provided a source reduction of landfill waste. Mixing chemicals was eliminated. All daily-use (OS1) cleaning chemicals come in pre measured packs so the worker just adds water. This eliminates the danger of chemical overexposure. Although to (OS1) users it is just common sense and education, this is an uncommon practice in the jan/san industry. In addition to safer chemical formulations and packaging, our (OS1) trained Coaches teach their employees chemistry basics including the pH scale, the “4 S’s of cleaning” and cleaning physics. They also train their employees on the correct application of cleaning tools and time. New, neutral pH disinfectants were introduced by PortionPac that effectively kill pathogens, but are safer on surfaces.

John Walker, President of ManageMen says:

“It’s all about knowing the surface and using the right chemical solvent on the soil that is present at the right time. Do it right the first time and you won’t damage surfaces and you won’t have to do it over.”

Disinfection requires not only the right solution, but friction as well, according the the Centers for Disease Control (CDC). The tool of choice to provide that friction is the (OS1) specified Unger microfiber cloth. Microfiber razor-scrapes the surface. It actually cuts the bacteria away from the surface. The use of color-coded microfiber cloths helps prevent cross-contamination and communicates to the cleaning team who is following instructions. Microfiber is also easier to launder because the weave is so tight, pathogens are washed off the surface quite simply.

Maintaining Indoor Air Quality

Even with the presence of toxic cleaning chemicals reduced, indoor air quality can suffer without proper cleaning techniques and subsequently affect the health of cleaning workers and building occupants. It’s vital that contaminants in the air are captured at their source, before they enter our breathing zones. High efficiency vacuum filters and HEPA filters remove those invisible particulates that carry bacteria and mold spores.

Filters on vacuums clog frequently. When filters are dirty, clogged, and not changed often enough, they lose efficiency. Air quality is almost entirely a function of a custodian’s cleaning or polluting functions indoors, according to Dr. Berry’s UNC study. It is fundamental that the practices of indoor environmental management include tracking vacuum filter changes and cleaning.
Catch Dirt at the Door

“Something as simple as floor mats can also make a huge difference”, according to Dr. Michael Berry in the University of North Carolina -Chapel Hill, publicly funded study comparing “Traditional Housekeeping” with the (OS1) cleaning process in 2006.

In (OS1), we specify that the building must have at least a 15-20 foot walk-off mat. That’s at least five steps on a mat to clean your shoes. If you don’t use mats, dirt tracks into the building. Mats are designed to scrape soil from shoes, and carpets have a tendency to hide the dirt. We want to scrape and remove, not conceal dirt.

Cleaning Professionalism

The establishment of professionalism among (OS1) cleaning workers follows their training and certification. They are the true environmentalists of the indoor environment. (OS1) Users must establish themselves as the  “EnvironMentors” to the  building occupants in the indoor environments that we all share.

(OS1) User News: UT at Austin Makes The Cover of Housekeeping Solutions

Our friends and colleagues at the University of Texas at Austin are the cover story in the November 2011 issue of Housekeeping Solutions. Click on the button below to read an article about their custodial training program, which makes them one of our most successful (OS1) Programs.

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New arrivals at the ManageMen Store

(OS1) Area Survey Booklet

A compact booklet designed to simplify collecting information necessary to workload cleaning operations to Job Cards. Designed to record key facility data including building designations, use, traffic, layout, density, surfaces and room counts. May be used to record building up to 14 stories tall or with multiple buildings in a campus-type setting. Makes it easy to transfer data to (OS1) PinPoint or manual work-loading systems.

(OS1)ian – Advanced Light Duty Terms

Instead of spending a fortune hiring translators and cutting down trees to print training materials in twenty different languages, ManageMen decided to create a curriculum for cleaning workers to learn a new professional vocabuarly. The new language is known as “(OS1)ian”. (OS1) Coaches and Trainers teach everyone on the cleaning team, even those who already speak English, the new language together. This new product provides (OS1) Coaches a method of expanding the terminology for their Light Duty Specialists. It includes 29 additional terms that any (OS1) Light Duty Specialist needs to know in order to perform their job.

ManageMen will be teaching how to use these booklets at the new (OS1) Workloading Workshop, November 2-4, 2011 in Salt Lake City.

The Official (OS1) Mug

Complement your coffee addiction with the Official (OS1) Mug. Great for team recognition gifts or training prizes. Microwave safe and Dishwasher safe. 100% Ceramic.

MSDS Verification of Training Kit

The MSDS Verification of Training pack contains materials that is used to verify that MSDS training has been conducted and the information has been properly transferred to the cleaning worker. This pack includes individual student examinations that require employees to fill in answers to worker safety related information in their own words. In addition, there is also a verification of training form to be signed and dated by both the student and instructor. An MSDS “Beyond Compliance” recognition pin and a personalized ID Card with key safety topic check off boxes is also included.

Protect Yourself Verification of Training Kit

The Protect Yourself Verification of Training pack contains materials that can be used to verify that bloodborne pathogen and bodily substance training has been conducted and that the information has been properly transferred to the cleaning worker. This pack includes individual student examinations that require employees to fill in answers to worker safety related information in their own words. In addition, there is also a verification of training form to be signed and dated by both the student and instructor. A Protect Yourself training recognition pin and a personalized ID Card with key safety topic check off boxes is also included.

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Microbiology for Cleaning Workers Simplified – 2011 Edition

The Microbiology for Cleaning Workers Simplified book has been revised, re-editied and updated with new information. Co-written by John Walker and Dr. Jeffery Campbell, the newest version of this book offers 260 pages of information that was designed for the professional cleaning world.

All professional cleaners work in a jungle. An invisible jungle. A jungle of billions of microorganisms. Some are friendly, some are hostile, some are trying to (and eventually will) kill us. We are part of the jungle and home to millions of the micro-creatures who live on us, in us and around us in every nook and cranny we attempt to clean. The invisible jungle resides in the most pristine kitchen, the shiniest restroom and the cleanest smelling hospital or school. In these spotless environments, bad bugs ranging from MRSA to E. coli to coliform to salmonella are actively spreading from surface to surface, like chimpanzees swinging from bough to infected bough.

They are colonizing the plumbing, thriving on shelves and inhabiting the corners of counters. This book is not designed to be a medical manual. It’s is not a hospital reference book. It is not a technical scientific tome. It is a book designed to help cleaning workers. Housekeepers, janitors, custodians, trainers and their management who are concerned with the broad area of dealing with the problems of microorganisms, wherever they are found in the workplace. This book attempts to bridge the gap between science and common sense when it comes to cleaning facilities. Here are the sanitation basics, the vocabulary and the history of cleaning for health. It’s compiled to equip you to deal in a practical way with everyday cleaning and sanitation problems of facility operations. Once you master the basic knowledge, you can act professionally to provide the necessary health service to those who work in these facilities.

You can order your very on copy from the ManageMen online store, by clicking here.