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.

 

by TemcoUK

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

by TemcoUK

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

by TemcoUK

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.

by TemcoUK

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.

by TemcoUK

Daily Office Cleaning

What does commercial Daily Office Cleaning include?

Commercial daily office cleaning includes a wide range of tasks including vacuuming and sanitising desks and tables to maintain the cleanliness of the office environment. The main tasks are carried out on a daily basis and follow a cleaning specification with the tasks allocated by day.  Depending on the requirements of the client and office space, some lower frequency tasks are on a weekly, monthly or quarterly schedule.

Work schedules are provided for the cleaning staff to ensure nothing is missed and that the office consistently maintains high cleaning standards at all times.

COVID-19 has increased the requirement for sanitisations and this is now a key role for cleaning teams.

Daily office cleaning tasks

Typical daily office cleaning tasks would include vacuuming, sanitising and cleaning desks, tables and chairs.  Tasks vary by area:-

General daily office cleaning

  • Cleaning desks, chairs and pedestals free from visible dust, dirt and stains
  • Sanitise high contact touch points
  • Vacuuming carpeted area
  • Mopping hard floor areas
  • Cleaning glass partitions
  • Emptying waste and recycling bins
  • Spot clean windowsills and skirting boards
  • Replenishing sanitising stations

Washroom and shower areas

Tasks reflect the high levels of hygiene required, these are typically:-

  • Clean and sanitise toilets bowls, urinals and cubicle doors
  • Clean sinks, taps, shower and accessories
  • Refill soap and hand towels dispensers
  • Replenish toilet roll paper

Reception areas

The focus for tasks is to create a good impression:-

  • Clean entrance doors and mats
  • Clean and sanitise the reception desk
  • Sanitise lift panels and buttons

Vacuuming reception

Periodic cleaning tasks

Periodic deep cleaning provides a more thorough clean than can be achieved during normal office cleaning and usually forms part of the cleaning contract.  Examples are washroom and carpet deep cleans.

Non-standard tasks

Clients often ask for additional non-standard tasks to be added to the specification, for example:-

  • Cleaning or flushing out the bean to cup coffee machine
  • Cleaning work pods or individual booths

The office cleaning needs to reflect the client needs, and some additional tasks are often required to support the extended office environment, for example:-

  • Exterior cleaning eg smoking area, entrance and work pods
  • Jet washing patio and outdoor areas
  • Litter pick external areas eg car park
  • Cleaning bike sheds and outdoor bin storage areas

Lower frequency cleaning tasks eg weekly cleaning

Some tasks do not require daily attention such as:-

  • Waste bins are emptied daily, but the bins themselves may be scheduled for a full weekly clean to maintain hygiene and eliminate odours
  • Fire extinguishers do not require daily cleaning and often scheduled for a weekly damp wipe
  • Windowsills are spot cleaned each day to remove visible marks and stains, but often these are fully cleaned each week, fortnight or month depending on the location and office environment

Day House-keeping office cleaning

Some companies want a day housekeeper to maintain areas through the day, especially around midday during the busy lunch time period.  These tasks may include regularly sanitising of frequently touched points in the communal areas and stocking up washroom consumables.

Client-centric daily office cleaning

Whatever the individual requirements of the daily office cleaning contract, the primary aim is to deliver the right solution for the client.  For some this includes out of hours cleaning and sanitising, for others it’s a visible cleaning presence during the day to ensure areas are safe and clean.

How long does it take to clean an office?

This depends on the size and layout of the office!  No layout is ever the same even if the footprint is, and a site visit can ascertain the hours required.  No one size fits all and tailoring the cleaning to client requirements will provide the best service.

TemcoUK Facility Services provides commercial daily office cleaning

TemcoUK provides daily office cleaning services in and around London UK including Berkshire, Buckinghamshire, Surrey and Hertfordshire.  Based in Uxbridge located in the London borough of Hillingdon, areas covered include Harrow, Wembley and central London.

We use smart scheduling tools to produce detailed specifications for full client transparency, and all tasks agreed in the contract become daily cleaning tasks.

Many clients trust Temco for their commercial daily office cleaning and the associated facility management services including waste management, washroom services and pest control.

by TemcoUK