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Blog Description:

General tips and tricks for domestic and commercial cleaning. Whether you're wanting quick pointers for yourself, or more in depth information to help you manage cleaners, there's relevant posts to help.
Blog Tags: cleaners - cleaner - cleaning - clean
Blog Added: September 07, 2017 09:53:11 PM
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Blog Platform: WordPress
Blog Country: United-Kingdom   United-Kingdom
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The Daddy of Office Cleaning Checklists & Schedules

Most businesses and organisations nowadays have some form of office use that will inevitably get messy and need cleaning. Even, say, a tradesman where the majority of their work is out with the tools, will include some administration invoice work at a desk back home.

So whether you need to include such office areas yourself in a regular clean, or you're involved in organising outsourced cleaners for larger office areas at your business, here is the low down of what you need to remember.

The exact detail will of course change for whatever type or size of office area you're dealing with, but the principles are the same, and with this daddy of checklists to go through you can easily then take out what isn't applicable to you.

And right at the end we'll explain how you can immediately download this final office cleaning checklist in order to then begin rolling out.

The Traffic Light Style

We have actually laid out the essentials in 3 traffic-light stages to help place everything in context.

The first 'red' light stage is stopping to make sure you get things set up correctly right at the beginning, including all the compliance checks you really need to make, particularly in a business office context.

The second 'orange' light stage is getting the practical things ready to roll, whether that's the correct cleaning equipment and substances, or PPE with say aprons and gloves.

The last 'green' light stage is when you’re ready to get going, and a final cleaning schedule which basically lists all the individual cleaning tasks you need to carry out and when. As you then go through the cleaning taking into account the earlier red and orange stages, you can log progress and issues that you come across.

The Red Set-Up Stage

So as you begin to set-up the right cleaning schedule for your office area, here are the main compliance pointers to bear in mind.

You can check out more details on these here, with these helping as a checklist for your own internal cleaning arrangements or auditing those being completed by an external cleaning company.

1. Insurance Cover

Making sure the right insurance cover is in place for the cleaning company, or any cleaning activity being correctly included within any current business policy. Public liability is the main one, but you may also need others like employer’s, contents, and even buildings and vehicles.

2. COSHH Health & Safety Policy

A policy needs to be in place taking account of how the cleaning activities are being completed within your unique business context, which considers the obligations under COSHH legislation.

3. Risk Assessment

A unique risk assessment for these cleaning activities, including related issues like Coshh and individual cleaners.

4. Data Sheets and Safe Stock

For all your cleaning substances, make sure you have these correctly documented with a Data Sheet and then safely stored away in separate locked cupboards and areas where required, particularly riskier substances like bleach for toilet areas.

5. Guides & Training

Make sure a basic guide is provided for how the cleaning is being carried out, with initial and updated training routines and records.

6. Signs & Notices

These are both permanent for, say, cleaning cupboards, and any temporary ones like flip-signs on wet toilet and kitchen floors.

Within offices you may also require additional letters and signs for workers, for example when they need to place items away for a deeper clean, and any updates on general housekeeping.

7. Cleaning Schedule

This is your main bread-and-butter list of what actual cleaning duties are needed and when, outlined below in the green section. These will need to be signed off each time by the cleaners, and any issues or accidents documented on them and any additional records.

8. Accidents & RIDDOR

Be prepared at all levels for accidents, from basic first aid and emergency clean-up kits, to recording incidents in an accident book and reporting serious accidents and deaths through RIDDOR obligations.

9. Building Policies

The unique details about the building being cleaned will need to be known, including building guides and policies, fire evacuation policies, and access and security arrangements.

10. Personnel Policies

Information on the welfare and management of individual cleaners will be required, for example lone worker arrangements for being alone and outside working hours to initial policies on equal opportunities and basis of employment, to any unique arrangements for circumstances such as disabilities.

11. Data Protection

In addition to the protection of data being for the individual cleaners, the policy for the office business also needs to be appreciated, for example what information can be viewed, thrown away, or shredded by the cleaner.

12. Folder

It sounds obvious, but an on-site folder with all the essential information for easy access in addition to whatever digital and files copies you have elsewhere.

The Orange Preparation Stage

Okay, when looking at what you need to prepare for, this often boils down to practical things like the correct cleaning equipment and substances, and PPE in order to be kitted-out and ready to roll.

Here are the main ones to consider:

1. Cloths & Dusters

The three popular types are general microfibre cloths for surfaces with and without water and cleaning spray, disposable ones like j-cloths for areas like toilets which will then be thrown away, and dusters for polishing and that special touch-up.

2. Sprays

In addition to general all-purpose ones for tough office areas, look at specialist ones like window cleaner for glass and mirrors, and special kitchen and toilet ones.

3. Fluids

This mainly includes mopping, and any tougher bleach on non-bleach liquids to dilute with hot water for, say, toilet areas. Also ongoing consumables like washing up liquid, and hand washes.

4. Carry Tray

A handy tray, or even a form of basic bucket to keep all your items together, not only helps you to easily move items around the office but keep them all together and safe from being lost and tampered with.

5. Mop and Bucket

Including basic ones which you see with domestic properties, as well as larger and corporate ones for larger office areas and floors.

6. Brushes

Both long-handled brooms for basic sweeping of hard-floors, or smaller ones with a dustpan for any broken items and areas like cupboards and shelves.

7. Vacuum Cleaner

A bread-and-butter one to make the most of keeping carpet or other floor areas clean. These usually need to be more durable and corporate than domestic ones to cope with the more regular and substantial use.

8. Aprons

Not only do they help protect clothes and provide handy pockets for holding items like cloths, but they help provide immediate branding of who is doing the cleaning.

9. Gloves

Whether disposable or ones to then be cleaned, check if different ones are needed for different tasks, for example toilet areas compared to usual office areas.

10. Head Protection

This may be simple hair ties, hats, or even glasses to help ensure everything is safe and sound.

The Green Doing Stage

As we now come to the main cleaning schedule, this basically lists each individual cleaning task and when it should be completed.

This might range from a regular daily basis, to a more occasional, say, monthly basis for that extra-mile deeper clean.

These not only help provide a guide and reminder of what to cover and when, but a record of what was actually completed, by the cleaner signing and noting what was accomplished in addition to any issues and comments noted.

So here's a basic list of items and frequencies to consider:

* Vacuum the floor and behind doors
* Mop hard floors, using disinfectant
* Empty bins and place in new liners
* Clean glass and window areas with appropriate glass-cleaner and occasional squeeges
* Damp-wipe hard surfaces with mild disinfectant
* Wipe brass/metal handles, light switches, and door frames
* Remove and clean mugs and cups (hand or dishwasher)
* Additional wall marks and scuffs
* Sanitise and clean toilets and basins
* Refill soap dispensers
* Polish or better wipe surfaces like board room tables and solid wood floors
* Remove old food and clean/disinfect fridges
* Check stocks of food and drink e.g. tea, coffee
* Vacuum down and clean chairs
* Clean and dust vents and blinds
* Dust high-level ceiling from the top to the bottom
* Confidential shredding of documents where permissible
* Coffee machines and kettles de-scale
* Organise magazines and newspapers
* Dust skirting boards, picture rails, and window sills
* Vacuum and brush mats and re-position
* Wipe the sides and top of any partitions, for example between workstation cubicles and toilet areas
* Refill toilet rolls, towels, hand towels and dish cloths
* Clear white and notice boards
* Sofas and cushions cleaned and positioned
* Water plants and flowers
* Lifts and stain checked and cleaned
* Hand driers carefully cleaned
* Tidy and organize chairs and tables
* Clear workstations – including keyboards/monitors, coffee mats
* Deep clean carpets
* Wipe and clean equipment like telephones and photocopiers
* Clean and organize drawers and files/paper
* Check and install air fragrance
* Microwaves and cooking equipment cleaned
* Deeper disinfectant clean of bins
* Female hygiene within toilet areas checked
* Window cleaning
* Ceiling lights checked and cleaned
* Storage areas cleaned e.g. filing cabinets, book shelves

Completing the Right Office Cleaning Checklist and Schedule

So whatever stage you're at with getting your office areas cleaned, whether by yourselves or others mucking in, or you're an office manager arranging through workers and an outsourced cleaning company, these three traffic-light stages help get to the bottom of what’s needed.

After first addressing what needs setting up the red stop-stage, including compliance-boxes being ticked, you can then look at what’s needed for the cleaning to happen at the orange waiting-stage.

You're then ready for the final green office-cleaning schedule which lists exactly what is required and when, and recording any feedback and issues from this.

You can access this whole office cleaning checklist here which summarises this three-stage process. This helps summarise all this in one place, and do contact us if you would like help forming a unique office cleaning schedule and checklist for your own business.

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The 4 ‘I’s of Getting Volunteers to Clean Well

It’s been a pleasure working alongside a local charity who have needed help with cleaning their new property. Cost is of course always a challenge, and so they have relied heavily upon volunteers from the charity itself, all mucking in with things, and even working alongside the local Job Centre and providing work experience for those seeking employment.

In addition, it helps bring hope and focus to those who need it, and a great sense of common purpose and engagement for people. Something that is so refreshing to see, and important to encourage more of.

Cleaning is a great way to channel this, as it’s something that people at all levels can be involved with to some degree, and where tangible benefits and results can be seen by everyone. Of course, there’s more to it when providing a good service, but that’s where we have helped work with a local charity to come up with compliant systems and practical procedures to help make this happen for them.

Here then are 4 helpful principles that have helped to accomplish this, all beginning with the letter ‘I’:

1. Induction

A form of induction training is of course essential anyway, often on-the-job and showing newcomers how things are safely and correctly implemented. This is particularly important though for volunteers, and not necessarily because they will have greater difficulty in completing the task, but simply to clarify how things are correctly accomplished.

We have often found that they’re actually more enthusiastic than paid workers, which is great to see and encourage, although the down side can be that they assume things and because they are in volunteering role they can default back to their own personal methods of cleaning.

Once a clear procedure is provided to channel this energy, then great things can be accomplished.

2. Inspect

It’s important to inspect and check how they are doing and the results of the cleaning. As with induction training, this isn’t meant to be watching over their shoulders and assuming a poor performance, but to genuinely help and assist them accomplish things.

The whole process and experience is probably new to them, and by gently guiding them through this, with regular and proactive monitoring and feedback, you can soon bring them up to speed nicely.

3. Items

As regular cleaners, we all know the importance of the right items, whether PPE and clothing, substances and cleaning fluids, or actual cleaning equipment. This needs to be suitably provided, checked, and assessed with records like Data Sheets.

The individual volunteers need to know that only these items should be used, unless there are any personal items like hair ties that they will need to provide themselves. We have seen genuinely helpful volunteer cleaners simply bring in their own cleaning substance from home and not realise that only permitted ones provided for by the organisation will suffice.

4. Include

Including volunteers with other volunteers and regular workers is essential, to not only ensure things are going well but also to ensure a good sense of togetherness. There will need to be a person in charge who is probably not a volunteer themselves, and may well need to provide greater input simply by the fact that volunteers are needing genuine help and guidance.

Sometimes it can work the other way though, and we have seen instances where certain individuals simply do not get along, or become less effective together, and in actual fact you may need people to work alone for a while in order to bring out the best in them, all subject of course to suitable Lone Worker procedures.

The Mutual Benefit of Helping Volunteers 

We have always said that cleaning should be a pleasure and not a chore, and an important part of that is working with others to achieve that. Whether it’s children to begin learning principles of work and reward, or friends and colleagues to muck-in with cleaning shared areas, it all helps to not only get the cleaning job done quickly and easily, but develop great relationships and reach personal goals.

Every effort is needed to encourage this, and whatever teething issues you come across, then carefully work through these in order to make sure it’s accomplished.

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7 Easy Stages to Compliant Cleaning

When it comes to cleaning activities being ‘health and safety compliant’ this can be a confusing goal to reach. For those in a business context they can be a little more familiar with this, and things like ‘COSHH’ being in place, but even then it just seems so complicated and cumbersome.

The principle makes sense and making sure that cleaning is done nice and safely, with no issues like tripping over buckets or the wrong substance being consumed. The consequences can be horrendous and often easily preventable.

You can go overkill with paperwork though and endless tick boxes. If these don’t match reality and what’s actually happening then you’ve missed the point.

So here are 7 stages to get this right; deliberately designed to be as simple and usable as possible, whilst still applying basic safety principles, and providing helpful templates and downloads where applicable.

These will help in whatever circumstances you’re in, not just purely business but others like at home where you have a mix of people helping out and you genuinely want a few things in place to ensure that friends and family are safe. Or in the volunteering sector which relies upon others mucking in, and some helpful guidance to make sure this is implemented correctly.

Unfortunately of course there has to be some form of disclaimer here, with your own circumstances dictating any unique changes and application of these. But with these 7 pointers and some common sense you’ll soon get a long way.

So here goes, the 7 core stages to make sure you cleaning is safe and compliant.

1. Insurance Cover

The main type of insurance you’ll need is public liability to cover any accidents and claims by others, typical for most external cleaners you’re instructing. For cleaners though there may also be employers’ liability, contents, buildings, and even vehicle insurance to clarify and arrange.

Even if you don’t believe new insurance policies are required, check that any current policies are sufficient to cover any related cleaning activities, and if there are any conditions to this.

2. COSHH and Health & Safety Policy

This is the mama of cleaning information, the main policy designed to provide an overview of how you shall safely carry out cleaning activities.

Most businesses will need a Health & Safety Policy anyway, and cleaning can form part and parcel of this with a ‘COSHH’ element as well. This COSHH refers to the Control of Substances Hazardous to Health Regulations 2002 and is more an obligation to consider various aspects with potentially dangerous substances at hand.

There are standard Health & Safety and COSHH policies available online or through suppliers, but the essential thing to note is that these need going through section by section and making sure that they apply to your situation. So adding extra parts where needed, or even removing those not applicable.

So as an example, clarify what the actual procedure is for accidents and emergencies, including any emergency clean-up kit and accident form and First Aid kit. Ideally RIDDOR needs referring to as well as to how any serious accidents are then separately reported.

Also don’t forget the actual premise you’re cleaning, and any day-to-day guides such as how to access the property and Fire Evacuation Procedures. If you’re dealing with food preparation areas like a commercial kitchen for example, then there may be additional cleaning requirements under the Food Hygiene Policy.

And even more importantly are the people involved, so noting any disabilities and an effective Lone Worker policy for those cleaners potentially being on their own during cleaning duties.

When you have all these COSHH and general Health &Safety issues clarified, you can then bottom out a final policy.

3. Data Sheets

In short, these are a summary of each individual cleaning substance that you’re using as an easy reference as to how to correctly apply, whether general issues like where to store and how to use, or in an emergency when there is say a spillage and accident.

Whilst this includes obvious substances like bleach and cleaning spray, it may also need to involve less obvious ones such as hand wash liquid and washing-up liquid.

The more popular substances tend to have standard manufacturer ones that you can locate from them or online, however it is still important to form your own summary to include additional more hands-on information as well as the technical manufacturer’s specification.

4. Risk Assessment

It’s a classic, and always will be it seems. This looks at your actual situation both at the building being cleaned and the processes and cleaners you have, and basically spots what could go wrong.

You can glean points from other standard cleaning risk assessments, and general issues in your above COSHH and H&S policy, making unique for different cleaning activities.

But make sure these match reality, and you’ve chatted through what these actually mean with people. You’d be surprised how easy this is to do once you get going, as this all boils down to common sense and in today’s more health-and-safety conscious world people do tend to recognise these.

So with a list of potential risks and resultant hazards and action points to hand, chat through with people and agree what the actual course of action needs to be.

Then monitor going forward, making sure any action points are carried out.

5. Training

This is intuitive really, to show someone what needs doing and train them up.

The majority happens anyway and on-the-job, however the challenge is to then document this and any issues arising from it. It’s helpful to have a checklist of the issues that need addressing, and to remember those important issues such as where the fire escapes are in the building, and the procedure for using PPE.

Also, note when any refresher and further training is needed in the future, even if just a general chit-chat with everyone together and touch-base on things which is then recorded.

Kind of along the same lines as well, it can be important to have clear instructions and guides as to how to carry out simple cleaning duties safely, maybe in a general manual and/or posted on the cleaning cupboard wall.

6. Notices & Signs

These are simple ways to communicate to people what’s happening and any dangers to be aware of.

Examples include permanent ones such as for the cleaning cupboard and issuing any notices to warn users of the building to be aware (even standard letters and flyers can be useful).

Also, any temporary ones used during cleaning, for example the yellow flip signs you often see on freshly-mopped floors to warn people.

7. Schedules and Summaries

The icing on the compliance cake is a final schedule of things, ideally as short and simple as possible but still having the important issues being noted.

So ideally a list of each cleaning task in a schedule or checklist which has a tick-box of, say, days of the week, or weekly and monthly time frequencies for cleaners to tick once completed.

Also, a note of other important factors to log, for example any issues or accidents, and if any further cleaning stock and PPE items are required.

Getting All Compliant

Therefore, when bottoming-out how you need to get compliant with your cleaning, these 7 pointers will give you basics. They cover the spectrum right from basic insurance and policy covers, to how the cleaning is actually completed on site with signage.

The templates and downloads above are a good starting point to then begin agreeing and documenting for your own particular situation, or there will be others available from the internet or reputable sources.

The key then is how things are applied, and that you’re genuinely thinking through each point for your own cleaning situation and documented accordingly. The most comprehensive paperwork in the world will mean nothing if it clearly has just been copied from somewhere and not applied to your own situation.

But don’t panic, it’s not as daunting as you may think. Start with these basics, chat through with others including any Health and Safety representative, and then roll out your final paperwork

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How to Easily Clean a Student’s Home at the End of a Tenancy

When a student comes to the end of their residence, there can be a whole range of cleaning to catch up on. This is often with universities and colleges where students are living in prescribed accommodation or separate student digs with others, and at the end of the academic year or terms where there are key points of change.
Effective cleaning is of course important anyway, but where a home or room is let from a landlord or other establishment, then this is where handing back the room in a good clean condition is key. These end-of-tenancy scenarios usually state that everything has to be handed back in the good clean condition of when they found it, fair wear and tear maybe being allowed.
This is really a combination of a general clean and more specific end-of-tenancy clean for other kinds of general letters although with a few unique twists and turns to bear in mind. Student life can be messy to say the least, which is fine so long as it's kept on top of by the end, but the dynamics of others being involved and nagging landlords can make things interesting.
So here are a few student cleaning tips for those looking at a student clean-up. Whether you're a student needing to do this, a landlord needing to ensure if happens correctly, a worried friend or family member wondering if they have to step in and help, or a middle-man like a letting agent - this will help everyone get more of a handle on students end-of-tenancy cleaning:

1. Deposits 

Remember that a deposit held by a landlord could be kept if things aren't cleaned up correctly. For certain short-term residential leases this has to be kept separately from a landlord and a fair procedure adhered to in order to release it. Therefore not only check what the requirements are to release but that it has been correctly noted in the first place.
Ideally work with the landlord or letting agent to agree what needs doing and when, and then when actual monies will be agreed. There may be an initial inventory showing the original moving-in condition to refer to. Make sure cleaning isn't duplicated by a landlord sending in cleaners afterwards for just a few small extras like a carpet clean and instead getting the whole place unnecessarily cleaned up as well.

2. The End 

Get a final definition of when things come to an end. This may sound too simple to be true, but it can save a lot of confusion afterwards.
So if there is a final hand-back date to the landlord, then make sure each student actually leaves well before then and gives ample time to clean up afterwards. You may need to focus on each individual room first, and then tackle the communal living areas last.
Then look at how this will all be determined as acceptable with the landlord, maybe a day or so before the agreed end to give time for people to then go in and finish off any other bits missed.

3. A Load of Rubbish 

Removing rubbish is always a problem anyway, particularly so with student life. There can be tonnes of items left to get rid of, from old and broken items, general cardboard boxes and rubbish, and all those little extras such as old pizza boxes under the sofa.
Not only make sure it's all accounted for, including anything stashed away in store cupboards, but then work out how it will all practically be taken away. You may need a separate trip to the tip with extra bags and items, in which case transport will need to be arranged with students not tending to have their own cars to do so.
Maybe you can all chip in and pay for a special collection, and check to see if anything can be recycled not only to save the planet but be more cost effective.

4. Cleaning Products and Equipment

The good news is that you don't have to get carried away with things, which is good news with students who are on a budget and will tend to favour straight-forward discounted goods from a local supermarket, for example.
So stick with the basics, a good cloth, ideally microfibre, a good general all-purpose spray, and something a little bit stronger for, say, the toilet and areas like the oven and taps. A good old mop and bucket is helpful for floors, and of course some good gloves and possibly apron if you're getting really stuck in. Of yes, and lots of bin bags of course as well.
Hopefully you have a vacuum cleaner anyway, but make sure it's up for a big clean up, and you don't need to get any extra bags or even clean the vacuum itself.
On a practical note, you may need to get everyone chipping in with this on a shared basis, unless everyone just does themselves, and be careful of automatically using any existing items which you don’t know the history of and may have been around for years.

5. The Extra Mile 

A quick flick around with a hoover and duster probably won't cut the mustard, and you're going to have to go deeper.
Actually start from the top and ideally with a long feather duster get rid of cobwebs etc near the ceiling, and remember to check areas like picture rails, curtains and rails, lampshades, and windows and sills.
Back at ground level, focus on doors, handles and mirrors to thoroughly wipe off all smears and stains, and always give the skirting a wipe down. It's amazing what good old hot water and cloth with some elbow grease can achieve.
Of course you have all the hidden and special areas like kitchen cupboards and bedroom wardrobes and desks to include, and all the equipment like microwaves and ovens, and apparatus like taps with lime scale that will need that extra TLC.
And don't forget to move items of furniture to cheek underneath and behind them.
To finish off you then have floors, often the last job on the list. Hopefully this is simple vacuum cleaning and mopping, remembering to get right into the edges and underneath things.

6. The Heavy Mob 

Even with a good deep clean, there may be things just too much to cope with, in which case you need to bring in some heavy-mob help. Whether this is a cleaning company or some well-researched friends and family, this can help save the day.
Maybe the oven needs a full oven clean, or the carpets a separate carpet clean. There may be stains in certain areas as well, plus upholstery like sofas and curtains to have looked at.
A real nasty one may be the drains and any smells and blockages that you come across not for the faint hearted, with special substances to clear them being the first point of call.
You may also come across repairs and damage that border on some good DIY and handyman skills, whether new bulbs, a loose door handle and lock, and damaged areas of wall once things like posters come off them.

7. The Outside Areas 

Don't forget any outside areas in the frenzy of getting the inside ones perfected.
This could be just straight forward paths and rear yards, with all kinds of dumped rubbish and old bikes, cigarette ends and after-party mess, and even neglected grass and planted areas that need a bit of gardening green fingers.
Remember any other hidden areas as well, such as garages and sheds, basements and cellars, and even lofts which might have items stashed in there.

8. Who Has What

Student living is often a communal experience with everyone having their own items here there and everywhere.
This needs to be bottomed out from the start, and who will be taking what and when, in which case they don't have to be cleaned for this purpose, with each person then often dealing with separately. It may be worth labelling these up so everyone knows just what is left to be done.
Then, make sure every little detail is noted, including individual cutlery and plates in the kitchen area which will probably need a good final wash after everything else, and then neatly placed back.

9. The Final Bling Factor

Okay, you're about there and things are taking shape. You hopefully have confidence that a proper job has been done, and therefore as a final step just make sure it looks the part now.
These little finishing touches can make a huge difference and provide a great first impression on others, and finishing off all the hard work so far. So it might be using smelly sprays as a final wipe around, or even nice smelling scents and candles.
Also remember the visual impact as well, so a nice bunch of flowers possibly, and everything neat and tidy afterwards rather than just slung around.

Easily Cleaning Up the Aftermath of Student Life

So when looking at getting a student pad nice and clean, these 9 tips will help make sure things are correctly covered. Whether it's the nitty gritty actual cleaning and what needs doing, or within the context of deposits and working with others and their expectations, these will help keep things on track.
And who knows, you might actually enjoy the process.

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