Click on the link below to read the November 2013 issue of The Cleaning Gazette. The Cleaning Gazette is the official publication of the Cleaning Industry Trainer’s Guild.
[linkedin_share style=”none” float=”left”]
[fbshare type=”button” float=”left”]
[twitter style=”horizontal” float=”left”]
Submitted by ProTeam
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.
[linkedin_share style=”none”][fbshare type=”button”][twitter style=”horizontal” float=”left”]
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.