Valuing People

The importance of valuing cleaning staff

Cleaning and hygiene rose the top of the agenda during the Covid-19 pandemic.  Cleaning operatives were seen as vital to protect the health and wellbeing of others during this time.  Their visibility gave confidence to returning office workers that their workspace was safe and hygienic.  With this changing attitude to a previously invisible workforce, this blog looks at the importance of valuing cleaning staff.

Cleaning Industry background

Traditionally in the commercial cleaning industry it was common knowledge that low pay and low expectations of staff was widespread. If you then add poor training and ineffective equipment, the results are poor productivity and at best, second-rate daily office cleaning. In spite of this, low investment in staff is rife, with contractors locked into the low wage and low expectation business model.

Fair Pay – Good Productivity – Great Service

The direct opposite of this business model for commercial office cleaning services begins with fair pay for staff, which naturally leads to high expectations.  The Living Wage is a great way to demonstrate fair pay to staff, and to recognise their important contribution.

The Living Wage Foundation rate is based on the cost of living and reviewed annually.  It is currently £9.90 and the London Living Wage rate is £11.05.  This compares with the national living wage, set by the government, which stands at £9.50.

Then add in a professional training regime and give staff the latest equipment to work with. The result is exactly as commercial cleaning services clients would wish - good productivity and great service. It is clearly in everybody’s interest that this approach is adopted.

Labour shortages

In today’s post Brexit, post lockdown employment climate, valuing cleaning staff has become even more important. Some European staff went home during lockdown. They have not returned and seem unlikely to do so in the future. In addition, many people have understandably re-evaluated their lives after being locked down, and this is clearly including many office cleaning staff. When they look around they find that they have more job alternatives open to them than before the lockdown. As a result it is only those who are happy in their work who are staying in the industry.

Temco staff working

Employer of choice

A daily office cleaning provider needs to be an Employer of Choice to ensure it can recruit the staff its clients need. It needs to earn a reputation for paying a fair wage and showing genuine concern for staff wellbeing. Then to keep existing staff they need to be encouraged to develop through training and incentives. They also need to be provided with the latest equipment which will help them do the job of office cleaning faster and more effectively.

High expectations

An ethos that encourages staff to deliver the very best service, giving them the most modern equipment and the best consumables will give your commercial cleaning services contractor a high quality attitude that will penetrate every corner of their operation. The result for clients is of course excellent productivity and the best possible service.

Training

Recruiting and retaining the best clean staff is not only about pay.  It’s also about providing training to safely deliver the highest standards of service using the best equipment available. Staff increasingly want to feel secure, valued and see a potential to advance their career.

The result for managers will be a highly motivated staff of professional cleaners who really care about their work. People who can be flexible when it is required. People who are responsive and resourceful.

TemcoUK – an Employer Of Choice

Our employees are the backbone of our business.  We always offer clients a Living Wage cost option, as we believe it is the right thing to do.  And we invest in people, technology and processes to ensure that our cleaning regimes reflect client requirements and building needs.  This enables us to recruit and retain staff who care about their work and go above and beyond, after all they often become a part of the wider client FM team.

The benefits for clients is clear: great service, a well-trained and supported professional cleaning team who consistently deliver the highest standards of workplace cleaning and hygiene.

Please contact us if you would like to discuss your cleaning contract hello@temco-services.co.uk or call 01895 520370


Clear Cleaning Costs Create Confidence

When your contract cleaning company gives you clear prices for daily office cleaning it creates a strong base of trust in your relationship. Transparency makes sure that you know exactly which commercial cleaning services you are actually paying for.  This blog look at why clear cleaning costs create confidence.

At Tender

At the start of your relationship with a new professional contract cleaning company, clear prices are vital. This will enable you to properly compare the charges proposed by the competing companies. If you can compare each company in detail you will be able to make a fair assessment of each proposal and ensure you get the best for your premises.

Avoid Shocks

A professional contract cleaning company will be open and honest about the pricing for office cleaning services right from the start of the contract. The invoices you receive should be exactly as you expected at the end of the month. This will help you avoid those surprise costs that will throw out your financial plan.

Look For Detail

If the invoice your contract cleaning company sends you shows every service in one lump sum then you cannot know what you are paying for. As an example, you need to know the cleaner's hourly pay rate, not least because it helps with discussions about the Living Wage. It is also possible that you are paying for more cleaners than are actually carrying out your daily office cleaning. Or perhaps your cleaners pay is less, resulting in a lack of care and concern about standards of work. It is also possible that your contract cleaning company is making more profit from your contract than was agreed.

So you need clear detail in your quotation and invoices to get a proper understanding of the commercial office cleaning services supplied.

Situations Evolve

No company stands still, so contracts do change over time. If the last two years have showed us anything, it is that a contract cleaning company needs to be quick to adapt.

If your cleaning contractor supplies detailed pricing you will be able to look at the effect of any changes within your company before implementation. This will give you detail to help you keep any increases in costs as low as possible.

Commercial office cleaning services providers needed to understand and implement new rules to establish new protocols very quickly during the pandemic. Professional COVID disinfection and sanitising services, with new systems and new products had to be brought in fast. Access to clear pricing was essential for managers to understand the effect on their budgets. Otherwise they were working in the dark.

The current environment has staff shortages causing pressure to increase wages, plus rising inflation.  More reason then why Facility Managers need to understand the reason behind unavoidable upward pressure on costs.

Itemise Everything

Your commercial office cleaning services provider should give you a full list of all prices, which must include how much they are making. It is fair that a provider should make a profit, but only to the amount agreed. That way you will understand what you are being charged for all the time. You will also be able to see that the contractors carrying out your daily office cleaning are treated properly. Detailed pricing will show up important matters like care of staff and the progress of technical changes.

Clear Cleaning Costs Create Confidence

Your commercial office cleaning services provider should supply clear pricing from the word go.

It must include:

  • Direct wage costs - weekly hours multiplied by the rate of pay
  • Indirect costs - National Insurance, sick and holiday pay and pension
  • Compliance and equipment
  • Margins and expenses

There should be no concealed costs and your commercial cleaning services provider should only invoice for agreed charges. Specialist cleaning, like commercial window and carpet cleaning services must be listed separately. The cost of cleaning consumables should be agreed at the start.

TemcoUK Facility Services

With over 20 years experience in the commercial cleaning sector, Temco has always operated a transparent pricing policy.  Clear pricing makes working with us as your contract cleaning provider much simpler with less chance of invoice queries and misunderstandings.

Following a site survey, we will prepare an accurate quotation based on the hours required to achieve the cleaning specification.

If you are looking to change your cleaning provider, please give us a call or drop us an email to hello@temco-services.co.uk


TUPE and Office Cleaning Contracts

TUPE regulations were first passed in 1981 and in the Facility Management arena it is a very regular occurrence.  This blog looks at TUPE and how it applies to Office Cleaning Contracts.

What is TUPE?

The Transfer of Undertakings and Protection of Employees (TUPE) regulations give commercial office cleaning services staff protection in respect of their employment contracts when an office cleaning contract is moved from one contract cleaning company to another. This essentially means that employers cannot dismiss staff at will and the conditions under which they work remain the same.

Needless interference?

The TUPE update in 2006 caused widespread concern in the professional office contract cleaning sector. Commercial cleaning services then, as now, were provided for a fixed contract period of typically five years. Contracts running well sometimes had extensions and at some stage retendered. Some companies were used to having free reign to do as they wish with staff when taking on a new contract, because that was an easy way of managing costs. This could include reducing wages and increasing hours that daily office cleaning staff were required to work. Unsurprisingly these companies saw TUPE as a threat, bringing in needless interference and extra bureaucracy. The type of commercial cleaning services provider that behaved like that applied the business practices that result in low expectations of staff.  This usually led to poor productivity and likely as not, poor daily office cleaning services.

TUPE - An opportunity

The more forward looking contract cleaning company did not see TUPE as a threat. Indeed, for professionally managed daily office cleaning companies it was welcomed as an opportunity. These are the types of company that invest in staff, have high expectations of their abilities and provide them with the best equipment. This will result in high productivity and high levels of service. The structure of TUPE regulations when applied by a professional office contract cleaning company can go a long way to improve a contract. This includes a wide range of options to take apply and develop the abilities of staff at all levels throughout the contract.

Staff concerns

Inevitably though, and in spite of the many protections that TUPE regulations offer, staff understandably worry when the time comes for a new contract cleaning company to take charge. Staff will be concerned that their circumstances will change even within the bounds of TUPE, and that is unsettling. Gossip flourishes and it is easy for undesirable sentiments to flourish. For this reason it is important to avoid unpleasant shocks and focus on supporting them at a potentially troubling time and bringing them into the conversation. Good communication is a vital part of this process.

Trust

Through timely and considered messaging, daily office cleaning staff can learn that they can trust their new employer. Sometimes the contract cleaning company will have to deliver unwelcome news.  Maintaining trust happens when employers are honest and considerate. It is sudden surprises that undermine trust.  Furthermore this creates a negative atmosphere around the beginning of the commercial cleaning services contract. It takes time to rebuild that trust once lost.

The benefits of TUPE

Those viewing TUPE as an encumbrance lose sight of the fact that there are some genuine benefits for employees. The previous contractor might have been responsible for delivering the commercial cleaning services for several years. They might have become jaded, which staff sense and this will be reflected in their work. The old contractor unlikely to have the drive and enthusiasm of a new office contract cleaning company that has just successfully tendered for the contract. Almost certainly employees will find a new contractor more open to new ideas, welcoming comment and opinions about how matters might improve. A professional commercial cleaning company will genuinely value the grass roots viewpoints of those who have been closest to the sharp end of the contract. This ensures that new contractors can deal with any ongoing concerns right from the start.  Fresh ideas will reinvigorate every aspect of the contract.

It is a fact of life in the commercial office cleaning services industry that most employees will come to contractors through TUPE. It is also true that if those employers consult staff and treat them with the consideration they deserve, then provided with the best equipment and products, the new contract will be significantly better.

TemcoUK understands TUPE

Our team has vast experience of transferring staff via the TUPE process.  We always work closely with staff to discuss any operational changes and explain any changes to schedules or staffing. Our aim is a smooth transition which results in higher productivity and service levels.

Please contact us on 01895 520370 to find out more.

 


8 ways to reduce Office Cleaning costs

Now more than ever, keeping a workplace clean and hygienic is a top priority for Facility Managers.  A clean and well-maintained workplace sends a positive message to staff, customers and visitors and it plays an important role in wellbeing at work.  Regular benchmarking of cleaning costs is good practice, and a professional contractor will always work with clients to offer best value.  Here are eight ways to reduce office cleaning costs.

Review the cleaning specification

If the cleaning specification has not recently been reviewed, then this would be a good place to start.  The scope of work may highlight some time savings if its possible to modify or remove tasks.  Additionally, identifying high priority areas which must be cleaned daily will focus the cleaning resource as required and highlight other areas where frequencies could be reduced.

How many hours per week?

As we highlighted in a previous blog, using productivity to calculate cleaning hours required – rather than a visual inspection only – will ensure that the right number of hours are allocated to a project. Many clients will prefer to have a daily presence.  For smaller offices with less than 10 staff, it may be beneficial to consider having cleaners only for 3 or 4 days a week.  Please bear in mind that it is difficult to recruit cleaning staff for less than 1 hour shift as transport costs will make it uneconomic to work for such a short period of time.

Review consumables

Cost in use is a key factor when reviewing office consumables such as washroom paper and soap products.  Your cleaning provider may be able to reduce consumption by suggesting smarter dispensing options, and work with you to reduce waste and usage.  It’s a fact that higher quality paper hand towels for example absorb more moisture quickly, reducing usage and wastage.

Central bins

Individual waste bins are inefficient as cleaners spend a lot of time emptying each one and replacing the bin liner.  Removing them from under every desk and replacing with communal recycling bins will save time and money on the contract.  Furthermore, it can have a beneficial effect on recycling rates as it forces staff to rethink how they use and dispose of their rubbish.

Technology

In certain locations and office layouts robotic vacuums can be the ideal, innovative way to reduce time spent vacuuming floors.  Time savings mean more focus for higher priority tasks such as sanitising or desk cleaning.

New generation chemicals and surface protectors with increased efficacy offer another solution too.  These kill bacteria and viruses and provide a longer-term solution.

Promote a culture of cleaning up

Whose responsibility is it to return used cups and plates from staff desks to the kitchen?  One way to reduce the cleaning hours required is to ask staff to take their own cups, crockery and cutlery back to the kitchen.  This also applies to meeting room etiquette and clearing away items after use.

Review PPM frequency

Planned Preventive Maintenance (PPM) is scheduled maintenance outside of the standard cleaning, for example windows cleans and carpet deep cleans.  Preparation of schedules use a pre-agreed frequency of work, for example quarterly window cleaning.

However, this may not always be the most cost-effective approach, for example north facing windows may require less cleaning than south facing ones, or carpet cleans required only during the winter months.  Reviewing the schedules may result in frequency reduction.

Use a professional contract cleaning contractor

As businesses increase their focus on cleanliness and hygiene, it has never been more important to work with a professional cleaning company.  A cleaning contractor will work with clients to create a unique cleaning solution that mirrors the unique requirements of the work environment.

TemcoUK works with clients to deliver cleaning excellence

Commercial office contract cleaning is our business, and we have been in business for over 20 years.  We are passionate about providing an excellent service to clients.  Hundreds of clients trust us to deliver compliant, consistent and reliable cleaning leaving them to focus on their business goals.

Office cleanliness not only affects hygiene standards, but also overall employee wellbeing, productivity and morale.  If you would like to discuss your cleaning project, please don’t hesitate to get in touch on 01895 520370 or email hello@temco-services.co.uk


New Year Resolutions for Office Cleaning

Goodbye 2021, Hello 2022.  As we welcome in the new year, now is an ideal time to review the office cleaning and set new years resolutions which will keep the workplace clean and hygienic all year round.  Here are some ideas for consideration for new year resolutions for office cleaning.

New Year Resolutions for Office Cleaning

Here we have shown just 6 examples to start the process, but these vary by office type and unique requirements.

Ensure workplace remains Covid-safe

Continuing to maintain Covid-secure workplaces remains a top priority, and Facility Managers must continue to manage the risks for staff accessing the office.

Even with the vaccination and booster programmes it is still possible to catch and spread Covid-19.  With the new Omicron variant it’s clear that we will be living with Covid for the foreseeable future.  It’s good practice to review all site protocols, check social distancing rules are clear and consider the following:-

  • Cleaning regimes in place and followed including sanitisation of frequently touched surfaces and touchpoints
  • Sufficient stocks of consumables such as sanitiser, anti-bacterial surface wipes and face masks
  • Improving ventilation and air flow
  • Stocks of lateral flow tests, if requesting staff to test on arrival to the office

Keep up to date with innovations.  For example chemicals with residual efficacy are now available and there are a range of antibacterial and antimicrobial products which protect surfaces for longer, minimising the need for constant sanitisation.

Go green, make the office more eco-friendly

Becoming more environmentally friendly in the office is not as hard as it may seem.  Making some small changes can have a big impact on the office footprint.

Sustainable cleaning materials

Many professional office cleaning providers already use as standard environmentally friendly cleaning solutions and will be able to provide information and advice on this.  For Facility Managers looking for more sustainable solutions this is a quick win.  Innovative solutions such as SoluPak’s water soluble sachets offer a sustainable and effective solution.

Switch to reusables

Encouraging staff to switch to reusables at work is a simple way to reduce plastic pollution.  A good starting point is a reusable plastic bottles (rather than single use ones), and encouraging reusable coffee cups will help to reduce the staggering 2.5 billion disposable coffee cups that are used in the UK every year.  Furthermore, removing disposable plastic cutlery and plates to sustainable alternatives is another way to encourage a change in employee habits.

Start or review the office recycling scheme

Introducing a recycling scheme into the office environment is a great first step to reducing waste, carbon emissions and costs.  For existing schemes, its always good to review as waste contractors are making it as easy as possible to increase rates and bins should reflect specific requirements.  Latest developments mean that it is possible to collect waste in one mixed recycling service for paper, card, plastic and cans.

Plan periodic Carpet cleaning

Don’t forget the carpets when reviewing office hygiene.  There are many benefits to professionally carpet cleaning on a regular basis, including:-

  • Prolonging the life of an office carpet
  • Improving the office appearance by eliminating stains, spills and marks
  • Removing bacteria, viruses and allergens
  • Freshening the office and removes nasty odours
  • Creating a good impression for staff and visitors

Book window and solar panel cleaning

Planned window cleaning schedules will ensure that windows and facades are always well presented.  Window cleaning frequency will depend on a number of factors.  These include location, traffic, seasonality and proximity to green space (and the amount of birds).

Introduce office confidential shredding bins

Cloud storage and the digital age has reduced the need for paper but the truly ‘paperless office’ still seems some way off.  Compliance with the General Data Protection Regulation (GDPR) can be achieved by providing a secure consoles to dispose of confidential waste such as paper documents or electronic or electrical materials such as hard drives and discs.  An on-site or off-site shredding service can be quickly implemented, and Certifications of Destruction issued once items are destroyed.

TemcoUK Facility Services – expert cleaning all year round

TemcoUK is a professional contract cleaning provider based in Uxbridge and serving London and the home counties.  As businesses are adapting to the post-Covid environment, it has never been more important to work with a specialist cleaning company.  We have the expertise and experience on all aspects of office cleaning and associated services – from cleaning, janitorial supplies, window and carpet cleaning and waste management – helping you to improve and maintain a clean and hygienic office environment all year round.

If you have made some New Year Resolutions for office cleaning and would like to find out more about our service, please don’t hesitate to contact us on 01895 520370, email hello@temco-services.co.uk or visit our website www.temco-services.co.uk


How contractors should manage an office cleaning contract

One of the most common reasons which prompts clients to seek alternative cleaning contractors is lack of management.  This is frustrating to say the least, as office cleaning teams should solve issues rather than create them.  If you are finding that you are increasingly becoming involved in day to day service, then its definitely time to consider a change of provider.  In this blog we look at how contractors should manage an office cleaning contract.

The cleaning contract specifies the cleaning activities and frequencies for the cleaning team.  Ensuring this is implemented every day to the required standards is the essence of good contract management.  This should not be a firefighting role, but rather working proactively and collaboratively with the client to achieve a common goal.

5 key elements to manage an office cleaning contract 

Communication

Managing a cleaning contract effectively requires excellent communication.  The cleaning service should after all match the client requirements and things do change which may necessitate a corresponding change to the service delivery.

This could be about any number of issues, such as changing cleaning specifications or hours.  Communicating these changes, either by email, phone or in person, should be easy with the contractor responding quickly to confirm how they will be implemented and by when.  Lines of communication need to be clearly defined and responsibilities explained and understood by all members of the team.

Regular scheduled contract meetings

Having regular contract meetings with a set agenda will not only improve communication but will also help to build good working relationships.  To be meaningful there needs to be open and honest forum for discussions.

Reporting Performance management / KPI

As we discussed in an earlier blog, cleaning costs can make up a large proportion of an organisation’s FM budget so its important to ensure the service delivery is as per the agreed terms.

Key Performance Indicators (KPI’s) are a common way to measure and monitor the contract against business objectives.  The KPI may be made up of various different indicators which vary, but typically contain scores for the following:-

Quality of Service

Determined by the results of quality and compliance audits.  These scores reflect the results of many areas, for example scoring the cleanliness of an office desk or reception floor.

Staffing

This would include staff training matrices and that right to work documents are in place.  It should also report on employee attendance and any other issues relating to the cleaning team.

Health & Safety

For example reviewing accident or near misses, Portable Appliance Test (PAT) reports, checking that Risk Assessment and Method Statements are in place, as well as the necessary COSHH and MSDS documentation.

Periodic Schedule (PPM)

This would be to review the periodic tasks which support a daily office cleaning contact, for example window cleaning, washroom services and pest control.

Operational including Site inspections

Checking equipment is in good working order and fit for use

Are all cleaning material in stock and storage correctly

Are the cleaning cupboards neat and tidy

Ensuring cleaning workplans up to date and cover arrangements in place if a member of staff is absent

Environmental and sustainability issues

Financial / Budgetary

Closely monitoring financial performance to check how actual spends compare to the allocated budgets.  The main spend is labour.  Other costs are chemicals and consumables for example washroom items such as soap or paper towels.

Customer Satisfaction

Customer satisfaction results can be discussed here and a review of any helpdesk or other issues arising.  Good cleaning contractors will strive to exceed client expectations through consistent service excellence and client-focused solutions to deliver reliable, good quality cleaning.

Feedback provides crucial insight into a contractors performance, identifying issues which can be rectified for continuous improvement.

TemcoUK Facility Services is a professional commercial cleaning contractor

Established in 2001, TemcoUK provides professional daily office cleaning and associated facility services in London and the South East.

There is a vital difference between  on and offsite contract management.  We often find when we tender for a cleaning contract that clients are happy with the onsite staff, but become frustrated by the lack of interaction and support by offsite managers.

Temco has an excellent record of contact management, and you will have full transparency on your service from mobilisation and for the duration of your contract.  We professionally manage our contracts are our managers will make regular visits to monitor performance and discuss any issues.

Please get in touch if you are looking to switch your cleaning provider.  Call us on 01895 520370.


Transparent pricing in office cleaning contracts

Commercial cleaning is a sizable part of the facilities cost for most organisations, and it can be confusing to understand what exactly is covered.  In the B2B commercial office cleaning market, where bids can include many component parts, FM managers must be clear they know what is included in costings to remove guesswork and uncertainty. Price transparency is one way to mitigate this.  Here we examine what is meant by transparent pricing in office cleaning contracts.

What does transparent pricing in office cleaning mean?

Transparent pricing means breaking down the total cleaning cost into component parts so that each item is clearly identifiable.

Benefits of clear and transparent pricing

Understanding an office cleaning costing is vital for 4 reasons.

Firstly, it enables facility or building managers to compare cleaning costs from different companies on a like for like basis.  This is very useful to check that contractors are offering value for money.

Secondly, it enables budget holders to hold incumbent contractors accountable for what they are billing verses the service received.

Thirdly it provides a baseline cost, where it is easy to see the changes to the bottom line when one or more elements change.  This is particularly relevant in today’s environment with increasing wage rates and inflationary pressures.  This was also applicable during the pandemic when cleaning service requirements changed frequently, and facility managers needed to understand the impact on their budgets.

Finally, it enables clients to be clear on the wage rates being paid to cleaning staff working in their buildings.  This opens up discussion for introducing the Living Wage for instance.

Breakdown of a commercial cleaning cost

A commercial cleaning cost can be broken down in many ways depending on the nature of the work. In general however these are common elements common for most cleaning providers:-

Direct labour cost

This is the majority of the cost.  In simple terms, this is contracted hours multiplied by the agreed pay rate.  For example for one cleaning operative contracted to work 15 hours a week at £10.85, the direct labour cost would be £162.75.

Other labour costs include

Statutory

  • National insurance
  • Pension
  • Sick pay
  • Holiday pay reserve

Staff

  • Staff training
  • Recruitment
  • Staff vetting and right to work checks
  • Uniform

Materials & Equipment

  • Equipment including maintenance and portable appliance testing (PAT)
  • Cleaning materials and chemicals
  • Personal Protective Equipment (PPE) such as gloves and masks

Legal

  • Employers and product liability insurance

Consumables costing

These are usually charged on a usage basis, as the amount can vary from client to client.  Examples of cleaning consumables are below.

  • Paper products such as toilet paper, hand towels, tissues and centrefeed rolls
  • Waste sacks
  • Kitchen products such as washing up liquid, dishwasher tablets and rinse aid
  • Skincare and hand hygiene such as soap, sanitizer and anti-bacterial wipes

Services cost

Associated facility management services would include

 

TemcoUK Facility Services – open, honest and transparent pricing from the start

Every Temco quotation we provide shows a cost schedule for cleaning services, with clear and transparent pricing so that our clients know exactly what they are paying for.

The cost is broken down into elements.  Firstly, the total direct wage costs: the number of hours times payrate.  Secondly, there is a breakdown of non direct costs including for example national insurance, pension, sick pay and holiday reserve.  The third element is directly related to the cleaning such as equipment, materials and staff compliance costs such as vetting and insurance.  Finally we show our profit and overhead figures.  There are no hidden extras, and we charge only for what we have agreed with our clients.

Additional service costs are itemized by service line, for example window cleaning or pest control, and consumables are invoiced with a line-by-line breakdown by month and site.  All consumable unit costs are agreed in advance, and annual costs are provided where a purchase order is required.

Costs are updated annually in line with changes to the Living Wage Foundation rate.  These pay rate changes are announced in November with implementation within 6 months ie by May the following year.

If you would like to discuss your cleaning contract or are considering a change of cleaning provider, please contact Temco today 01895 520370.


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.


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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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

  1. TUPE
  2. Operational set up
  3. Health and Safety
  4. Staff vetting
  5. 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.