Team cleaning utilizes an approach consisting of a team of professionals that systematically work together through each area of a facility at the same time. When each professional is trained and assigned to one or more functions as a “specialist”, the team moves together throughout the building to complete the cleaning routine. Experience shows it works for any commercial cleaning environment. A typical team includes the following specialists:
- Light Duty Specialist
- Vacuum Specialist
- Restroom Specialist
- Utility Specialist
The Utility Specialist has an integral role in the success of Team Cleaning. This individual is prepared to operate in all the three dimensions of cleaning! The three (3) dimensions of cleaning are 1) tasks to be completed, 2) time allotment/frequency and 3) space coverage. The role of the utility specialist often involves the supervision of all the other specialists in the team. Therefore, the utility specialist must be versatile and cross-trained for all other functions in the team completed by the light duty specialist, vacuum specialist, and restroom specialist. The Utility Specialist does all other tasks these specialists do not do! It is imperative for the utility specialist to understand and implement all aspects of team cleaning to keep the workflow moving efficiently.
How Often Should Utility Specialist Tasks be Done?
A summary of tasks and the frequency of the Utility Specialist Tasks:
Routine or Daily Tasks:
1. High Visibility Tasks
*Vacuum and rotate Entry Door Mats
*Spot Clean Door Glass, Mirrors, Light Switches and Smudges
*Spot Mop High Traffic Areas
2.Stairs
*Remove Stuck Dirt and Gum with Putty Knife
*Vacuum Dirt and Debris
*Spot or Damp Mop
3.Trash
*Collect Trash from Designated Drop Zones
*Place Protective Liners on the Floor of Collection Areas to Eliminate the Chance of Carpet Spills
*Dispose Trash and Recycle into Designated Dumpster
4.Elevators
*Vacuum Debris in Elevator Cab
*Vacuum Elevator Track
*Spot Clean Bright Work, Glass and Fingerprints
5.Monitor and Restock Bulk Supplies
*Check Supply of Paper Products, Liners and other Supplies
*Important to Re-Order Supplies before they RUN OUT!
Detail or Weekly Tasks:
1. High Visibility Tasks
*Brush, Vacuum and Wipe Elevator Tracks
*High Vacuum and Dust in Lobby/Reception Areas
*Mop Stairs
2.Floor Care
*Need Additional Attention in Entrances, High Traffic Areas and Breakroom Areas
Project or Periodic Tasks
1. Floor Care
- machine scrubbing and resealing ceramic tile floors
- VCT maintenance – Rebuild Coats
2.Carpet
*Removal of Soil Glue/ Apply Anti-Allergen
Other Projects that are Facility Specific (Windows, Power Washing)
Space Coverage and Cleaning the “Cores”
A facility is divided into “cores” to split up detail or weekly tasks into a more manageable workload over the course of a week. If a facility is cleaned every day, the facility can be split into four “cores” so that each core can be detailed one day of the week. This space coverage makes it easier to smooth out the workload for these more time-consuming tasks over the course of a normal work week.
What are the Proper Tools and Equipment Needed for Commercial Cleaning?
Here is the shortlist of the proper commercial cleaning tools for the Utility Specialist:
*Brooms/ Dust Pans
*Brushes
*Dust Mops
*Wet Mop
*Mop Bucket
*Towels
*Dust Cloths- Microfiber Cloths
*Lambswool Duster
*Duster Covers (Treated)
*Putty Knife
*Various Chemicals (Including an All-Purpose Neutral Cleaner)
Why have Proper Equipment/ Chemicals?
Commercial cleaning equipment is designed for specific needs and purposes. Using the proper tools and equipment, along with the right chemicals, helps ensure that the facility is professionally cleaned in an efficient manner. Therefore, it is critical that each specialist in the team understand the proper use for their equipment and cleaning chemicals.
Proper Safety Steps
In addition to personal protective equipment, wet floor signs, and SDS sheets for cleaning chemicals, one of the often-missed safety steps is the proper handling of trash. When dealing with trash, it is imperative that the specialist is aware of any potential problem items that were disposed of, including sharps. This is particularly true in medical and dental office cleaning. Also, the specialist should make sure to safely lift bags when handling trash. Anyone lifting trash bags should follow safe lifting and handling procedures and not try to lift too much at once. Normally, the weight of any trash bag should not exceed about 40 pounds. Also, it is important to not let trash liners or brute barrel bags brush up against the specialist’s body. Hold and handle trash away from the body to insure there are no flesh wounds in the event a sharp object is in the bag!
The Supervisor Role
The most key role of the utility specialist is that of the supervisor. The following management roles may be required:
- Customer Complaint Resolution
- Tracking and Management of Supplies
- Chemical/ Filter Tracking
- Team Cleaning Workflow Management
- Team Management and Work Scheduling
- Project or Periodic Work Scheduling
- Equipment Tracking
- Day Porter Functions and Tracking
To keep customers happy and avoid complaints, it is important that good tracking and record-keeping systems are in place. A paper or electronic system should be used to track requests, complaints, training, inspections, and important customer follow-up tasks. Depending on the facility requests, another valuable tool would include HVAC filter tracking which allows the utility specialist to know when to replace air filters. The quality of indoor air can have a direct impact on all building occupants. In fact, indoor air quality is directly impacted by how well a facility is maintained. This includes not only air filter replacement but also the day-to-day procedures used by the cleaning professionals.
A team checklist is helpful because it allows the specialist to monitor the various team duties, note any cleaning issues and assign responsibility for resolving any problems. Other important forms include an employee schedule, building project scheduling form, and a list of important facility information, the periodic tasks needed and the schedule dates for those tasks. Want to avoid lost or misplaced equipment? Use an equipment tracking form and keep it in a handy storage location. This tracking form will list the crew’s equipment, the day it was out, the day it was returned, who used it and the condition of the equipment.
Helpful and Useful Tips for the Utility Specialist
As the Supervisor, it is imperative that the utility specialist effectively and efficiently supervise the team specialist and manage the cleaning program day to day. Some of the often-overlooked items to manage include:
- The disposing of mop water and the proper locations.
- All security issues including facility keys and alarms
- Leak prevention of trash bags which can lead to carpet stains
- Proper chemical storage and usage. It is especially important to label chemicals correctly. Also, make sure that the cleaner uses the correct amount of chemical dispensing. Using too much chemical can create a sticky or visible appearance on cleaned surfaces. It also wastes chemicals and can compromise cleaning results.
- Know and understand the account cleaning specifications. These include the tasks that need to be
- completed on a daily, weekly, and monthly basis.
Lastly, communication between the various cleaning crew members is critical! Working together as a team will ensure that the facility cleaning is not only getting done but that it is getting done correctly.
Your janitorial cleaning company should always handle any cleaning issues you may have immediately and proficiently. If this is not the case, it might be time to look for another janitorial service. Does your cleaning service get back to you in a timely fashion if not the same day? They should be.
Square Feat is Here for all your Commercial Cleaning Needs!
Square Feat has been serving commercial clients in the Phoenix metropolitan area for more than two decades with basic janitorial services, carpet cleaning, floor refinishing and other specialized services. The Phoenix Business Journal and Arizona Business Magazine recognize Square Feat as a top full-service janitorial provider.
Please, visit this page to learn more about the cleaning services they provide or to obtain a free no obligation quote for your facility. You can also contact us here or call 480-777-0605 to schedule an appointment to survey your facility.
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