This topic sort of piggybacks on my last post, "The Cost of Illness To Employers". Many people use antibacterial soaps personally (myself included) and quite a few of our customers also provide them including the schools we service. The jury is still out on whether some of these chemicals are truly dangerous over prolonged use, however research conducted suggests that plain soap and water may be just as effective and potentially better at killing bacteria and reducing the spread of infection.
http://www.foodsafetynews.com/2016/09/fdas-final-rule-on-antibacterial-soaps-bans-19-ingredients/
The Costs of Illness To Employers
To some building owners and facility managers a cleaning program is somewhat of an afterthought. It's something they know is needed, but not as high on the priority list as it should be. Once the potential financial losses are understood their tune quickly changes. Employee absenteeism and "presenteeism", when employees come to work sick, are big problems as far productivity is concerned. Many studies have been done on how quickly viruses can spread in the workplace as well as how long they can survive on a given surface. The dirtiest spots in an office are typically high touch surfaces such as main entrance door handles, elevator buttons, faucet handles, microwave door handles, keyboards, water fountains, phones, and computer mice. According to The Integrated Benefits Institute, the U.S. economy suffers $227 billion in losses each year because of employee sickness. This includes all industries; healthcare, education, manufacturing, food service, retail, business services, etc. Proper cleaning and disinfecting methods can reduce the spread of contagious illness by 80 to 90 percent. This is the best way to keep illness to a minimum and to maximize productivity and profitability. Furthermore, if employees have access to hand sanitizer and disinfecting wipes they can contribute in the fight against workplace sickness, improve the overall attendance at their facility and reduce the financial burden associated with absenteeism.
Business Process Improvement - Why It's Important To A Successful Janitorial Company
A commercial janitorial business is like many other businesses in the sense that there are employees within specific departments that have certain responsibilities. Over time employees may come and go, but the departments and responsibilities may not change that much. New technology may change the ways certain jobs are conducted often times making them easier. As the years go by it can be easy for a company to overlook it's business processes and become complacent with the way things have always been done. This can result in owners and managers being unaware of any process pitfalls which can lead to inefficiency and poor performance if not corrected. It's important to closely review the roles and responsibilities of employees within a company as well as all business processes to ensure each process is being done efficiently and that checks are in place to avoid unhappy customers and lost revenue.
Analyzing specific processes allows managers to properly assess how many employees are needed to facilitate a particular function. A process can be streamlined to combine or eliminate steps if needed to simplify it thus requiring less time to complete it. The fewer the number of employees that need to be involved the better provided the process is working optimally. Checks should be a part of each process to ensure mistakes are minimized and that managers have the proper oversight.
Simplifying forms and standardizing reports can also make processes more efficient and reduce the paper trail. Email and other databases can often be used in place of paper forms further reducing dependency on paper and allowing managers the ability to easily oversee the process.
The goal of any business process improvement is to reduce employee hand-offs and overall cycle time while improving efficiency and customer service. By carefully analyzing each current process managers can simplify things and reduce the time and/or employees needed to efficiently perform the operation. A business that stays up to date with its processes will be more profitable and have an easier time adjusting to any needed changes. Staying abreast of new technology can also reduce labor and improve employee time management. Scheduling regular BPI meetings will allow for needed changes and ensures the company is running at peak performance for years to come.
Analyzing specific processes allows managers to properly assess how many employees are needed to facilitate a particular function. A process can be streamlined to combine or eliminate steps if needed to simplify it thus requiring less time to complete it. The fewer the number of employees that need to be involved the better provided the process is working optimally. Checks should be a part of each process to ensure mistakes are minimized and that managers have the proper oversight.
Simplifying forms and standardizing reports can also make processes more efficient and reduce the paper trail. Email and other databases can often be used in place of paper forms further reducing dependency on paper and allowing managers the ability to easily oversee the process.
The goal of any business process improvement is to reduce employee hand-offs and overall cycle time while improving efficiency and customer service. By carefully analyzing each current process managers can simplify things and reduce the time and/or employees needed to efficiently perform the operation. A business that stays up to date with its processes will be more profitable and have an easier time adjusting to any needed changes. Staying abreast of new technology can also reduce labor and improve employee time management. Scheduling regular BPI meetings will allow for needed changes and ensures the company is running at peak performance for years to come.
How To Manage A Successful Cleaning Business
The commercial janitor service industry may be one of the most competitive industries there is. There are companies of all sizes competing in various geographic markets every day all over the world. Regardless of the age or size of the company they all must adhere to the same principals of effective business management in order to be successful. Poor or irresponsible business decisions can quickly erode a company's reputation and profit and will eventually lead to failure. I have been fortunate to have an opportunity at Central Maintenance to work alongside experienced mentors that have helped me learn the right way to manage this type of business. In my experience the 3 most important factors in managing a successful cleaning business are as follows:
1. Sales, Sales, Sales: New business development is paramount to the success of any company regardless of industry. Implementing effective marketing strategies and consistently executing them will supply a steady stream of new business opportunities. Marketing should continue even as prospects become paying customers to avoid a lull in uncovering new qualified, targeted prospects. To maintain a solid reputation through these growing pains it is important to properly bid each new job. Underbidding can and will result in poor service, customer complaints and a sharp reduction in previously assumed profit. The new account may also be eventually lost which will reflect badly on your reputation.
2. Labor & Supply Budgets: Mismanagement of labor and supply budgets will cut deeply into company profits if not corrected quickly. Closely monitoring employee time at each account and discussing with each employee the importance of not working more than the allotted time will help control excessive labor costs. This is especially important with full-time employees that will receive an over-time rate. Employees that are constantly calling off can also pose a problem if their routines are being covered by other employees that make a higher wage. Policies should be put in place to help minimize employee call offs. Keeping a close eye on supplies is also very important. Going a little over budget on several accounts can make a big dent in profits. Requiring managers to monitor inventory at each account is critical to ensure employees are not over ordering supplies or improperly using them resulting in waste.
3. Fleet Maintenance: On of the largest expenses of a commercial cleaning company is its fleet of vehicles. The size of the fleet is typically determined by the number of accounts and the average labor hours per night that are required to cover call offs and to perform scheduled periodic work. Deciding the right time to purchase another vehicle can be tricky, but waiting too long can cause problems for your customers and damage your reputation. Keeping tabs on maintenance costs of an aging fleet is also important as older vehicles cost more and more to repair as they age. Justifying parting ways with an older, paid off vehicle for a new or newer one is also a balancing act when considering the cost of maintenance versus the cost of a new vehicle. Holding on to an older vehicle or purchasing a new one too soon can also sharply cut into profits.
In conclusion the janitor service industry is a lot like many other services when developing a successful management plan. Acquiring new customers should always be at or near the top of the list. In a service based business effectively managing labor and supplies is critical to making a profit. Staying on top of fleet maintenance is important to ensuring your customers' expectations are being met and your profits are not being cut short. Successful managers are aware of everywhere money is being spent and are always fine tuning budgets to assure they are realistic. This ultimately helps to paint an accurate picture of the company's financial health.
1. Sales, Sales, Sales: New business development is paramount to the success of any company regardless of industry. Implementing effective marketing strategies and consistently executing them will supply a steady stream of new business opportunities. Marketing should continue even as prospects become paying customers to avoid a lull in uncovering new qualified, targeted prospects. To maintain a solid reputation through these growing pains it is important to properly bid each new job. Underbidding can and will result in poor service, customer complaints and a sharp reduction in previously assumed profit. The new account may also be eventually lost which will reflect badly on your reputation.
2. Labor & Supply Budgets: Mismanagement of labor and supply budgets will cut deeply into company profits if not corrected quickly. Closely monitoring employee time at each account and discussing with each employee the importance of not working more than the allotted time will help control excessive labor costs. This is especially important with full-time employees that will receive an over-time rate. Employees that are constantly calling off can also pose a problem if their routines are being covered by other employees that make a higher wage. Policies should be put in place to help minimize employee call offs. Keeping a close eye on supplies is also very important. Going a little over budget on several accounts can make a big dent in profits. Requiring managers to monitor inventory at each account is critical to ensure employees are not over ordering supplies or improperly using them resulting in waste.
3. Fleet Maintenance: On of the largest expenses of a commercial cleaning company is its fleet of vehicles. The size of the fleet is typically determined by the number of accounts and the average labor hours per night that are required to cover call offs and to perform scheduled periodic work. Deciding the right time to purchase another vehicle can be tricky, but waiting too long can cause problems for your customers and damage your reputation. Keeping tabs on maintenance costs of an aging fleet is also important as older vehicles cost more and more to repair as they age. Justifying parting ways with an older, paid off vehicle for a new or newer one is also a balancing act when considering the cost of maintenance versus the cost of a new vehicle. Holding on to an older vehicle or purchasing a new one too soon can also sharply cut into profits.
In conclusion the janitor service industry is a lot like many other services when developing a successful management plan. Acquiring new customers should always be at or near the top of the list. In a service based business effectively managing labor and supplies is critical to making a profit. Staying on top of fleet maintenance is important to ensuring your customers' expectations are being met and your profits are not being cut short. Successful managers are aware of everywhere money is being spent and are always fine tuning budgets to assure they are realistic. This ultimately helps to paint an accurate picture of the company's financial health.
Taking Janitorial Bids? Why The Lowest Bid Is Not Always The Best Option.
Whether you manage an office building, a manufacturing plant, a car dealership or a school someone needs to clean the facility. Some choose to manage their own in-house staff while others contract the service. Selecting the right janitorial service provider through the plethora of companies can sometimes be challenging if it is something you are not familiar with. The economy has forced many managers to take a much closer look at low bids which often does not meet their expectations. Below are several factors that should be considered before choosing a janitorial service provider.
1. Time. The bulk of the cost in a janitorial service bid is comprised of labor to clean the facility. Companies that bid significantly lower than others are likely not putting in anywhere near the amount of time that is required to clean the facility properly. They also may be trying to work at unreasonable production rates to keep their prices low. Something else to consider is the type of facility. A knowledgeable company understands that each facility is different and requires different production rates. For example a school cannot be cleaned like an office building. If a company does not bid at a reasonable production rate they will eventually begin to have problems and will be unable to meet customer expectations.
2. Wages. How much is a prospective bidder going to pay their employees? In an industry where part -time jobs are a majority of the work force wages are very important. Companies that are not paying a competitive wage will have massive turnover problems which will result in poor service. Many employees will leave one company and go to another for as little as $0.25 to $0.50 an hour more so it is worthwhile to select a janitorial provider that is paying higher wages because they will retain the best employees which will result in better service.
3. Benefits. A company that is not providing their eligible employees with benefits including medical, vacation and retirement will also have significantly higher turnover than companies that do provide them. Not to mention they may be breaking the law in terms of medical benefits according to the Affordable Care Act. Providing these benefits when applicable will raise the price, but will also provide stability to the workforce and better service.
4. Extra Services. What additional services can a prospective bidder provide besides the regular cleaning service? Do they have the expertise to strip & wax floors, shampoo carpets or machine scrub hard surface floors? Do they have the manpower to provide these services in a reasonable time frame and at what cost? These services are often not built into the regular service price, but should be considered otherwise the customer may have to take bids for those services as well.
5. Coverage. What happens when a regular employee of a prospective bidder calls off sick or goes on vacation? Can the prospective bidder provide coverage for this employee? If they cannot the routine may be left without service. If an employee or employees are out for an extended period of time this will surely result in poor service. The ability to provide coverage is something that is often built in as overhead which will slightly raise a bidder's price, but is well worth the extra money when compared to the headaches that can result from using a service that cannot provide this coverage.
The janitorial service industry is extremely competitive and many companies will cut corners in order to be able to offer the lowest prices. These companies are only thinking about the short term and will undoubtedly fail sooner than later. While the lower bids can often be attractive they should be thoroughly questioned to assure they are a good fit. At Central Maintenance our goal is to build long term relationships with our customers which we have done successfully since 1960. Our prices are competitive, but we don't cut corners which is the reason we continue to be the choice of some of the most high profile companies and schools in southwestern PA.
1. Time. The bulk of the cost in a janitorial service bid is comprised of labor to clean the facility. Companies that bid significantly lower than others are likely not putting in anywhere near the amount of time that is required to clean the facility properly. They also may be trying to work at unreasonable production rates to keep their prices low. Something else to consider is the type of facility. A knowledgeable company understands that each facility is different and requires different production rates. For example a school cannot be cleaned like an office building. If a company does not bid at a reasonable production rate they will eventually begin to have problems and will be unable to meet customer expectations.
2. Wages. How much is a prospective bidder going to pay their employees? In an industry where part -time jobs are a majority of the work force wages are very important. Companies that are not paying a competitive wage will have massive turnover problems which will result in poor service. Many employees will leave one company and go to another for as little as $0.25 to $0.50 an hour more so it is worthwhile to select a janitorial provider that is paying higher wages because they will retain the best employees which will result in better service.
3. Benefits. A company that is not providing their eligible employees with benefits including medical, vacation and retirement will also have significantly higher turnover than companies that do provide them. Not to mention they may be breaking the law in terms of medical benefits according to the Affordable Care Act. Providing these benefits when applicable will raise the price, but will also provide stability to the workforce and better service.
4. Extra Services. What additional services can a prospective bidder provide besides the regular cleaning service? Do they have the expertise to strip & wax floors, shampoo carpets or machine scrub hard surface floors? Do they have the manpower to provide these services in a reasonable time frame and at what cost? These services are often not built into the regular service price, but should be considered otherwise the customer may have to take bids for those services as well.
5. Coverage. What happens when a regular employee of a prospective bidder calls off sick or goes on vacation? Can the prospective bidder provide coverage for this employee? If they cannot the routine may be left without service. If an employee or employees are out for an extended period of time this will surely result in poor service. The ability to provide coverage is something that is often built in as overhead which will slightly raise a bidder's price, but is well worth the extra money when compared to the headaches that can result from using a service that cannot provide this coverage.
The janitorial service industry is extremely competitive and many companies will cut corners in order to be able to offer the lowest prices. These companies are only thinking about the short term and will undoubtedly fail sooner than later. While the lower bids can often be attractive they should be thoroughly questioned to assure they are a good fit. At Central Maintenance our goal is to build long term relationships with our customers which we have done successfully since 1960. Our prices are competitive, but we don't cut corners which is the reason we continue to be the choice of some of the most high profile companies and schools in southwestern PA.
5 Most Germ Infested Objects In An Office
If you've seen one office you've pretty much seen them all. Most offices are comprised of a typical lobby, reception area, restrooms, private offices, cubicles, etc. Working in an office environment is also nice because the temperature is controlled so you don't have to deal with extreme hot or cold weather. So working in an office environment can be pleasant, however there is a significant drawback, germs and lots of them.
An office building with lots of people also has lots of germs to go with it. Everyone in the building brings plenty of germs back to the office from the various places they visit each day. There are quite a few common areas in an office where germs can be easily spread causing sickness that can spread quickly throughout the building. I have listed 5 of the most common areas below.
1. The Elevator. Almost every single person that works in a multi-floor office building uses the elevator each day. Studies have shown that elevator buttons can have more than 40 times the amount of bacteria found on a public toilet seat even when cleaned regularly. Using elbows or other objects to push the buttons can help reduce exposure to those germs. Companies like Microban use technology to incorporate anti-bacterial and anti-fungal protection into products like elevator buttons to reduce the spread of disease.
2. Door Handles. We all touch them everyday and there is no real easy way around it. Door handles have lots of bacteria. Doors that require pushing to open can be opened by using your forearms or body to reduce contact, but doors that require pulling to open are little more difficult to avoid. Using a sleeve is sometimes possible. It's best to carry ant-bacterial wipes or wash hands frequently to avoid the germs on door handles.
3. The Infamous Copy / Fax Machine. Unless you're lucky enough to have your own personal copy machine or fax you are left to use the "community" copy machine where a study by the University of Arizona concluded that there are approximately 69 germs per square inch. You may want to start using your pen to hit the start button from now on.
4. The Cell Phone: This is the most germ infected object in our lives which make total sense given how attached most people are to their phones. Whether it be for work or pleasure the average person checks their phone over 2 dozen times a day. That's a lot of opportunity to spread new germs from all the other things we touch. The same study showed phones to contain 25,127 germs per square inch. Yuck. Some cell phone manufacturers are adding anti-microbial technology to the painted surfaces of phones to reduce the spread of germs. Until you have a phone like this wiping with antibacterial wipes wouldn't be a bad idea.
5. Desk Top Surface: Not far behind the number of germs on the cell phone is the desk top containing approximately 20,961 germs per square inch according to the University of Arizona study. Vigilance in disinfecting your personal space will help you and your coworkers reduce the spread of germs and overall out of office sick time.
Office environments harbor lots of places for germs to congregate. Being aware of these "hot spots" and taking personal responsibility to reduce the number of germs you spread can help everyone in your office be healthier more productive employees. If you're interested in a professional quote to assure the health of your office contact Central Maintenance.
An office building with lots of people also has lots of germs to go with it. Everyone in the building brings plenty of germs back to the office from the various places they visit each day. There are quite a few common areas in an office where germs can be easily spread causing sickness that can spread quickly throughout the building. I have listed 5 of the most common areas below.
1. The Elevator. Almost every single person that works in a multi-floor office building uses the elevator each day. Studies have shown that elevator buttons can have more than 40 times the amount of bacteria found on a public toilet seat even when cleaned regularly. Using elbows or other objects to push the buttons can help reduce exposure to those germs. Companies like Microban use technology to incorporate anti-bacterial and anti-fungal protection into products like elevator buttons to reduce the spread of disease.
2. Door Handles. We all touch them everyday and there is no real easy way around it. Door handles have lots of bacteria. Doors that require pushing to open can be opened by using your forearms or body to reduce contact, but doors that require pulling to open are little more difficult to avoid. Using a sleeve is sometimes possible. It's best to carry ant-bacterial wipes or wash hands frequently to avoid the germs on door handles.
3. The Infamous Copy / Fax Machine. Unless you're lucky enough to have your own personal copy machine or fax you are left to use the "community" copy machine where a study by the University of Arizona concluded that there are approximately 69 germs per square inch. You may want to start using your pen to hit the start button from now on.
4. The Cell Phone: This is the most germ infected object in our lives which make total sense given how attached most people are to their phones. Whether it be for work or pleasure the average person checks their phone over 2 dozen times a day. That's a lot of opportunity to spread new germs from all the other things we touch. The same study showed phones to contain 25,127 germs per square inch. Yuck. Some cell phone manufacturers are adding anti-microbial technology to the painted surfaces of phones to reduce the spread of germs. Until you have a phone like this wiping with antibacterial wipes wouldn't be a bad idea.
5. Desk Top Surface: Not far behind the number of germs on the cell phone is the desk top containing approximately 20,961 germs per square inch according to the University of Arizona study. Vigilance in disinfecting your personal space will help you and your coworkers reduce the spread of germs and overall out of office sick time.
Office environments harbor lots of places for germs to congregate. Being aware of these "hot spots" and taking personal responsibility to reduce the number of germs you spread can help everyone in your office be healthier more productive employees. If you're interested in a professional quote to assure the health of your office contact Central Maintenance.
Employee Turnover: How To Keep It To A Minimum
Every company faces challenges in its given industry. In the cleaning industry one of the biggest hurdles to overcome is employee turnover. Employees leave for a variety of reasons, but whatever the reason the result always negatively impacts customer service. Open positions may mean that the service is not meeting expectations resulting in complaints and the potential to lose the account if things are not turned around quickly. It is impossible to completely eliminate employee turnover, however there are a few proactive steps that can be taken to help reduce it.
The first step to reducing turnover is paying competitive wages. What I mean by competitive is paying a wage that is near the upper tier of wages paid for a given position in your geographic area. If another company is paying $0.25 per hour more for the same work employees will often leave if there is an open position. If the wage you are paying is near the top in your area you will reduce the number of employees leaving for this reason. It is far more costly to have to cover an open position with other personnel than to pay a higher wage to begin with. Not to mention the possibility of losing the account all together.
The second step to reducing turnover is by giving employees adequate time to perform their routines. Nothing is more frustrating for a cleaner than to be rushed through a routine with management expecting that everything will be done properly. Things are going to be missed and complaints will result. Most employees will not tolerate working this way for long and will eventually find employment elsewhere if they are not allowed more time to do their jobs. Bidding the proper time to perform the work may increase your bid, but if awarded the contract will allow you to meet expectations and keep the business.
The third step in reducing turnover is allowing for full-time positions with benefits when possible. If a job requires at least 8 hours of work consider making the position full-time with medical benefits instead of 2 part-time positions with no benefits. Many people are seeking the stability of a full-time job. Offering medical benefits adds further stability that may help to retain the employee longer.
In conclusion there is no silver bullet to eliminating turnover entirely, but there are steps that can be taken to help reduce it. Paying higher wages, allowing adequate time for routines and offering full-time positions with medical benefits can help to minimize turnover and add stability to your workforce. The cleaning industry is very competitive and there will always be companies out there that "low-ball" their quotes to get their foot in the door. These are the companies that pay at or close to minimum wage and rarely allow for enough time to do the job properly. They may get the contract initially because of their low price, but usually fail because they cannot keep good personnel. By bidding the job responsibly with good wages and sufficient time to do the job you put yourself in a position to be able to meet expectations if you acquire the contract down the road. The strategy of thinking long term will result in a more stabile work force and a much better reputation.
Central Maintenance & Service Co takes pride in the fact that we pay our employees above average wages and when possible also provide full-time positions with medical benefits. This allows us to retain the employees that are the backbone of the service we provide to our customers everyday. Our experience has given us insight into production rates for a variety of different industries so we understand how long it takes to clean a particular type of facility properly.
The first step to reducing turnover is paying competitive wages. What I mean by competitive is paying a wage that is near the upper tier of wages paid for a given position in your geographic area. If another company is paying $0.25 per hour more for the same work employees will often leave if there is an open position. If the wage you are paying is near the top in your area you will reduce the number of employees leaving for this reason. It is far more costly to have to cover an open position with other personnel than to pay a higher wage to begin with. Not to mention the possibility of losing the account all together.
The second step to reducing turnover is by giving employees adequate time to perform their routines. Nothing is more frustrating for a cleaner than to be rushed through a routine with management expecting that everything will be done properly. Things are going to be missed and complaints will result. Most employees will not tolerate working this way for long and will eventually find employment elsewhere if they are not allowed more time to do their jobs. Bidding the proper time to perform the work may increase your bid, but if awarded the contract will allow you to meet expectations and keep the business.
The third step in reducing turnover is allowing for full-time positions with benefits when possible. If a job requires at least 8 hours of work consider making the position full-time with medical benefits instead of 2 part-time positions with no benefits. Many people are seeking the stability of a full-time job. Offering medical benefits adds further stability that may help to retain the employee longer.
In conclusion there is no silver bullet to eliminating turnover entirely, but there are steps that can be taken to help reduce it. Paying higher wages, allowing adequate time for routines and offering full-time positions with medical benefits can help to minimize turnover and add stability to your workforce. The cleaning industry is very competitive and there will always be companies out there that "low-ball" their quotes to get their foot in the door. These are the companies that pay at or close to minimum wage and rarely allow for enough time to do the job properly. They may get the contract initially because of their low price, but usually fail because they cannot keep good personnel. By bidding the job responsibly with good wages and sufficient time to do the job you put yourself in a position to be able to meet expectations if you acquire the contract down the road. The strategy of thinking long term will result in a more stabile work force and a much better reputation.
Central Maintenance & Service Co takes pride in the fact that we pay our employees above average wages and when possible also provide full-time positions with medical benefits. This allows us to retain the employees that are the backbone of the service we provide to our customers everyday. Our experience has given us insight into production rates for a variety of different industries so we understand how long it takes to clean a particular type of facility properly.
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