Custodial Workloading and Job Card Creation. Sue Brown WSU Energy Program

Transcription

1 Custodial Workloading and Job Card Creation Sue Brown WSU Energy Program

2 What is Workloading?

3 Workloading is building an accurate staffing plan based on time-proven methods and techniques

4 Why Workload? It can give you an accurate depiction of what your staffing level should be based on the level of cleaning required It can give you the information needed in order to request staffing increases or decreases It is based on objective data instead of perceptions It can help management in determining how new equipment will make operations more efficient and/or more complicated and less efficient

5 Workloading Step 1: Take an inventory of all spaces to be cleaned Don t rely on gross square footage Measure cleanable square footage manually with measuring tools CAD drawings or blueprints can be useful Use existing measurements if available

6 Color floor plan Using colored pencils, use a color code to delineate floor surfaces (which will decide how it is cleaned). For instance, carpeting can be green, hard surfaces can be yellow Restrooms are going to be their own color, typically red. Multiple tasks are performed and number of fixtures determine time allocated there, not square footage

7

8 Create a Data Collection Worksheet Data Loading Template Drop Down Values Room ID AREATYPE FLOORTYPE BUILDING FLOOR SQUARE FT FIXTURES COST CENTER Floor Types Area Types Classroom 100 Classroom Finished Hard Floor Lincoln EL Education Ceramic Tile Athletic Training Room Carpet Auditorium Finished Hard Floor Bleachers Unfinished Hard Floor Cafeteria Wood Classroom Computer Lab Conference Room Custodial Closet Elevator Entry Gym Hallway Kitchen Lab Classroom Lobby Locker Room Lounge Media Center Nurses Office Office Receiving/Dock Restroom By Fixture Retail Serving Area Shower Room

9 Workloading Step 2: Develop a Scope of Work What standards do you want to follow for the completion of the work? What are your expectations for work to be done, when, and with what tools and equipment?

10 SCOPE = WORK TO BE DONE + FREQUENCY

11 Developing Standards If we don t have a road map, how do we know how to get where we are going? Standardized work increases the likelihood that all activities will be carried out in a safe manner Conveys the expectation that everyone works the same process, so performance expectations can be established

12 International Cleaning Standards International Sanitary Supply Association (ISSA) with assistance from American Institute for Cleaning Sciences (AICS) Designed 2006 Cleaning Industry Management Standard (CIMS) to assist cleaning organizations in developing and managing customer-centered cleaning services that are safe, healthy, and sustainable Organizations can achieve certification as ISSA Certification Experts (I.C.E.)

13 Cleaning Standards Washington State Cleaning Industry Professionals Based on Cleaning for Health philosophy Work will be conducted to do no harm to the cleaning worker, the building occupants or the environments Must improve air quality, prevent the spread of germs and disease and remove allergens Green Clean Schools (Healthy Schools Campaign) Sensible Steps to Healthier School Environments (EPA)

14 Cleaning Levels APPA (Leadership in Educational Facilities) 1992: Created Five Levels of Clean: * Level 1 Orderly Spotlessness * Level 2 Ordinary Tidiness * Level 3 Casual Inattention * Level 4 Moderate Dinginess * Level 5 Unkept Neglect

15 Standardizing Cleaning Processes Are repeatable Increase efficiency Consider worker safety and health Can be measured and evaluated Can be improved by revision as necessary

16 Developing Standards If we don t have a road map, how do we know how to get where we are going? Standardized work increase the likelihood that all activities will be carried out in a safe manner Conveys the expectation that everyone works the same way, so performance expectations can be established

17 International Cleaning Standards International Sanitary Supply Association (ISSA) with assistance from American Institute for Cleaning Sciences (AICS) Designed 2006 Cleaning Industry Management Standard (CIMS) to assist cleaning organizations in developing and managing customer-centered cleaning services that are safe, healthy, and sustainable Organizations can achieve certification as ISSA Certification Experts (I.C.E.)

18 Cleaning Standards Washington State Cleaning Industry Professionals Based on Cleaning for Health philosophy Work will be conducted to do no harm to the cleaning worker, the building occupants or the environments Must improve air quality, prevent the spread of germs and disease and remove allergens Green Clean Schools (Healthy Schools Campaign) Sensible Steps to Healthier School Environments (EPA)

19 Cleaning Levels APPA (Leadership in Educational Facilities) 1992: Created Five Levels of Clean: * Level 1 Orderly Spotlessness * Level 2 Ordinary Tidiness * Level 3 Casual Inattention * Level 4 Moderate Dinginess * Level 5 Unkept Neglect

20 Standardizing Cleaning Processes Are repeatable Increase efficiency Consider worker safety and health Can be measured and evaluated Can be improved by revision as necessary

21 Workloading Step 3: Determine Tasks and Productivity Rates Break tasks down into these categories: daily detail project

22 Daily/Routine Tasks Clean and disinfect restrooms, restock supplies Vacuum carpets in high traffic areas Dust/damp mop hard floors in high traffic areas Clean entry doors and glass Remove trash and recycling Police areas

23 Detail Tasks High dusting, dusting ledges and lights, spot cleaning surfaces, cleaning whiteboards and trays, cleaning erasers, dusting blinds, window cleaning Can be tasks that are not done on a daily or project basis

24 Project Tasks Setting up/breaking down events, moving furniture, painting, carpet cleaning, floor stripping, relighting, equipment maintenance, air filter replacement, summer work and special requests Can be tasks as diverse as something that s needed immediately or only once a year

25 List Tasks Required by Area Office Areas Carpeted Remove all trash and replace soiled can liners Vacuum carpeting using backpack vacuum with 14 tool Dust all horizontal surfaces below 60 with duster Remove spots on carpets Spot wash walls, light switches, doors, etc. Shampoo by extraction method all carpeting

26 Productivity Rates Consider the statement: How long does it take? Instead, consider asking: How long should it take?

27 5 Methods of Determining Cleaning Times By task By square foot cleaned per day By area and kinds of spaces By fixture Combination of any of the above

28 Time Standards for Custodial Tasks Cleaning time standards developed in 1963 by John Joerg, former ISSA Exec. Director In 1990, ISSA s 292 Cleaning Times developed by John Walker, Director of Education and Training In 2002, Official ISSA 447 Cleaning Times appeared, expanded in 2009

29 How is Work Organized? by area? by activity? by task?

30 Develop A Task Chart Frequency PRIORITY LOCATION TASK SQ FT MINUTES SQ FT / HOUR Daily Weekly Monthly NOTES/Schedule Classrooms Trash/Dust with Treated Cloth/Clean chalkboard/damp mop floor 1, ,529 Trash/Dust with Duster/Clean chalkboard/dust mop floor 1, ,383 Empty Trash/Pencil Sharpener, Wipe Clean & Reline Basket 1.5 Empty and clean all waste cans and place a liner in them Clean chalkboards, white boards and chalk wells Empty pencil sharpener Vacuum all carpeting with Backpack vacuum & 14" orifice carpet tool 1, ,407 5 Sinks, Scrub and Damp Wipe Dust wall and ceiling vents 1, Dust mop with 24" Mop using Dust Treatment Chemical 1, ,333 5 Sweep hard floors with 16" Push Broom 1, ,000 5 Clean entry doors with disinfectant ,125 5 Wipe down desk tops Wipe down bottoms of task chairs and lower ledges on desks Remove gum and graffiti from desktops and tables as needed Clean bugs and dust from overhead lights 12 Damp mop floors 12 Spot clean any fabric type furnishings Never store extra liners in bottom of containers. This will consider them contaminated 12Check monthly 12Check monthly Make sure to vacuum areas of furniture that collect dirt line the back and side edges Spot clean/disinfect walls with trigger sprayer and cloth , minutes per 1,200 sf Dust ceiling edges and corners where cobwebs build up with hand held duster & extension ,000 Dust and clean blinds and tops of valances and/or curtains Remove spots by testing, applying spot remover and blotting on carpeted floors 4 per occurance Relamp as needed, using ladder 3 per occurance Entrances and Hallways Pick Up Loose Debris with Lobby Pan & Porter Broom/Scraper Up Gum 1, ,333 5 Sweep walks with 16" push broom, pick up debris extending 25 feet from entrance ,000 Clean smudges off all entrance glass to building with trigger spray & cloth (2 sides) ,125 5 Clean glass door and hardware using trigger sprayer & cloth Sweep entrances with 16" Push Broom 1, ,000 Hard floor, wet mop & rinse with 24 oz. mop and single bucket & wringer 1, ,564 5 Vacuum/shake walk-off mats ,274 Remove spots by testing, applying spot remover and blotting on carpeted floors 4 per occurance Wipe Lockers with Trigger Sprayer & Cloth Dust with Duster & Extension Handle ,000 Scrub and sanitize drinking fountains; wipe dry per fixture Relamp as needed, using ladder 3 per occurance

31 Lastly Add all the non-surface tasks performed (i.e. locking/unlocking doors, inspecting areas for vandalism, setting up for activities, ordering, delivering, stocking supplies, putting up/taking down flags, PE equipment storage, responding to special requests from staff; unanticipated spills, biohazard clean up; repairs to tools)

32 Workloading Step 4: Build Your Program List the tasks identified in Step 3 and determine how often they will be performed (frequency) List the surface to be cleaned, i.e. tables, chairs, whiteboards, carpeting, hard floor surface (and type) Allocate the amount of time for each task to the applicable square footage Add the type of equipment that will be used to complete the task

33 Knowledge of Excel In order to complete your workloading plan you will need basic mid-level knowledge of Excel software. Learn how to sort, filter, format and perform calculation operations with formulas. Know how to link data to other data for creating job cards, reports, performance reviews and quality inspections.

34 Workloading Step 4: continued Perform calculations using this formula: Task x Time (to perform each task) x Frequency = Basic Workload This information can help form the basis for creating job cards

35 A Word About Team Cleaning Break down tasks required of each specialist SPECIALIST TASKS FREQUENCY Vacuum 1. Detail vacuum all high traffic areas on hard floors, Daily carpeting and walk-off mats 2. Daily vacuum according to rotation schedule Daily 3. Spot vacuum all areas Daily 4. Vacuum crumbs, spills on furniture, or other debris Daily 5. Reposition all furniture correctly Daily 6. Turn off lights upon completion of a room Daily 7. Inspect vacuum cords, hoses, filters and replace/rinse as Daily needed 8. Thoroughly vacuum upholstered furniture, vacuum under Weekly cushions Weekly 9. Thoroughly vacuum classroom carpets

36 Job Cards Job Cards produce a step-by-step written guide that a cleaning worker might use in completing their daily cleaning tasks and how long they should devote to each one. Simply put, they show the what, when, where and how long of each assignment

37 Job Card Evolution Adjustments are meant to occur in order to reflect the actual time it takes to perform the work. They ensure that work is done predictably and using standard procedures, equipment, and chemicals.

38 Floor/Room E.T. Schedule Notes 4:00 PM Check in Entrances 15 Min 4:10 PM - 4:25 PM Sweep entries, collect outside trash and clean ashtrays Wing A 30 Min 4:25 PM - 4:55 PM Detail Clean Restrooms according to Rotation below All other wings 35 Min 4:55 PM - 5:30 PM Clean and trash all other Restrooms, lockers and lounges 15 Min 5:30 PM - 6:00 PM Break Wing A 105 Min 6:00 PM - 7:30 PM Trash and Light Duty Detail Rotation as below 30 Min 7:30 PM - 8:00 PM Lunch 30 Min 8:00 PM - 8:30 PM Complete Trash and Light Duty Detail Rotation as below 60 Min 8:30 PM - 10:00 PM Vacuum Detail Rotation as below 15 Min 10:00 PM - 10:15 PM Break All other wings 45 Min 10:15 PM - 11:00 PM Vacuum Rotation below Stairs/hard fls 40 Min 11:00 PM - 12:15 AM Project work, gym, etc. 15 Min 12:15 PM - 12:30 PM Clean all equipment and Return to Custodial Room 12:30 PM End of shift Light Duty Rotation Vacuum Rotation Monday Detail Wing A Monday Detail Wing A Tuesday Detail Wing B Tuesday Detail Wing B Wednesday Detail Wing C Wednesday Detail Wing C Thursday Detail Wing D Thursday Detail Wing D Friday Project Friday Entries, all Hard floor areas and Project Stair Rotation Restroom Rotation Monday: Vac South stair, mop 2nd/1st fl areas Monday Detail Wing A Tuesday: Vac and mop S Center stairs Tuesday Detail Wing B Wednesday: Vac/mop Large North stairs Wednesday Detail Wing C Thursday: Vac/mop North stairs,basement areas Thursday Detail Wing D Friday: Project Friday Project DAILY DAILY 1. Empty trash and reinstall liners if necessary. 1. Refill toilet tissue. 2. Clean any (chalk or white board). 2. Refill all other dispensers. 3. Dust all horizontal surfaces with duster 3. Empty trash. NOTE: Do not move or rearrange work areas. 4. Clean and disinfect all fixtures and clean mirrors. 4. Pick up paper clips, paper, pencils, etc. 5. Spot clean partition doors and walls. 5. Spot clean door glass. 6. Sweep or vacuum and mop tile floors.

39 Considerations Standardized processes get same results Increase efficiency Working smarter, not harder Color coding by area and position reduces cross contamination and simplifies processes: Chemicals Equipment Job Cards SDS sheets

40 Making the job easier Multiple filtration vacuum cleaners Dusters with disposable covers Washable microfiber cloths and mops High quality entryway mats Durable carpets Autoscrubbers Floor burnishers with vacuum attachments High pressure water and steam washers

41 Microfiber Much more absorbent than other types of mops and cleaning wipes but weigh less More durable so can be washed many times Microscopic hooks in design of material can remove soil better Positively charged microfibers attract dust Color-coded to use in specific areas

42 Simplify Ergonomic and efficient tools (flat mops, microfiber, lightweight dust wands and extensions) Dilution control for mixing chemicals Organized storage spaces Improved processes with color coding Balanced workloads

43 The Next (not Last) Step The next step is to let your staff work the task and times on the job card. Don t be concerned if changes are needed. Let the work dictate the job card. Be open to change but stick to the method. Be creative in assigning work that challenges staff to find even more ways to be more efficient (processes, tools, assignments).

44 THANK YOU FOR ALL THAT YOU DO!!!

45