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.

 


Compliance through Cleaning Industry Accreditations

Compliance has never been more prominent and ensuring high standards is a major priority when it comes to contract cleaning.  When clients are tendering their cleaning contracts these accreditations are an efficient way to filter and create a shortlist of those best qualified to provide the service.  But what do these accreditations mean and why does it matter?  This blog looks at compliance through cleaning industry accreditations.

6 cleaning industry accreditations

ISO 9001:2015

ISO 9001 is a globally recognised standard that sets out the criteria for a quality management system.  It helps ensure that clients receive consistent, good-quality cleaning services.  The 8 key principles are below.

  • Customer focused business practices and customer satisfaction
  • Strong and competent leadership
  • Involvement of people
  • A process driven approach to cleaning
  • A systematic approach to cleaning management
  • A culture of continual improvement
  • Evidence based decision making
  • Excellence in client relationship management

Examples include structured contract management processes such as operational and strategic SLA and KPI to measure and track cleaning services.

ISO 14001:2015

ISO 14001 sets out the criteria for an environmental management system.  It is important as it demonstrates that a company is monitoring, measuring and making improvements to its environmental impact.  It matters because it helps organisations make their day to day operations be more sustainable.

Examples include the use of eco friendly cleaning materials, providing integrated recycling services to clients and investing in modern cleaning equipment which use less water and has energy saving credentials.

SafeContractor

Alcumus SafeContractor is an accreditation scheme which recognises a contractor’s health and safety capabilities and demonstrates their commitment and ability.  It gives clients reassurance that the cleaning contractor is competent, has met certain standards and puts their employee’s health and safety first and foremost.

Additional options include SafePQQ verification (which is aligned to the PAS91 question set) which covers topics such as finance, right to work, equal opportunities and diversity.

There is also a schedule to SafeContractor relating specifically to COVID-19 cleaning, deep cleaning and office cleaning.

CHAS (Contractor Health and Safety Assessment Scheme)

CHAS is a leading authority and accreditation scheme for contractors to demonstrate compliance  to health and safety standards.  Certification demonstrates compliance with and sound management of current health and safety legislation.  It ensures that contractors adopt best practice for risk prevention and meet excellent standards.

Avetta

Avetta is an accreditation that offers supply chain management and risk mitigation solutions.  It is a one-stop-shop for all company documentation and certificates and verification demonstrates that a company is qualified, licensed and has the required safety processes in place.  The vetting process varies according to sector and client requirements but generally covers these areas below.

  • Safety criteria – clients set their own requirements which their suppliers must meet. This could include health and safety policies, corporate information and sustainability
  • Questionnaires for documents, for example insurance certificates, audits and financial statements
  • Compliance status, for example GDPR and employee background security checking procedures

Safety Schemes in Procurement (SSIP)

SSIP is an umbrella organisation where registered and certification body members complete health and safety assessments on suppliers.  It is not an assessment scheme in itself and aims to reduce the requirement to be assessed by multiple schemes, avoiding duplication and cost on both sides.  Suppliers cannot join or become members of SSIP, but can benefit from accreditation through certification from a member scheme for example Alcumus and CHAS.

TemcoUK Facility Services is a fully accredited contract cleaning company

Temco is an experienced and fully accredited commercial cleaning contractor.  We are fully compliant with all legal and regulatory requirements, and meet stringent industry standards to ensure client safety and cleaning requirements.  Our accreditations highlight our commitment to good working practices and health and safety management.

Why do accreditations matter?  There are two main benefits for clients

The first is that professional accreditation saves time for the client conducting due diligence on their contractors.  Independent assessment schemes demonstrate that service providers have been assessed to an industry recognised standard.

The second is that clients will have the reassurance that industry standard procedures are being adhered to.  Companies that embrace certification will have had to demonstrate professional management systems throughout their business.

We hold the following accreditations (correct at the time of writing).

ISOs

  • ISO 9001
  • ISO 14001

Health and Safety

  • SafeContractor including SafePQQ and COVID-19 cleaning
  • CHAS
  • SSIP
  • Avetta

Trade association membership

  • British Institute of Cleaning Science (BICS)
  • The Institute of Workplace and Facilities Management (IWFM)

Please contact us if you’d like to understand more about our cleaning accreditations or if you’d like a quote for your office please call 01895 520370.


How much does commercial office cleaning cost?

Working out the cost of an office clean is not as straightforward as it first seems.  Every office is unique, and every client has different requirements and specifications.  Combined, these determine how long it takes to clean and therefore how much it will cost.  This blog looks at these elements, and how much does commercial office cleaning cost.

5 elements in commercial office cleaning cost

In broad terms there are 5 component parts: hours, pay rates, staff structure, cleaning equipment and materials.  Get the inputs right, and the results will be correct.

Calculating office cleaning hours

A previous blog looked at productivity and how this is used to accurately calculate the cleaning hours required for a workplace environment.  The primary factor used is size, either square footage or meterage.  Splitting the space into areas, such as office and washroom, is another determining factor as each has different productivities and therefore affects the hours required to clean.

Spending time at the start to carefully scope the size, layout and cleaning specification required will provide an accurate number of hours for the office clean.

Which cleaning pay rate

There are a number of pay rates which cleaning companies can use, and this can be confusing.

National Living Wage

The lowest rate that can be paid to an adult is £8.91, the current national living wage.

Real Living Wage

The real living wage, as set out by The Living Wage Foundation, is £9.50 UK rate and £10.85 London rate.  This rate is reviewed every November with an implementation date of the following May.

Offering Real Value

Often paying at the lower rate can be a false economy.  The cost of paying a higher wage rate can, with correct contract management, be offset by proportionally higher rates of productivity.

Real value is added not only by investing in staff but also by embracing technology, having robust systems and processes in place to deliver a motivated and reliable workforce.

The rate that’s right for the contract

What rate to pay cleaning staff is a decision that is taken jointly between the cleaning provider and the client.  There are many factors to take into account for example the location, transport links, availability of labour, and shift times.

Staff structure

One of the most important is the management and support for the onsite cleaning teams.  Without this, clients often end up having to manage the contract.

There are a number of organizational structures that can be in place for the onsite cleaning team.

Simple out of hours cleaning is often based on early morning or late evening cleaning operatives and a working supervisor.  Typically two or three hour shifts and all tasks are completed in this time.

Prestigious sites may benefit from including a daytime housekeeper to carry out duties to deliver a high-end client specification.   This helps to maintain standards throughout the day particularly around washrooms, kitchen and break-out areas and all main walkways.

Larger sites may additionally require a non-working supervisor or site manager who would be responsible for overseeing all aspects of cleaning as well as being the first point of contact for any onsite reactive cleaning.

Cleaning equipment

The purchase of new cleaning equipment is included in the overall cost of a contract.  Typically, this would include vacuum cleaners and floor scrubber dryers.  With the ongoing pandemic situation, clients may also wish to consider purchasing a fogging machine to quickly and easily sanitise office areas to control the spread of COVID.

Cleaning materials & Consumables

Most professional cleaning providers would include the cost of materials in their monthly price.  For example microfiber cloths, cleaning chemicals, dusters, vacuum bags and PPE such as nitrile gloves.

Cleaning consumables, which vary each month, are usually charged on a usage basis.  Examples of these are waste bags, dishwasher tablets and paper products such as hand towels and toilet paper.

TemcoUK Facility Services

Temco is an established and professional contract cleaning provider, and we operate a transparent pricing policy.  We’re passionate about delivering outstanding service and working in partnership with clients to ensure contacts are correctly staffed and managed.

Following a site survey to establish size and scale, we will carefully prepare an accurate quotation based on the hours required to perform the cleaning tasks.

Our preferred option is to pay cleaning teams the Living Wage Foundation rate. Our extensive experience within this industry has proven that payrates need to be attractive to both recruit and retain the right calibre of staff.

If you are looking to review your cleaning provision or would like to discuss your workspace please contact Temco today 01895 520370.


Recruiting and retaining office cleaning staff

One of the many effects of the pandemic is the impact on availability of staff within the UK workforce.  Coupled with Brexit, which has limited the numbers of workers from the EU, worker shortage particularly in low-paid jobs is becoming a real concern for the UK.  The commercial cleaning sector is no exception.  This blog looks at the challenge of recruiting and retaining office cleaning staff.

Cleaning viewed as a low paid sector

The cleaning industry has historically been a low pay sector.  Typically characterised with a vicious cycle of high levels of staff turnover and absenteeism leading to operational inefficiency, low standards and moral, and low productivity.

Greater demand for office cleaning and hygiene

At the same time the pandemic has led an increased demand for office cleaning and hygiene services.  2020 has highlighted the importance of cleaning to deliver COVID-safe workplaces to give confidence to returning workers.

The issue now for the industry is recruiting and retaining office cleaning staff.

Recruiting cleaning staff

Finding the right cleaning staff from the start is key.  The best candidates often make the best long-term employees.  Being clear from the initial job advert about the role and responsibilities, the hours and the expectations will attract a higher quality cleaner.

Retaining cleaning staff

High staff turnover rates on a cleaning contract leads to lack of stability, knowledge and continuity.  It often has a negative effect on team morale with increased workloads and reduced productivity as new staff learn the role.  More time is also required for staff right to work checks and training, all of which reduce the cleaning hours on site.

There are many factors which affect staff retention.  Below we have highlighted four of the main actions to reduce cleaning staff turnover rates.

  • Invest in quality training

Training covers a wide range of areas such as health and safety and how to use the chemicals and equipment.  And of course, training in how to clean and sanitise effectively is particularly relevant.

Training ensures that cleaners understand exactly what standards are expected of them, and why it matters to the client.  Taking time during sessions to make sure that everyone in the team understands this will lead to sense of ownership and pride.

  • Invest in efficient machinery

The cleaning industry is undergoing big changes and there are many new and innovative tools and processes which significantly improve efficiency and productivity.  This applies to equipment, software and chemicals.

An iMop for example works up to ten times faster than traditional mop and bucket, reducing the strain on the operative.  Investing in efficient machinery means the cleaning teams can focus on hygiene and making office spaces safe and clean.

  • Paying the Living Wage

Paying cleaning teams the Living Wage is not only a good thing to do, it makes business sense.  Rewarding staff a fair wage increases morale, enthusiasm and engagement.  It also gives people a sense of pride in their job which in turn reduces absenteeism and sickness.  Now more than ever, payrates need to be attractive to both recruit and retain the right calibre of staff.

  • Showing respect and improving communication

Making cleaning staff feel part of the team and showing respect is vital to promote loyalty and maintain good working relationships.  Saying thank you to cleaners and acknowledging good work is a positive example of how a little can go a long way.

TemcoUK Facility Services – An employer of choice

Temco has a proven track record of professional competence and client retention.  Our focus on cleaning excellence supports our aim of being an Employer of Choice.

We are committed to the provision of ongoing, effective employee training to create a quality driven and highly motivated workforce. We have access to the same labour market as our competitors, but we take the competitive edge through other factors.  For example our expertise in getting the best from staff, training and developing them to deliver productivity significantly above average.

Temco is a committed Living wage employer. By paying the living wage and investing in our staff, embracing technology and innovation, having good systems and processes all makes for our strong business foundation that delivers a happy workforce, satisfied customers and long- lasting business relationships.

Working in an industry which is traditionally associated with low pay and inefficiency, we believe our success lies in how we recruit, retain, motivate, train and reward our staff.   If you are thinking of switching your cleaning provider, please contact Temco today 01895 520370.


5 things to include in an office cleaning schedule

COVID-19 has changed the cleaning industry.  Priorities have shifted to a greater emphasis on hygiene and safety, giving staff the confidence when returning to the office.  As we slowly emerge from the pandemic, office cleaning is front of mind.  Having accurate and updated cleaning schedules in place provides clarity and reassurance to all parties.  This blog looks at the 5 things to include in an office cleaning schedule.

Cleaning specification to office cleaning schedule

The cleaning specification is a detailed description of all actions for completion.  A good tender quotation process always includes a specification and incorporates it into the resulting contractual agreement.

A schedule is drawn up from the specification to break it down into tasks.  It’s purpose is to clarify both to the client and the cleaning teams exactly the areas for cleaning, how often and by whom.  This will ensure that the office is maintained to the correct standards of cleanliness and hygiene at all times, that no areas are missed and that staff understand which tasks they are responsible for.

Generic templates can be found online, but commercial office cleaning companies will develop customised schedules that define and deliver the right schedules for each workplace.

Here are the 5 things to include in an office cleaning schedule.

  1. Understand the cleaning zones

Split the office space into clearly defined zones, as each has a different cleaning requirement.  For example:-

  • Office / breakout areas
  • Washrooms and changing facilities
  • Kitchen areas
  • Entrance & Reception
  • Meeting & conference rooms
  • Corridors & stairs
  • Lifts and hallways
  • External areas eg patios and roof terraces

  1. List the tasks

List the cleaning tasks for inclusion within each zone or area.  For example:-

  • Clean and sanitise desks
  • Remove smears and finger-marks from glass and windows
  • Spot clean storage lockers and pedestals
  • Empty waste bins and replace bin liners
  • Vacuum carpet
  • Mop hard floor
  • Remove cobwebs from walls and corners
  • Clean and sanitise toilet pan and seat
  • Clean and refill soap, paper towels, toilet paper and sanitiser dispensers
  1. Set the frequency

Every office is different, and even offices operating within the same industry may require very different cleaning schedules depending on their circumstances.  The task for each area should be given a cleaning frequency, typically these are:-

  • Daily – eg clean and sanitise washrooms and cleaning coffee machines
  • Weekly – eg vacuum cloth upholstery on soft seating, booths and pods
  • Monthly – eg dusting high level areas
  • Quarterly – eg external window cleans
  • Periodic or ad hoc tasks – eg 6 monthly carpet deep cleans or annual kitchen deep clean
  1. Set the location or area

For absolute clarity, precise identification of the location or area is necessary.  For multi-storey buildings this could include which floor eg 2nd floor, or more generally a function area eg a call centre or warehouse space. 

  1. Allocate the responsibility

Finally, allocate tasks by cleaning operative.  This can include team cleaning where each member has specific roles which work together and save time, for example a washroom specialist means they use only the cloths and chemicals required in this one area.

Where applicable this should also include any supervisory roles.

 

TemcoUK can help develop clear and detailed cleaning specifications and schedules

With many businesses changing to hybrid working and an increased interest in cleaning and hygiene, it’s essential that cleaning teams can deliver.  Their actions must instil confidence that the workplace is COVID secure and hygienically clean.

Compliance is at the heart of Temco’s business and our smart scheduling tools offer accuracy, clarity and full transparency.

Every contract has an agreed cleaning specification, detailing the desired output standard and the frequency for each activity.  We regularly review and update this in conjunction with our clients to reflect COVID requirements as they evolve.

From this, we create individual route plans for each staff member.  We use our bespoke scheduling planning tool which captures all job tasks.  This allows us to quickly create account specific staff plans, which are accurate and can be easily implemented.

We share plans with clients to ensure there is complete transparency of the cleaning operation. This can of course be amended at any time if circumstances change.

If you would like to see our scheduling tools, please don’t hesitate to get in touch on 01895 520370 or email hello@temco-services.co.uk