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!

Services & Maintenance: Choosing Janitorial Service Providers

Guest Blog from Dennis Jarrett, Stratus Building Solutions, C.E.O.

The facility management industry is inundated with a variety of outsourced janitorial service issues, and yet as one of its core responsibilities, this department must keep its premises clean, hygienic, and safe. With the recent outbreaks of Severe Acute Respiratory Syndrome (SARS), influenza, and other mortally dangerous virus scares, airports, medical centers, and government offices have come into the line of fire. If facility professionals choose to outsource their janitorial duties, it is vitally important for them to hire competent janitorial firms that use the best tools and procedures to combat these and other more commonplace challenges.

Systems and procedures must be adhered to on a daily, weekly, and monthly basis, depending on personnel and visitor usage. Every part of the facility must be touched and subsequently sanitized at least monthly. Examples of needed daily maintenance include rest rooms, lobbies, and other high traffic areas.

A thorough review of all details of the work schedule is required to avoid any issues after the service has commenced. Weekly or periodic inspections for quality are essential to insure the agreed upon frequency is being performed. Regular communication is critical for quality assurance and control.

In the following posts, we will examine specific ideas to consider when choosing your own facility maintenance crew.  Originally posted in the March 2004 Today's Facility Manager, the major considerations stay the same. 

Enjoying Diversity in the Workplace

In honor of Stratus being selected as one of the 50 Top Franchises for Minorities, please enjoy this post!  The actual article can be viewed here. Click here for a summary list of the companies selected.
Having a diverse workplace has many, many benefits.  In fact, the United States Office of Employment predicts that 29 percent of the U.S. labor force will be comprised of minorities by 2008. More importantly, it estimates that from 1998 to 2008 some 41 percent of the people entering the U.S. workforce will be minorities.
A culturally diverse office makes the whole office stronger in many different facets.  For companies or organizations that don’t feel that way, they are missing out on a rich cultural integration.  Diversity is essential in creating a successful business model.  Today we deal with a global market and reaching out to people of all backgrounds are vital to continue growing your business.
There are so many advantages to incorporating diversity in the workplace.  Here are just a few of the benefits.

• Increased creativity
• Increased adaptability
• Increased productivity
• New attitudes
• New language skills
• Broader service range
• Variety of viewpoints
• Global understanding
• New processes
• New solutions to difficult problems
• More effective executions

Integrating minorities and members of other cultures only leads to a more productive and profitable workplace.  To fully embrace these benefits, differences must be understood and respected.  Successful organizations recognize this are willing to spend resources on diversity management and incorporating it into the everyday environment.

What IS LEED?

What is LEED?  What is LEED Certified?  You might have seen buildings bragging that they are "LEED Certified Buildings", but what does that even mean?!

Chances are, if you are a Property Manager, you know all about LEED Certification, but let's take the mystery out of it for the rest of us.

The Leadership in Energy and Environmental Design Green Building Rating System, call LEED for short, was created in 2000 by the U.S. Green Building Council (USGBC), an independent, non-profit organization made up of architects, contractors, developers, building owners, government agencies, and others.  The council developed LEED to stimulate the use of environmentally and socially sound building practices by providing and independent, third-party verification.

Energy efficiency is probably the best-known aspect of green building but LEED focuses on four other areas:  sustainable site development, water savings, materials selection and indoor environmental quality.

           

“Green building is about a lot more than energy efficiency, it’s everything efficiency.”

For instance, using sealants that don’t emit toxic fumes contributes to indoor environmental quality, and using lumber harvested from sustainably managed forests counts toward materials selection.

LEED also isn’t only for new construction.  LEED for Existing Buildings assesses operations and maintenance to help owners get the most from their existing property.  LEED for Commercial Interiors provides a program for tenants who want to green their rented space, but don’t have control over the whole building, while LEED for Core and Shell applies to building owners who don’t control the interiors of rented spaces.  Also available are LEED programs tailored to individual facility needs:  schools, health care, retail and homes.

           

Each program has its own checklist of criteria that contribute to certification.  Points are awarded for each standard that is met, and certification is awarded if enough points are earned.  For the new construction program, 26 points ears the basic certified level, 33 earns silver, 39 earns gold and 52 earns platinum.  The maximum number of points a project can earn is 69.  Learn more about the classifications here.

The first step toward certification is to register a project with the USGBC.  Registration for new construction cost $450 for USGBC members and $600 for non-members, and it provides access to a number of tools for guiding design and construction.  The fee for certification of the finished building varies with the size of the project, but averages $2,000.

Around the world, 1,422 projects have earned LEED certification, according to the USGBC (2008).