White Paper: What You Should Look For When Comparing Janitorial Companies?

Take A Good Look Under Their Rugs . . .

In today's economy, property owners and managers alike are constantly scanning the horizon, searching for opportunities to outsource their custodial services to janitorial companies in order to improve operational efficiencies. When it comes to finding a custodial services company that will provide best practices at the right price, successfully managing the vendor selection process is key.

(RFP) Size Matters
Long before drafting an RFP or narrowing the field of janitorial companies, spend plenty of time clearly identifying your requirements. The more detailed your expectations - and your RFP -- the more precisely your needs can be met. If you're new to the game, talk to vendors informally to help you uncover the range of services available.

Once you've nailed down performance measures, it's time to tackle the RFP. A finely-tuned RFP gives janitorial companies the necessary information that ensures an accurate response -- and makes side-by-side bid comparisons much easier.

Later, when the bids come in for your custodial services, don't get caught comparing apples to oranges. Be specific -- up front -- about your requirements (see the chart below).

RFP Requirements for Custodial Services

Cleaning Specifications* Employee training Indemnifications Quality Assurance Supplies: Quality? Quantity? Who pays? Cleanable Square Footage Equipment: New vs. Used Insurance Requirements: Rates and coverage limits Recycling Supply Storage Areas

Communications Hours, Days of Service Payroll Taxes: FICA, FUI, SUI Safety Workers' Compensation Contract Duration Identification: Badges, Uniforms Personnel Screening Staffing Levels

*Each task on your cleaning specs list will equate to additional labor costs and may affect the outcome of the bid.

Narrowing the Field of Janitorial Companies

When deciding which janitorial companies to consider, use these criteria as a guide:

Commitment to Quality
Does the company really have a quality assurance program to "Inspect what you Expect?"

Reputation/References
History repeats, so references should be a major factor in your decision. Talk to references, visit their buildings and inspect the quality of the vendor's custodial services.

Scope of Resources
Is the vendor able to expand with you? Do they offer the operations manuals, training programs, or back office support you need?

Existing Relationships
Relationships are a key factor for the RFP inviting process. Not all janitorial companies are created equal. Large contracts require a large trust level.

Cultural Match
Is the vendor large or small? Local or national? Do they mirror your company in terms of scope, locations, objectives? Do they participate in reputable industry organizations?

Added-Value Capacity
Do they offer additional services that can be easily absorbed within their existing custodial services?

Price
The bottom line is critical, but beware of the "penny-wise, pound-foolish" syndrome. Inexpensive janitorial companies could end up costing you more in the long run. Make sure you identify the labor, equipment and supplies needed to do the job right.

The Dreaded Walkthrough

Hosting a janitorial walkthrough is probably not high on your list of fun, but it is the second major ingredient in receiving an accurate bid package. To get a true feel for the scope of your work, janitorial companies must see the facility's level of cleanliness, types of supplies, square footage, flooring surfaces, building density and the like to ensure they can provide the custodial services you need.

Pulling Back the Curtain: Understanding Pricing Models
Once you've reviewed RFP responses from the janitorial companies and walkthrough information, you can prepare your pricing model. Most include:

• Labor, including payroll taxes, insurances and benefits
• Direct Operating Costs, including supplies, uniforms, transportation, cell phones, employee screening, etc.
• Overhead and Profit
  
  

Vendors should be willing to fully explain their pricing model and answer any questions about their custodial services and pricing methods.

Apples to Apples:
Selecting the Vendor to Provide Custodial Services

Selection often boils down to two simple (yet complex!) factors:

• Can the vendor do the job?
• Can we work well together?

How well do the janitorial companies stack up? Which one offers the right mix of service, staff, tools and price to get the job done right?

To find the answers and ensure fair comparison, revisit your RFP requirements and examine these details in particular:

1. Labor - Verify the number of cleaning hours (not head count) and total hours in custodial services received per day.
2. Payroll Taxes. Ask for taxes to be broken out by their categories and compare FICA, FUI, SUI. Ask for explanations of any large discrepancies.
3. Insurances. Accredited janitorial companies should be able to document proof of required general liability and workers' comp.
4. Equipment. Does the bid have enough budgeted to do the job? Compare among the different janitorial companies.
5. Supplies. Be sure to agree on quality. Tissue, soap and towels are a major expense in custodial services and can be a major complaint area if quality is not agreed upon.

Armed with this well-planned selection process, your hiring decision is bound to be a success!

Why Hire Janitorial Contractors, Handyman, And Other Outsourced Facility Service Providers?

Outsourcing your facility services means more than just finding quality janitorial contractors to clean your facilities. It's a strategic business decision with many great benefits. And it all comes down to a single bottom-line: making your business better. Outsourcing your facility services can give you a competitive advantage by providing the time you need to help you grow your business and outshine your competition.

Focus On Your Core Competency

Your business provides specialized products and/or services. Each business function that does not directly support, develop or improve your products/services - like facility services - can be outsourced. For example, outsourcing your business's cleaning needs to janitorial contractors allows you and your team to concentrate on your core competencies and mission-critical objectives, not cleaning your facility.

Reduce Costs

Cost-savings alone can be a good enough reason for businesses to outsource tasks like cleaning to janitorial contractors. As you well know, retaining in-house employees is a very expensive endeavor, and in-house facility services personnel are no exception. What value do these employees add to your core business function? The answer is most likely little to none. But you still have to pay for those individuals' payroll tax, salary and benefits package (insurance, 401(k), vacation and sick pay, etc.), not to mention numerous indirect costs like tools and equipment, management, and training.

Outsourcing your cleaning services to janitorial contractors and other similar services to a contracted facility services provider can help you control operating costs and establish a budget, freeing up capital that can be invested in your core business at a higher rate of return.

A Janitorial Contractor Offers Expertise

Just like your company has expertise in a particular field, outsourced facility service providers are highly specialized companies, whether they be janitorial contractors, landscapers, or mechanical maintenance contractors/handymen. They have the experience and expertise to manage your facility better than you do because it's what they do. And they are always at the forefront of technological advancements in their industry, ensuring that clients are receiving the best efficiencies in facility operations.

An outsourced facility services provider, such as a janitorial contractor, affords you a higher level of service at a lower cost, bringing world-class capabilities to your facility not otherwise available from in-house resources.

Scalability
Another word for scalability: flexibility. Outsourcing lets you easily adjust the level of staffing for facility operations on an as-needed basis, helping you control operating costs and easily adjust for changes in staffing and service requirements.

Tips for Selecting the Right Facility Maintenance Service Provider: Saving Costs Without Compromising Quality

Cost-savings is the watchword for today's business operations, especially when it comes to facility maintenance. The competitive economic environment has put pressure on business professionals to find savings wherever possible, and commercial property owners and managers seeking cost-effective maintenance cleaning services are no different. Often times the switch to a low-cost provider is made to achieve the cost savings required for other corporate objectives. But how can you be certain that the low-cost facility maintenance provider you select will be able to provide the level of quality that tenants demand? The bargain rate quoted by a cleaning company may actually cost you more in the long run if their lack of service causes you to lose business.

Want to know more about cost-effective facility maintenance? Here are some tips for selecting maintenance cleaning services that will meet both your budgetary needs and provide your tenants with a clean, attractive workplace.

Access to the Latest Tools for Maintenance Cleaning Services Can Mean Big Savings

One of the best ways to save money is to improve efficiency, since it doesn't require a sacrifice in terms of quality. Just as computers and fax machines have vastly improved the efficiency of today's workplace, new equipment and products, such as self-propelled space vacuums, high efficiency dust cloths and auto scrubbers with built-in dust mops, can enable a facility maintenance provider to clean your building more easily and more effectively. Contracting with a company that uses efficient products and equipment for its maintenance cleaning services can mean big savings for your bottom line.

A Well-Trained Staff Plays a Key Role in Lowering Costs

The efficiency one might gain from good equipment and cleaning products can easily be lost if the people using those tools aren't well trained. Make sure that your facility maintenance provider fully trains new employees and also provides ongoing training to keep their employees up-to-date on the proper ways to use the latest tools.

Do they provide facility-specific training, or just general instruction? Is training done only in the classroom or does it have an on-site element as well? Are instructions for maintenance cleaning services available in multiple languages, and are they easy to follow? Do they have partnerships with equipment/product manufacturers and industry organizations to provide additional employee training? And finally, do they document and keep records of the training their employees receive? Answering these questions will give you a good idea of the importance a facility maintenance provider places on employee training, and ultimately, their maintenance cleaning services. If the company doesn't provide you with information on their training programs in their proposal, ask to review their training materials.

Select A Facility Maintenance Company with a Thorough Inspection Process

Just as efficiency is the key to reducing costs, inspection is the key to maintaining high-quality maintenance cleaning services. Inspections should be frequent to ensure that work is consistently done at the highest level of quality possible. Documenting inspections enables a facility maintenance provider to uncover areas in need of improvement that might not be otherwise discovered. Finally, inspections by a variety of staff from all levels of your facility maintenance provider's company increase their objectivity and accountability to you and your facility.

A Certified Quality Management System Ties It All Together

A recognized quality management system, such as ISO 9001:2000, assures that your facility maintenance provider has a formal quality control program that is assessed by a third party at least annually. This formal quality program further assures you that the contracted company has standards for their maintenance cleaning services, including management, training, and purchasing, which also can add savings to your bottom line through increased efficiency.

Flexibility & Variety of Services Means You Get Customized Maintenance Cleaning Services

Perhaps the most important characteristic of a facility maintenance provider is their willingness and ability to adapt quickly to changing client demands. How will they handle your request to reduce their costs? Will they immediately suggest reducing the frequency of maintenance cleaning services, or will they look for a more creative way to cut costs without sacrificing service? A facility maintenance provider that is committed to customer satisfaction will take a closer look at your facility, searching for areas with problems that may be contributing to unnecessary expenses for you.

For example, if one area of your building is consistently defect-free (i.e., scoring 100 percent on internal and customer inspections) while similar areas return inspection scores of 60 or 70 percent, there is a good chance that labor needs to be redistributed to bring the levels of service to an even keel. In addition, a flexible facility maintenance provider will have a range of services that can be customized to fit your needs - everything from standard maintenance cleaning services to specialized restoration and building mechanical maintenance/HVAC options. There may be some services that you are currently handling in-house, but may want to consider outsourcing in the future. Can your facility maintenance provider meet those needs? If so, you may be able to reap additional savings by bundling them with your maintenance cleaning services.

When it comes to the bottom line, your choice of facility maintenance provider can mean big savings - or big expenses. Consider these tips before changing your service provider. They may save you from selecting the cheapest quote on paper, only to lose tenants (and income) in the long run.

Trends in Banking: Outsourcing Janitorial Services, Landscape and Handyman Operations

Philosophically, the idea is simple: concentrate on your core business and outsource other activities, such as banking janitorial services. When it comes to building maintenance, landscaping and commercial cleaning for banks, outsourcing has become a trend. But what are the finer points that make this practice so compelling? They can be categorized under three C's: competition, consistency and compliance.

The 3 C's of Commercial Cleaning for Banks

Competition: Mergers are forcing greater competition among banks. Thus, they feel pressure to lower costs, increase sales and improve service. For example, in a September 2004 "Update to Investors,"1 Wachovia CFO Bob Kelly, a leader in the banking industry, included the following in a statement on the company's strategic focus:

• building customer loyalty
• execution of revenue growth strategies
• improving cost structure and operating efficiencies
• financial strength and corporate governance
• SouthTrust merger approval and successful merger integration.
  
  

In direct and indirect ways, the outsourcing of facilities services can impact many of these initiatives.

Merging banks' shareholders wait expectantly for the cost savings promised as a result of a merger. Outsourcing facilities services, such as commercial cleaning for banks can go a long way toward delivering those savings through economies of scale. Rather than handling these activities at the local level, the bank can negotiate a favorable contract with a single banking janitorial services provider able to service all the bank's branches. Expenses are leveraged across locations, and with consolidated billing and a single source of contact, the bank spends less time on administrative tasks.

Indirectly, outsourcing banking janitorial services can also help meet sales goals. With a mandate to push product, branch managers these days are often out in the community calling on business customers. You'll find assistant managers in the branches -- not in an office behind a desk, but out greeting customers. This leaves very little time for non-banking activities. For example, take carpet cleaning or HVAC repair. When banking janitorial services are outsourced, branch personnel might simply log onto a web site and place a work order. The service is billed centrally and charged back to the branch. Before outsourcing, more time and steps would have been involved in commercial cleaning for banks, especially if a change in local vendors became necessary for any reason.

As banks vie for the same customers, service and customer experience has taken on a new meaning. Ironically, in these days of online banking, banks are finding that there is no substitute for face-to-face customer interaction. Some banks even offer play areas for children and have taken their tellers out from behind the glass. Is a manager's time better spent improving customer relations or putting out bids for banking janitorial services? Yet a spotless and functional environment is also part of the customer experience and reflects on the bank's brand. Once a mundane distraction, landscaping, handiwork and commercial cleaning for banks all become something done with scientific precision by an outsourced expert. The bank and its customers benefit.

Consistency: A bank's brand amounts to one of its most important assets. When 1500 branches all need to support the brand image, standards become paramount, especially when it comes to commercial cleaning. For banks, outsourcing helps provide a consistent image from branch to branch.

An expert banking janitorial services company will follow standard processes to ensure high quality in every location and provide measurable results through standardized reports. Quick responses to emergencies will be handled through 24-hour call centers. In addition, as mentioned before, pricing and administration of banking janitorial services will be consistent.

Compliance: In light of Sarbanes-Oxley, INS crackdowns and terrorism, banks cannot take chances with their vendors. Through outsourcing with a large, respected provider, the onus is on the facilities service company to follow correct accounting, disclosure, reporting, hiring and subcontracting practices when providing services such as commercial cleaning. For banks, safety, security and environmental concerns should also be a top priority. With the bank having centralized control over the relationship, the branch managers are relieved of that responsibility and risk. The contract with the banking janitorial services company is managed either directly by the bank's facilities manager or, increasingly, through a management company.

Some facilities services companies also offer options for environmentally friendly "green" commercial cleaning. For banks working toward their LEED-EBOM (Leadership in Energy and Environmental Design - Existing Building: Operations & Maintenance) certification, those companies can implement products and procedures required to earn points toward certification.

Partnering Makes Cents
The number of functions that banks will outsource in the next five years is expected to increase by as much as 20%. 2 Again, Wachovia serves as an example, because the bank's web site affirms the benefits of outsourcing non-core activities, such as banking janitorial services, "Thanks to the help of a diverse range of suppliers and advisors, we are able to serve our customers, communities, and employees more efficiently. … [outsourcing] supplements the Wachovia team through relationships with a diverse range of suppliers who share our goal of delivering top-notch products and services." 3 Companies that provide landscape, handyman operations and commercial cleaning for banks can become a crucial partner in helping banks succeed in a highly competitive industry.

The Role of Janitorial Services in Preventing Cross Contamination

Cross contamination occurs when bacteria is spread between people, food, surfaces and equipment. A common concern in the food and health care industries, cross contamination also poses a health threat in any environment including schools, shopping malls, offices and other buildings. This becomes a serious problem when you take into account that Americans spend about 90% of their time inside, yet contaminants found indoors can be five times worse than outdoors.

In addition to negatively impacting the health of building occupants and visitors, cross-contamination and other poor indoor environmental issues cost businesses and building owners billions of dollars every year. Consider these facts:

• Lost productivity costs businesses $60 billion per year.
• 30% of all buildings worldwide have poor indoor air quality problems. (1)
• 150% of all illness is aggravated or caused by polluted indoor air. (2)
• Employee health insurance premiums rose by 11.2% in 2004. (3)
  

There is no doubt that responsible cleaning practices help avoid cross contamination, thereby minimizing the incidence of illness and disease. Effective cleaning reduces bacteria on equipment and surfaces that people come into contact with every day, such as keyboards, phones and restroom touch-points. While it might sound like a straight-forward solution, health-conscious cleaning actually requires detailed processes, thorough training, and strict quality control. In addition, janitorial services should be approached holistically: All areas of a facility are interconnected through building automation, HVAC systems and even foot traffic that spreads internal and external pollutants. Employees come to work sick; workers bring food into the building or prepare food in break rooms; cleaning products themselves put contaminants into the air. Dirt, pollutants and allergens cannot be readily seen but can drastically affect cross-contamination and health. Any plan for eradicating cross contamination should consider all of these factors.

Common Causes of Cross Contamination

Probably the most common culprits of cross-contamination are hands, equipment, cloths/rags, and door handles, or food that comes in contact with them. Though common sense, many people do not wash and dry their hands before touching or eating food; after touching raw meat, fish, chicken or unwashed vegetables; after using the toilet; after blowing their noses; or after touching a pet. Employees eat at their desks and, even if they clean up afterwards, food particles remain to breed bacteria and attract pests that can further spread disease.

Another common mistake is to clean multiple areas with the same supplies and/or equipment and to store restroom cleaning supplies together with items used in other areas. Cloths, sponges and mops are sources of concentrated bacteria that can cross-contaminate anything with which they come into contact.

Steps to Avoid Cross Contamination

When the World Bank Group wanted to implement a new cleaning program for their headquarters building, they started by asking their custodial services provider to perform an audit of the cleaning products, processes and equipment used. The provider then suggested healthier, efficient alternatives.

Similarly, you should review (or ask your janitorial company to review) your existing situation, and then consider implementing a plan that contains action items, such as the following.

1. Capture pollutants and remove them; don’t just move them around.

• Focus on entryways. Use special mats that trap dirt and pollutants to prevent spreading throughout the building.
• Use micro-fiber dusting cloths and flat mops that outperform traditional dusting and mopping materials by capturing dust and dirt. Clean and reuse for minimal waste.
• For carpets, ensure proper vacuuming, extracting, rinsing and drying. Carpets can be a host for moisture problems and mold growth. Empty vacuum bags at the end of shifts or when half full.
• Janitorial workers should wash hands frequently and keep equipment clean to avoid cross-contamination. Be sure janitorial closets are clean to prevent dirt from traveling throughout a building on equipment.
• Janitorial workers should avoid touching their faces, skin, and hair, or wiping hands on cleaning cloths.
• Focus cleaning efforts on touch-points: door handles, bright work and other areas where people come in contact with the facility or its fixtures.
  
  

2. Minimize harmful chemicals in the environment while maximizing cleaning power.

• Replace traditional cleaning chemicals with Green Seal certified, environmentally friendly and highly effective products.
• Use course spray for cleaning chemicals, rather than a fine mist which travels farther. Or apply cleaner to cloth instead of spraying directly onto the surface to be cleaned.
• Use chemical management systems for accurate product dilution. Use according to directions to minimize waste and exposure and to maximize cleaning efficiency.
• Apply disinfectant in restrooms properly and make sure the chemical has proper dwell time.
  

3. Segregate tools, chemicals and equipment.

• Use tools and processes that are color-coded according to the cleaning job. This way, workers can see at a glance which products should be used for floors vs.. countertops, for example, so that such areas are protected from cross-contamination.
• Store like items together and separated from items used for other purposes, e.g., avoid storing restroom mops with kitchen cleaners.
  
  

4. Implement training and communication programs.

• Properly train custodial staff in all healthy cleaning procedures. They must also wear the proper personal-protective equipment when cleaning a facility.
• Communicate to building employees that you have implemented a healthy cleaning plan for their protection. Ask that they also follow procedures to help prevent cross-contamination (washing hands, cleaning up after themselves in the break room, not taking food to their desks, etc.).
  
  

Green Cleaning Considerations

To create a truly healthy environment, cross-contamination and green cleaning procedures should go hand-in-hand. Green cleaning -- defined as “effective cleaning to protect health without harming the environment” -- can reduce costs, provide marketing and employee recruiting benefits, enhance safety, increase customer and employee satisfaction, reduce health threats, and create goodwill. In addition to using Green Seal certified products, your janitorial services company can implement other processes that provide a healthier environment inside while protecting the earth’s environment.

At the end of the day, it doesn’t matter how clean or attractive your environment is if it’s not a safe and healthy place. More and more, entities such as the World Bank Group believe that seeking new cleaning methodologies and products should be an ongoing process to minimize the hazards of cross-contamination and create a healthier environment. A growing trend toward green cleaning means that new alternatives are being discovered and the cost of green products is decreasing. It seems there is no better time to begin ensuring that your building or business offers the best for your employees, customers and community.

Sources:

(1) World Health Organization
(2) American College of Allergies
(3) Kaiser Family Foundation and the Health Research and Educational Trust Survey 2004

Should Your Janitorial Company Use Environmentally Friendly Cleaning Products?

Evidence shows that environmentally friendly cleaning procedures and products provide multiple benefits to buildings and their occupants. No wonder a growing number of facilities in the United States expect their janitorial companies to use "green" cleaning processes and environmentally friendly cleaning products. In order to meet this demand, astute commercial cleaning providers continually educate their janitorial staff on the most effective ways to perform their jobs while protecting the environment. You can use their expertise to implement your own program, making your building or facility a healthier place.

Before delving into the benefits of environmentally friendly cleaning, let's discuss what green cleaning entails. The federal government's Executive Order 13101 ("Greening the Government…"), executed in 1998, defined "environmentally preferable" products and services as those that "have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose." Today, green cleaning programs employ practices that promote health, safety and social consciousness, and include the use of environmentally friendly cleaning products certified by organizations such as Green Seal.

Why the Demand for Environmentally Friendly Cleaning Products and Services?

1. Becoming LEED certified is good business.
LEED (Leadership in Energy and Environmental Design) is a program that has recently gained momentum in building practices throughout the United States. Developed by the U.S. Green Building Council, it establishes standards for sustainable buildings. It also strives to promote integrated, whole-building design practices and recognizes environmental leadership in the building industry.

LEED certified buildings enjoy government incentives, marketing benefits and increased property value. Buildings that apply for certification earn LEED points for using environmentally friendly cleaning products and practices.

If you don't become LEED certified, you could soon face tough competition. The number of buildings constructed to LEED standards, as well as those gaining LEED-EBOM (Existing Building: Operations & Maintenance) certification, continues to grow. As of February 2009, more than 2000 projects have received LEED certification, with nearly 18,000 more registered to become certified.

2. Environmentally friendly cleaning creates healthier surroundings.
Environmentally friendly cleaning products help improve indoor air quality and reduce the health problems that traditional products cause. Building occupants, visitors and janitorial staff experience fewer incidents of skin, eye and respiratory irritations or burns; allergies; multiple-chemical sensitivities; headaches; nausea or other gastrointestinal ailments; poisoning; cancer; reproductive hazards and/or damage to internal organs.

3. Healthier environments increase productivity and marketability.
Healthier employees mean happier employees. Statistics show increased worker satisfaction, improved morale, reduced absenteeism, and increased productivity and efficiency.

Employees and customers appreciate knowing that green practices and environmentally friendly cleaning products are used in the building. Going green helps you market your business as a socially conscious one.

4. Green cleaning helps the earth.
Implementing a green program can reduce the negative effect your cleaning and sanitary operations have on the environment. Using environmentally friendly cleaning products in the right manner helps decrease air pollution, water pollution, ozone depletion and global climate change. Green practices also promote recycling, reduce the use of raw materials and minimize toxic products requiring disposal.

5. Environmentally friendly cleaning reduces costs.
Janitorial companies who are well-trained on environmentally friendly cleaning practices and products can positively impact the facility's budget. An effective program can reduce costs to building management, tenants, and/or the janitorial company, including costs associated with sick leave, health care, productivity loss and litigation. In addition, environmentally friendly cleaning practitioners use energy-efficient equipment (e.g., vacuum cleaners) and perform preventative maintenance to reduce future expenses.

The actual cost of environmentally friendly cleaning products has become more competitive with the price of conventional counterparts, especially when other factors are considered in determining the true cost. For example, a conventional product that is extremely high in alkaline could burn a janitor, which would result in additional medical and sick leave costs, and these increased operating costs may be passed on to the facility.

6. Going green increases the safety of the building and protects property values.
While the crux of using environmentally friendly cleaning products is about reducing health risks -- for humans and other living things -- the process provides other benefits to the facility. Green procedures, including proper use, storage and disposal of materials, actually reduce the likelihood and frequency of fires, explosions, spills and splashes. Environmentally friendly cleaning products are less hazardous and reduce the risk that janitors, the facility or an occupant will be harmed by the product.

An expert green cleaning company also trains their staff to use correctly diluted products and the right product for each job. This means, for example, that stains on carpets or upholstery are treated with the mildest, effective cleaner, thereby prolonging the life of expensive furnishings and reducing exposure to harsher chemicals.

In addition, green programs focus on preventative practices that are environmentally friendly. Cleaning products can be used less frequently if the building stays cleaner to begin with, and well-maintained equipment is safer and works more efficiently.

If you desire to make your building more green, finding the right janitorial company will prove vital. Make sure that they don't just boast of using environmentally friendly cleaning products; their entire approach to your facility should be considered. The field of green cleaning continues to expand, and with the right partner, you can expect greater financial rewards and a happier, healthier environment for all.

Eight Essentials to Help You Select a “Green” Facility Maintenance Provider

Facilities that embrace green cleaning are getting noticed these days as citizens and businesses better understand the importance of using kinder, gentler janitorial services. Green cleaning puts an end to “sick building syndrome” by employing environmentally friendly cleaning products, equipment and procedures. Benefits include healthier occupants, visitors, and ultimately, the earth. Plus, businesses gain increased employee productivity as well as reduced facilities maintenance costs.

The process involves using third-party certified, non-toxic cleaning products. Additionally, proper use of equipment and implementation of green cleaning procedures are a must. By contracting with a maintenance company that understands the issues and solutions, your facility can readily become a healthier place.

Below are some tips to demystify the process of choosing a facilities maintenance provider that makes it easy for you to implement a green cleaning program. Keep in mind that each provider will have its own set of skills and experience, and look for one that will partner with you to achieve your facility’s goals.

1. Educate yourself, and understand what it means to go “green.”
A good first step to implementing a green cleaning system is to understand what the program involves, and what you can expect when beginning the process. Know that going green is more than just switching from traditional cleaning chemicals to environmentally friendly products. A well-implemented, effective program takes a holistic approach, proactively involving the people who clean, the building occupants and visitors, and the indoor and outdoor environment.

2. Determine your reasons for going “green.”
Outline what you hope to accomplish, and keep those goals in mind throughout your selection process. Are you looking for safer working conditions, lower cleaning costs, reduced insurance rates and claims or increased property value? Knowing what you want to attain will help to identify the provider that will best meet your goals. As you obtain proposals and even after the program has started, it’s important to stay focused on the benefits you desire and goals you wish to attain.

The clearer the vision and the more educated you are on key elements of green cleaning practices, the better you will be at assessing a provider’s ability.

3. Ask for an assessment.
As part of the proposal process, request an assessment of your building. This should consist of a complete inventory of the facilities’ current cleaning products and equipment. The maintenance company should provide guidance on which issues to address first and a timeline of when each item will be approached. The changes that are simple and inexpensive should be immediate priorities due to the high return on investment. Other changes should be made based on the risk of harm to both worker and occupant health, or to the environment.

4. Evaluate the provider’s janitorial products.
Cleanliness is usually judged by outward appearances – what an area looks like after it has been cleaned. The products and processes your provider uses should make your building look clean, of course, but they should also address unseen issues including the prevention of indoor air pollution and reduction of toxicity and waste.

5. Request proof that the provider uses third-party certified environmentally safe cleaning products.
Third-party certification processes verify that products meet specific standards. This validation ensures that the products truly reduce risks to the health of users and building occupants, decrease environmental impact and work as well or better than conventional cleaning products. One such certification is provided by Green Seal, a non-profit organization that tests products and also produces a list of recommended products.

6. Investigate the provider’s cleaning practices.
How a provider uses its products is just as important as the product itself. Ask questions regarding the janitorial staff’s knowledge of the products and each one’s intended use. Does the provider continually educate its employees on how to use the products, as well as new products and practices in green cleaning? Even with environmentally safe cleaning products, it’s important to use them correctly. For example, spraying glass cleaner on a cloth before applying it to a mirror promotes cleaner indoor air than spraying the mirror itself, which creates airborne vapor particles that can irritate the lungs.

7. Make sure the cleaning product matches the need.
Does the cleaning company train and supervise its janitors to make sure that they are correctly matching the cleaner to the job? For example, using a product that is too strong for cleaning a mild stain is counterproductive and costly. It wastes the product and might damage the surface being cleaned. A good facilities maintenance provider will efficiently use the right product, equipment and procedure for each task.

8. Make sure your maintenance providers are using the right equipment.
Your janitorial manager should select cleaning equipment that is durable, energy efficient and quiet. Durable equipment saves costs in the long run and will not be a burden on the waste stream. Energy efficient equipment promotes conservation, and quiet equipment reduces noise pollution, which creates a healthier environment for the janitorial staff and other tenants. In addition, vacuuming and cleaning up dirt as it appears can reduce the need for the use of harsh cleaning products. In fact, one of the easiest and most efficient ways to keep a building clean is to use dirt trapping mats at all of the exterior entrances.

Green Cleaning Programs in Schools Get High Scores

The studies are convincingly positive: green cleaning programs in schools benefit students and the administration. With the implementation of successful indoor air quality programs, schools can see an increase in productivity and higher test scores overall.

Defined as “cleaning to protect health without harming the environment,” green cleaning programs employ processes that promote health, safety and social consciousness, and include the use of environmentally friendly janitorial products and equipment. From pre-schools to colleges, green cleaning and indoor air quality programs have gained popularity and produced outstanding results. According to expert Dr. Michael A. Berry, PhD, “there is a direct connection between healthy school environments; behaviors and attitudes of students, parents, and educators; and academic achievement.”1

Greening, Writing and ’Rithmetic

Green cleaning programs play a vital role in creating a healthier environment. And the healthier environments created by indoor air quality programs result in improved student attendance and attitude, improved teacher attitude and retention and – perhaps most important—improved math and reading scores.

Charles Young Elementary School in Washington, DC, for example, implemented green cleaning and indoor air quality programs that addressed total environmental quality. Here are some of the remarkable results of their green cleaning and indoor air quality programs (Source: Healthy School Environment and Enhanced Educational Performance – The Case of Charles Young Elementary School, Washington, DC, Carpet & Rug Institute, January 2002.):*

• School attendance increased from 89% to 93%
• Math scores at basic or above increased from 51% to 76%
• Reading scores at basic or above increased from 59% to 75%
  
  

*Green cleaning programs addressed general sanitation, air quality, noise control, lighting, and general comfort (temperature and climate), kept in a steady state with a thoughtfully organized cleaning and maintenance program.

Research for the Young School's green cleaning programs showed that high performance schools manifest many common traits, including:

• The appearance of the school is inviting. Students, teachers, and the local community want it to be there.

• The school strives for student-friendly conditions throughout the building.

• The school is inviting to good teachers and supports their retention.

• The school is designed to reduce stress. It is comfortable, has a consistent temperature, and manages noise.

• The school is clean and sanitary.

• The risk of an adverse health effect is very small.
  
  

The report goes on to conclude:

The cleanliness of schools is also an important aspect of school environments. Clean schools not only lower the threat of the spread of illness, but also convey a caring message to the students and teachers. Cleaning and maintenance of schools is vitally important and is often underemphasized and underperformed. Students feel better going to clean classes and sitting in clean desks and surroundings. Sanitation in [elementary] schools is important because young children face unique health hazards, especially respiratory infections, asthma attacks, skin disease, and diarrhea outbreaks.

Indoor Air Quality Programs = Cleaner Air = Better Health + Comfort

Indoor air quality programs can impact several of the traits listed above for high performance schools. Green cleaning programs focus on improving air quality because contaminants are typically at least two to five times worse indoors than outdoors. (2) In another school study, implementation of new indoor air quality programs, equipment and supplies had the following positive results: (3)

• Airborne dust inside the building decreased by 52%
• Volatile organic chemical (VOC) concentrations decreased by 49%
• Bacteria decreased by 40%
• Fungi colony-forming units deceased by 61%
  
  

Yet another study examined the health benefits of improved green cleaning programs at a school. Results attributed to cleaning practices and indoor air quality programs indicated that total illnesses were reduced by 24%, doctor visits by 34%, courses of antibiotics by 24%, and days absent by 46%.4.

The ABCs of Green Cleaning Programs

Thorough green cleaning programs will take a holistic view of the school facility. Each aspect of “green” building operations and maintenance will be viewed in the context of goals and benefits the school expects to derive from green cleaning and indoor air quality programs they wish to implement.

Some basic principles of green cleaning programs include:

• Focus on entryways inside and out. Most pollutants enter the building on people’s feet, so it’s important to implement indoor air quality programs, which will help to trap and remove dirt before it enters the building and to frequently clean the entrances and entryway mats.
• Minimize particles and chemicals in the air. Mechanically capturing dust and dirt, using course spray for chemicals, and applying the cleaner to the cloth rather than spraying the surface to be cleaned are all important aspects of indoor air quality programs.
• Use environmentally preferable cleaning chemicals along with chemical management systems for accurate product dilution.
• Ensure proper vacuuming, extraction, rinsing and drying. Carpets can be a host for moisture problems and mold growth. When implementing green cleaning programs, use Carpet & Rug Institute’s Green Label approved vacuums. Empty vacuum bags frequently for more efficient operating.
• Focus on preventative measures and quick clean up of accidents. Therefore, fewer and milder chemicals can be used.
• Mechanically capture dirt and remove it rather than moving it around. Green cleaning programs should use products like microfiber dusting cloths and flat mops, for example, which can eliminate the need for chemicals.
• Focus on touch-points. These are door handles, bright work and other areas where people come in contact with the facility or its fixtures.
• Apply disinfectant in restrooms properly. Typical procedures for green cleaning programs will include ensuring the chemical has proper dwell time so that soil is thoroughly removed using less product.
• Promote safety and prevent cross-contamination. Safer products and proper use and storage of chemicals help green cleaning and indoor air quality programs create a safer environment. Color-coded tools ensure that pollutants don’t get carried from one area (such as a restroom) to another.
• Use “green” paper products, such as recycled tissues and towels bleached without the use of chlorine.
• Implement an effective recycling program.
• Create a communication program so that building occupants understand they are part of the process. Proper spill notification, food clean-up and clutter reduction will help to ensure a healthy facility.
  
  

The Learning Curve with Green Cleaning and Indoor Air Quality Programs

At Harvard, their University Operations’ Services has successfully implemented green cleaning programs – proof that schools can do it themselves. However, many schools will find it more effective and more cost efficient to hire a janitorial company that specializes in green cleaning and indoor air quality programs. These experts can conduct an assessment of the school and suggest a plan for implementing indoor air quality programs that meet specific goals and budget. If the school needs to start small, the cleaning company can suggest some basic changes that can drastically improve the quality of the indoor environment.

A company proficient in green cleaning programs will know the latest practices and products, and their cleaning staff will have the proper training. Plus some companies that provide indoor air quality programs will offer posters and other communication materials to help occupants understand the responsibilities and benefits of the new program. By relying on an expert for green cleaning and indoor air quality programs, school administrators can focus on what they do best: running a successful school.

The Dollars and Sense of Green Cleaning Programs

Many schools now understand the benefits of green cleaning programs when it comes to attracting and retaining teachers and students. They have also reaped the benefits of being known as environmental stewards and achieving higher averages on standardized testing. These recruiting and marketing advantages to implementing green cleaning and indoor air quality programs—plus the possible savings on teacher sick leave and insurance premiums—can equate to a healthier bottom line. A school may spend more upfront on launching green cleaning programs, but the benefits are great. What school doesn’t desire happier, healthier, higher-achieving students?

References

(1) Healthy School Environment and Enhanced Educational Performance – The Case of Charles Young Elementary School, Washington, DC, Carpet & Rug Institute, January 2002.

(2) U.S. Environmental Protection Agency

(3) Indoor Environment Characterization of a Non-Problem Building: Assessment of Cleaning Effectiveness, US Environmental Protection Agency, March 1994. (conducted at the Frank Porter Graham Child Development Center, Chapel Hill, NC)

(4) Leonard R. Krilov, MD, Impact of An Infection Control Program in a Specialized Preschool, American Journal of Infection Control, 1996: 24:167-173