Clean My Desk, Clean My Mind

To have the best clean you can come by, starting off organized makes the process a lot easier on your maintenance crew.  Starting with the most used area of a personal office, the desk, we will examine easy and effective ways to keep it organized.  Let's get started!

Things to Banish:

• Post Its - Besides looking messy, they can get lost/thrown away/eaten by a hungry coworker... either way none of it is good.  Invest in a small notebook to keep on your desk.  Unifying your notes not only makes it easier to recall, but it looks much nicer.
• Printouts - If it's saved electronically, you don't need that paper copy!  Save yourself the time of printing it out and the money of the paper and ink... and oh yeah, there's the whole environmental factor, too.
• Pens - You only need 4: Black, Blue, Red, Black Permanent Marker.  Done.
• Schwag - Don't be tempted by "Free"... all the free cheap pens, stickers, free magazines, brochures, postcards, and anything else holds the same info as a notebook you write down contact info in.  Free your desk from these constraints!
• Extra Books - If you use them for reference, great!  Keep them.  If they're there to make you look smart, well, consider "organized" and "preparedness" as more sought after values.
• Limit Photo Frames - Consider an electronic frame, which holds hundreds of pictures in a single frame.  Also, don't underestimate the screen saver background.

Things to Keep and/or Use:

• Inbox Stacking System - Inbox, Incubate, Completed
• Bulletin Board - Great way to visually organize different small amounts of information and to categorize and prioritize.
• Calendar - You can't stay organized without a calendar.  Use your email calendar, a desktop or wall calendar or a Daytimer, whatever you prefer... just use one!
• Dump Boxes (Trash Can, Recycling Bin, Shredder) - You will feel much better about throwing papers away if you know they're going to be recycled.  Make it easy on yourself.  (Or even call Stratus to learn more about our Recycling Program...!)
• Small Containers for Organizing - Anything from small tupperware containers to cigar boxes and upside down seashells.  Whatever works best for you.
• Microfiber cloth & Stratus Green Clean All Purpose Cleaner - This should be a given.  Yes, your cleaning crew comes through to do the "dirty work" but keep your desk sparkling by maintaining a daily wipedown.  You'll be surprised at the results.

Using these tips, simplify your hours between 9 and 5 and make your world a little more organized.

Choosing the Right Cleaning Company - Security Matters

Given today's heightened security climate, the outsourced cleaning service should not add to the end user's security risk. When selecting a maintenance company, facility professionals should confirm the following characteristics are part of the contract cleaner's business model:

• Background checks
• Owner operator or experienced supervisor on site at all times
• Fully insured with sufficient limits (standard $1-$2 million liability coverage)
• Workers' compensation coverage for all
• Janitorial bond coverage is in place for all
• Identification badges are utilized at all times
• Uniforms are worn by all cleaners at all times
• Security access is limited
• Key and alarm code policy is consistent with the building management's policy

Any maintenance company that is selected should employ the above systems and processes. Thorough reference checks go a long way in preventing problematic situations.
 
By avoiding these conflicts and emphasizing training, planning, proper equipment, cleaning solutions and materials, supervision, and ongoing communication, facility mangers will be on their way to a successful maintenance program.

This article was orginally written by the CEO of Stratus Building Solutions, Dennis Jarrett, for Today's Facility Manager.

Choosing the Right Cleaning Company - Microfiber Results

As is the case in numerous fields, better technology is providing tremendous tools for cleaning companies. The use of micro fiber in maintenance products, for example, is allowing a never before realized opportunity to aid janitorial crews in working dryer, greener, and cleaner.
 
Microfibers are densely constructed polyester and polyamide (nylon) fibers that are approximately 1/16 the size of a human hair. The density of the material enables it to hold six times its weight in water making it more absorbent than a conventional cloth or mop.
 
Additionally, the positively charged microfibers attract dust-which has a negative charge-and tiny fibers are able to penetrate the microscopic surface pores of any material. These characteristics make microfiber an effective dusting or mopping material.

 
There are three main benefits to using microfiber in commercial facilities:

• Reduces chemical usage and disposal. This allows for a more environmentally friendly approach as well as definitive cost savings.
• Reduces cleaning times. Labor is the single largest cost component in most commercial cleaning bids. There are numerous case studies that have documented time savings when using microfiber.
• Reduces workers' compensation claims. This is primarily true of the microfiber mop system when compared to conventional mop bucket and wringer systems. The microfiber system typically utilizes a flat mop-without needing a bucket-that reduces the lifting and wringing motion that can lead to custodial staff injuries. Again, there is documented evidence to back up this contention.

At Stratus, we have taken the microfiber usage a step further and integrated a color coded system that work directly with our Green Seal Certified cleaning chemicals, Stratus Green Clean.  We use green for general dusting, blue for glass and mirrors, yellow for kitchens and break areas and red for restrooms.  Think about it, you wouldn't want someone cleaning your toilet only to turn around and clean your phone with the same towel, would you?

Originally written by Dennis Jarrett, CEO of Stratus Building Solutions in Today's Facility Manager in March 2004.

Choosing the Right Facility Maintenance Company - Selection Gaffes

Thoroughly investigating the capabilities of the service provider is critical. While reference checks are paramount, they do not tell the whole story.

A commitment to initial and ongoing training is essential to success. What are employee turnover contingencies? Do they cross train all of their employees? Do they know how to implement team cleaning processes? Do they know how to organize the work load properly and execute the plan to service the facility efficiently?

By doing the reference checks and asking the right questions beforehand, facility professionals can avoid hiring the wrong provider. Listed below are common mistakes made in the janitorial service provider selection process:

• The service provider can not deliver what was promised.
• The service provider does not provide adequate initial or ongoing training.
• The service doesn't supply adequate crew to perform the services required.
• The facility manager selects the service based on price, instead of a combination of price and quality service.
• The facility manager does not check references of the service provider adequately.
• Ongoing communication does not take place between the service provider and the facility manager.
• The expectations are not clearly defined to all parties.
• Special service schedules are not adequately planned or communicated to all parties involved.
• Problem resolution is not executed either timely or effectively between tenants, service providers, and facility management staff members.
• Security provisions are not adequately taken into consideration.

More things to watch out for when making this important selection coming up next!