Commercial Cleaning Roles and responsibilities
Daily office cleaning contracts need an organized staffing structure to ensure adherence to a specification. Typically these roles are cleaning operatives, day house keepers and supervisors. Larger sites will additionally include a site manager to manage and oversee the cleaning team. Ultimately these roles report to area or regional managers. In this blog we look at the differences and in these roles and responsibilities.
Cleaning roles and responsibilities - Creating an effective management structure
Establishing the contract management structures means defining responsibility for who will do which roles and how often. This is critical to ensure that all elements of the client cleaning specification are undertaken in the right way at the right time. A key element is contract management, including conducting regular quality audits and health and safety compliance via cleaning RAMS.
Cleaning Operatives
Cleaning operatives carry out cleaning as per the daily work schedules from the contract specification. To minimize disruption they will usually work out of hours, for example early mornings or in the evenings.
General cleaning duties are varied but often include:-
- Sweep or mop hard floors
- Vacuum carpeted area
- Empty bins
- Sanitise touch points
- Clean & sanitise desks, chairs, furniture and glass as per work schedule
- Clean skirting boards, windowsills and ledges
Day House-Keeper
The main purpose is to keep areas clean, safe and well maintained during the day in line with the cleaning specification. Their presence lifts the profile of cleaning and provides confidence to staff that their office is safe and hygienic. Examples of their duties are:-
- Clean and Sanitise High Contact communal areas throughout the day eg
- Door handles and stair handrails
- Tables & chairs
- Kitchen appliances, work surfaces and taps
- Clean and Sanitise Washrooms throughout the day eg
- Door handles & locks
- Counter tops
- Ensure area is clean and checked through busy lunchtime hours
- Refill dispensers
- Toilet rolls
- Paper towels
- Soap & sanitiser
- Managing requests for reactive and proactive cleaning
- Help with hospitality duties to support the FM team
- Providing cover where required
Supervisor
A Supervisor has responsibility for working to agreed work plans to meeting contract requirements. They maintain clear lines of communication between the client, managers and the cleaning team. Supervisors may be working or non-working, depending on the site requirements. They are responsible for implementing the site operating plan and their duties typically include: -
- Organise daily work schedules, and co-ordinate the cleaning team
- Accurate recording of staff timesheets and communicate with area manager re payroll
- Manage / Order stocks of consumables and cleaning products, and maintain equipment
- Providing cover for sickness and absence
- Lead and motivate staff to maintain consistent service levels
- Check the cleaning in all areas are up to the required standard as per the cleaning specification
Site Cleaning Manager
Larger sites may also employ a Site Cleaning Manager. Their role is to effectively manage and develop the contract and ensure service level agreements are being met at all times. A key part of this is to continually seek creative solutions to improve productivity, efficiency, and service.
Duties will include:-
- Being the main client point of contact
- Developing, managing and motivating cleaning staff
- Managing stocks of cleaning materials and equipment
- Ensuring contract is adequately resourced, recruiting staff as necessary
- Ensuring staff training is up to date
- Monitor health and safety performance
- Monitoring periodic work
- Deal with staff performance and attendance
Area, Regional and Operations Managers
Ultimately onsite cleaning roles report into an area, regional and or operations manager. Their role is to provide support and development and ensure that every level is supported by the one above. They will be focused on delivering consistent and reliable cleaning across all contracts and looking to incorporate innovation and improvements. Responsibilities include:-
- Ensure that SLA’s and KPI’s are achieved and exceeded
- Budgetary control
- Ensuring quality and compliance audits are conducted and shared with clients
TemcoUK Facility Services – providing clarity and transparency on cleaning contracts
Established in 2001, Temco is a professional and trusted contract cleaning provider. Passionate about delivering outstanding service, we work in partnership with our clients to ensure we staff our contracts correctly and that the structure is in place from the outset. We offer clients full transparency and compliance on the service we offer and work collaboratively to create tailor-made solutions.
If you are fed up with cleaning companies that promise the earth and deliver only disappointment then please give us a call 01895 520370. Our service is reliable and consistent and we create bespoke cleaning schedule to fit your business perfectly.
What are cleaning RAMS?
Like many other sectors in the construction and building sector, professional contract cleaning companies use RAMS to improve the health and safety of business operations. RAMS stands for Risk Assessments and Method Statements and are part of our safe system of work documentation. This blog examines what are cleaning RAMS and why they play such a key role in contract safety.
What does RAMS stand for?
RAMS stands for Risk Assessments and Method Statements.
RAMS and Risk Assessments – What’s the difference?
Under the Management of Health and Safety at Work Regulations 1999 regulation, risk assessments must be completed by any business which employs over 5 people.
A risk assessment:-
- Identifies hazards in the workplace, defined as anything which could cause injury or illness at work
- Quantifies the hazard to determine the risk, or how likely is it that someone could be harmed, and how seriously
- Controls the risk, if a risk is identified then a plan must be taken to eliminate the hazard or control the risk
A method statement:-
- Details exactly how to carry work out safely and the precautions to be put in place to control the risks identified in the risk assessment
- Details the equipment to be used including PPE to keep workers and others safe whilst tasks are ongoing
- The statement also covers the hazards associated with by-products e.g., waste disposal and leaving the area clean, tidy and hazard free.
Which tasks require cleaning RAMS?
All cleaning tasks require RAMS! However, cleaning generally comprises two components, daily office and periodic cleaning.
Daily office cleaning RAMS cover for example vacuuming, hard floor mopping and the cleaning of office and general areas such as receptions and communal areas.
Periodic cleaning RAMS focus on tasks which cannot be done during normal office cleaning such as hot water extraction carpet cleaning, hard floor deep cleaning, upholstery and furniture cleaning and kitchen deep cleans.
The importance of RAMS
RAMS ensure that the right people with the correct skills and training using the correct equipment work in a way to ensure the safety of themselves and others. Ultimately they reduce the risk of incidents or accidents.
Additionally, it’s really important to include all members of the cleaning team in briefings before a job starts, and to make sure that everyone fully understands and agrees the work.
How do RAMS help make cleaning safer?
- Improve business operations
With clear instructions for how to safely complete tasks, there is no need for individuals to experiment or guess
- Reduce misunderstanding
The clear step by step instructions leave no room for confusion or misunderstanding. For example, informal instructions can be incorrect or change as they pass from one individual to another, and language barriers can result in instructions lost in translation.
- Safer decision making
Pre-agreed method statements set out the steps to take, reducing the need for individuals to decide how to overcome problems
- Increase safety
When implemented together, there is a much higher level of safety.
TemcoUK Facility Services – Full Health & Safety compliance
Health and Safety is a major priority at Temco and we have a full set of RAMS to cover all areas for our work. Our Health and Safety Manager, who is fully qualified with years of experience, creates and updates our documentation adding new ones whenever required.
For each new contract we create bespoke risk assessment documentation. The relevant site RAMS form part of the staff local induction training are available to view at any time. Our team regularly reviews all RAMS documentation to ensure it is accurate and up to date.
Health and Safety applies to everyone, from the senior management to each and every cleaning operative, and it runs through all aspects of our business.
Teams keep up to date with legislation and keep staff updated. Examples are Slips, Trips and Falls.
At Temco we encourage all staff to contribute to the process of creating Risk Assessments and Method Statements. We positively welcome suggestions for improvement and believe that our operational staff should play a key role in the process.
Please get in touch with us if you would like to find our more about how we manage our health and safety. If you would like to discuss changing your office cleaning provider, please do call us on 01895 520370 or email hello@temco-services.co.uk.
5 Benefits of a clean and hygienic office
Research shows that a clean and hygienic office boosts workplace wellbeing, enhances productivity and reduces absenteeism. It also has a key role to play in keeping staff healthy and creating the right impression of businesses and brands. Many companies employ a professional service contractor to manage their daily office cleaning, and in this blog we look at the 5 benefits of a clean and hygienic office.
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Confidence of returning employees
Since the COVID-19 restrictions were lifted in July, people have been encouraged to return to the office. For some, this will be the first time in over 18 months that they have been back - understandably there may be some concern. So the focus for employers is to instill confidence through a range of measures including effective and regular cleaning.
Regular and effective cleaning
Using professional products including proven anti-viral cleaners will ensure the levels of germs and pathogenic viruses including Influenza A (H1N1 and Swine Flu) are significantly reduced. Staff can assist the process by ensuring their desk is clear of any items so the cleaning teams can fully sanitize areas every evening, as cleaning staff typically have been instructed not to touch or move these.
High frequency touchpoint sanitisation
High frequency touchpoints in the workplace include door handles, door push plates and operating buttons on appliances such as coffee machines and printers. Regular sanitisation of these identified areas will reduce the risk of cross contamination and infection.
Trained cleaning staff
Cleaning staff need to know how to clean and sanitise effectively and implement this in their day to day routines. Training will cover aspects such as chemical contact time and which cloth to use for maximum effect.
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Prevent illness
It’s not just COVID-19, but other germs, bacteria and diseases have the opportunity to spread more in an unclean environment. Absenteeism through, for example, catching colds and flu is not only an inconvenience to individuals, but it also costs business many thousands of pounds each year and has a detrimental effect on the bottom line.
By maintaining effective cleaning and hygiene routines, germs levels reduce and prevented from spreading. Pathogens can live on hard surfaces such as desks for long periods of time so regular cleaning and sanitizing is essential to reduce the risk.
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Employee wellbeing
Staff spend a large amount of time in the office and need to feel happy and comfortable in that environment to perform at their best. Working in a clean and hygienic office enhances their feeling of wellbeing and demonstrates that their employer has invested in providing them with the highest quality work environment.
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Increases productivity and motivation
Let’s face it, dirt and mess can be very distracting! Cleaning removes these distractions, helping employees to better focus and concentrate on their tasks. A part of workplace productivity is employee motivation, and a clean workplace signals to staff that they are valued and respected. There are also additional benefits such as improving staff morale and of course employee retention.
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Creates a good impression
First impressions count! A clean, tidy and hygienic workplace instills confidence and projects a positive image which is good for business. An office should be an enjoyable place in which to spend time, welcoming visitors and showing an attention to detail. Nothing says unprofessional more than dirty floors, messy reception desks or overflowing bins in the workplace. A well-kept workplace implies efficiency and quality.
TemcoUK Facility Services – experts in daily office cleaning
Temco is a professional and experienced contract cleaning company specializing in the provision of daily office cleaning services.
We are agile with a focus on consistent service excellence. In these challenging times we understand that a clean and hygienic office is more important than ever and plays a significant role in providing confidence for staff returning to the office. Our fully trained cleaning teams will work to agreed schedules and safe ways of working so that you have total confidence that your workplace is clean and hygienic.
Temco has an excellent record of professionally managing contracts to ensure that the right staff, at the right time clean using the right chemicals and follow the right processes. If you would like to find out more or to discuss your office cleaning provision please download our brochure here, call on 01895 520370 or email hello@temco-services.co.uk.
Mobilisation of an office cleaning contract
Starting a new cleaning contact requires a lot of preparation and planning to achieve a smooth transition. A successful mobilisation not only ensures a good start to the contract, but it also is the first step to building a strong client relationship and positive working partnership. All cleaning contracts require support from the start, and this blog looks at the process of mobilisation of an office cleaning contract.
Office cleaning contract
As soon as there is agreement on contract terms, and the start date set, the mobilisation process can begin. All details such as number of staff, weekly hours, payrates and specification will have been agreed prior to this and feed into the mobilisation plan.
5 Key elements of a Mobilisation plan
- TUPE
- Operational set up
- Health and Safety
- Staff vetting
- Management
TUPE and why it’s important for FM mobilisation
TUPE stands for the Transfer of Undertakings (Protection of Employment) Regulations 2006. This regulation is a legal requirement which safeguards employees if a contract transfers from one employer to another. Any eligible employees will transfer with full continuity of service and protected terms and conditions, with effect from the transfer date.
The TUPE process can begin as soon as the contract terms are agreed and the existing contractor has been notified. The incumbent contractor must supply full details for employees including name and address, hourly rate and benefits, job title and working hours.
Transferring under TUPE can be an unsettling time for staff and it’s important for both the incoming and outgoing contractors to handle it in a very sensitive and careful way.
Operational set up
The mobilisation plan will involve many operational tasks which will vary depending on the contract, but usually include the following:-
- Create new schedules and route plans based on specification
- Order equipment and materials
- Organize additional services eg washroom or pest control services
- Set up online janitorial template for ease of ordering
- Advertise to recruit additional staff, if required
- Payroll set up of new staff, and creation of timesheets
- Order staff uniform
Health and Safety
Following a full brief from the operations team and a site audit, the H&S Manager will prepare the following : -
- Site induction – this will include signing in arrangements, fire evacuation, expected conduct on site, reporting of incidents or accidents and other H&S matters
- Contract files with all COSHH and MSDS
- Full documentation regarding RAMS (Risk Assessments and Method Statement)
- Training required
Staff vetting
Staff checks for all new employees include:-
- Right to work, including visas and biometric residence permits (BRP)
- Identity documentation verification
- DBS if required
The contractor will ensure that copies are taken and securely held, and any time limited documents must be registered and followed up prior to expiry. Head office staff matrices must also be updated accordingly.
Management
Management information to monitor performance of the contract includes setting up:-
- KPI and SLA documentation
- Quality auditing schedules based on frequency agreed in contract
- On accounting system, as per agreed invoice price
Regular updates of these documents ensure clients have accurate and timely information on the performance of their contract.
TemcoUK Facility Services – total account focus for operational success
At Temco we have managed hundreds of contract mobilisations since we started in 2001 and have the experience and energy to breathe new life into tired contracts.
We manage the whole process in a professional and efficient way, and will keep you updated on the process throughout. We work closely and collaboratively with our clients and adopt a partnership approach. Our secure online portal allows us to share management information and we support this with regular client meetings to ensure complete transparency of the cleaning operation.
Our experienced HR Manager closely manages the transfer process to ensure that we met and implement TUPE regulations. We take great care to ensure that any employees transferring under TUPE feel supported and understand the process. We hold staff consultations with honesty and professionalism and work with staff to ensure that all operational changes are discussed and we will take the time to explain any changes to schedules or staffing.
Temco offers full transparency on your service, from initial quote through to mobilisation and contract management. Our record of professionally managing cleaning contracts is excellent, and we will work with you to ensure the smooth transition of your project. Please get in touch with us if you would like to change your office cleaning provider, on 01895 520370 or email hello@temco-services.co.uk.