What is your Plan of Action (POA) to keep your facility clean and healthy?

As a Facility or Human Resource Manager, it’s your responsibility to ensure workspace safety and cleanliness so employees can return confidently.

We know cleaning is one of the highest expenses in your facility budget. Creating a well-designed cleaning and sanitization POA, will help you maximize your expenditure without overspending and minimize your risks.

If you’re a new Facility Manager (FM), or newly assigned to a project, a successful start can be achieved by creating a cleaning and sanitization POA, and here are five factors to consider.

1. Set your objectives.

What would you like to accomplish? Most facility managers and building owners say they’d like better cleaning at a lower cost. Define what you mean by “better cleaning,” and determine the budget you’ll need to achieve it.

2. Establish a baseline.

Talk to other FMs or Property Managers about their plans and costs. Choose those who are in similar types of buildings with approximately the same size, number of employees, etc. Ask how their cleaning program is structured with regard to costs and scope.

Professional service providers can help you compare your costs and performance to the best in class and your peer group. Using the analysis, you will be able to develop strategies to provide the best cleaning at the most economical cost.

3. What is your expectation?

Level 1: Spotless:

Floors, base moldings, and corners are free of debris. Vertical and horizontal surfaces look freshly cleaned or polished. All light fixtures are in good repair and clean. Bathroom and shower (if applicable) fixtures, tile, and grout are free of build-up. Adequate cleaning supplies are on hand. Trash containers are emptied daily.

Level 2: Tidy:

Virtually the same as level one, but there may be up to two days of dust, dirt, stains, or streaks.

Level 3: The Minimum:

Floors are swept or vacuumed clean, but up-close may reveal stains. Dirt build-up may show in corners and along walls. There may be dull spots, matted carpet, and streaks on base molding. Surfaces have dust, dirt, marks, smudges, and fingerprints. Light fixtures work (although maybe not all) and fixtures are clean. Trash containers are emptied daily.

Level 4: Moderate Dinginess:

Floors are swept and vacuumed clean but may be stained. Dirt buildup is obvious. Carpets show traffic wear and molding is dirty. Surfaces show dirt and dust buildup. Trash containers are not emptied daily and may give off foul odor throughout the space.

4. Match the cleaning service provider to the scope.

Identify which service providers have a record of accomplishment and are well-suited to your facility. Know what to look for, what to ask, and when there is a “red flag.” Ask them about the processes and procedures they follow, and how they work to resolve problems and issues as they arise.

Harmful toxic chemicals can cause employee illness and damage your assets. Seek to ensure that they follow CDC and OSHA guidelines and are trained and certified for safe use of the cleaning chemicals they use. You don’t want to face liability in case of injuries.

5. Stay on track with quality assurance.

Define quality, measure, and manage service. An objective quality program should be designed around your unique requirements.

Your cleaning service provider should follow the specific scope of work agreed upon, and they should have a job verification methodology that assures tasks have been completed according to your standards and done properly and safely.

Select a service provider that has 24/7 customer support in the event that you need to request immediate help for after-hour emergencies.

If you would like to improve your current cleaning program or develop a more effective one, ask about our toolkit that can help you get started.