HOW FACILITY MANAGERS CAN SAVE MORE BY OUTSOURCING CUSTODIAL SERVICES
Is your facility management team struggling to keep up with the demands of custodial services?
No matter what industry you’re in, keeping your facility clean and well-maintained is crucial for creating a safe and productive environment. But cleaning can be time-consuming and costly, especially for more extensive facilities or those with high foot traffic.
This is why many facility managers are now outsourcing custodial services to save time, money, and resources. By partnering with a professional cleaning company, facility managers can streamline their operations and improve their facility’s overall cleanliness and hygiene.
Now more than ever, saving costs is a top priority for businesses and organizations. By outsourcing custodial services, facility managers can reduce operational expenses by eliminating the need to hire and train in-house cleaning staff. This also frees up time for facility management teams to focus on other essential tasks such as maintenance, repairs, and customer service.
In this article, we’ll explore how facility managers can save more by outsourcing custodial services. We’ll also discuss the benefits of working with a professional cleaning company and how it can impact your facility’s bottom line.
MAKING THE CASE FOR OUTSOURCING CUSTODIAL SERVICES
On the surface, outsourcing might sound like a headache for facility managers.
Another layer of expenses and another team to manage with limited resources can seem counterintuitive to simplifying operations.
That’s where finding the right partner is crucial. Hiring a company that actively collaborates with you and your staff while maintaining autonomy in managing their team is vital.
In the end, outsourcing is one of the best ways for facility managers to lower costs while maintaining cleanliness and hygiene. By partnering with a professional cleaning company, you can expect the following:
Outsourcing custodial services can lead to significant cost savings for facility managers. Facility managers can allocate resources more efficiently and focus on core business operations by entrusting the cleaning and maintenance tasks to a specialized service provider.
This reduces overhead expenses and ensures that the facility is well-maintained and meets the highest standards of cleanliness. With professional custodial services, facility managers can enjoy peace of mind and create a pleasant environment for employees, visitors, and customers.
This is because professional cleaning companies have the expertise and resources to efficiently manage their teams and provide high-quality services at a lower cost. Imagine not worrying about purchasing cleaning supplies and equipment or paying for employee benefits and vacation time.
This can all add up and eat into your facility’s budget. But with outsourcing, the cleaning company takes care of these costs, allowing you to allocate your resources towards other important areas.
Finding and training in-house cleaning staff can be a time-consuming and costly process. Not to mention the added pressure of ensuring they have the necessary skills and knowledge to clean your facility correctly.
By outsourcing custodial services, you no longer have to worry about finding and managing the right staff. Professional cleaning companies have skilled and experienced employees who are trained in the latest cleaning techniques and technologies.
Moreover, a professional cleaning company allocates time and resources to continuous employee training. This all takes place outside of your facility, so there is no downtime for staff training on your premises.
SCALABILITY AND FLEXIBILITY
Outsourcing custodial services also offers facility managers the advantage of scalability. Whether your facility’s needs increase or decrease, professional cleaning companies have the resources to adapt and accommodate your changing needs.
This means you don’t have to worry about hiring more staff during busy seasons or cutting back on cleaning services during slower periods. A professional cleaning company can adjust their services according to your facility’s needs, providing flexibility and cost-effectiveness.
EVALUATING YOUR FACILITY’S NEEDS
Do you know everything your facility needs in terms of cleaning?
It could be staying up to code regarding sanitation and disinfection for hospitals. It could mean the safety of children with allergies or special needs in a school.
Assessing a facility’s unique needs is a critical task for facility managers. This ensures that the cleaning company knows specific requirements and can provide tailored solutions to meet those needs.
But a comprehensive evaluation takes time, and missing a few key areas could mean significant headaches for facility managers and owners — or worse, fines.
When you work with a professional cleaning company, they thoroughly evaluate your facility’s needs before providing their services. This includes identifying high-traffic areas, potential hazards, and specific cleaning requirements.
This allows the cleaning company to create a customized plan that addresses your facility’s needs while maximizing cost savings. They will look at things like:
SIZE AND TYPE OF FACILITY
The size and type of facility are crucial in determining cleaning needs. A trusted partner will assess the square footage, layout, and specialized areas to determine how many staff members are needed for efficient cleaning.
When outsourcing custodial services, the onus for vetting, hiring, and training the necessary staff is on your partner. Facility managers can focus on other tasks and trust that a professional cleaning company has the right team and resources to handle their facility.
FREQUENCY OF CLEANING
Different facilities require different levels of cleaning. For example, a healthcare facility may need daily or even multiple times per day disinfection and sanitation services to maintain a safe environment for patients.
On the other hand, an office building may only need weekly cleaning services. By evaluating frequency needs, a professional cleaning company can provide cost-effective packages tailored to your facility’s needs.
And this doesn’t stop after the initial evaluation. Professional cleaning companies regularly assess and review their services to ensure they are meeting your facility’s evolving needs.
This means that any changes or adjustments can be made quickly and efficiently without causing disruptions in your facility’s operations. This agility also allows continuous improvement and ensures that your facility is always up-to-date with the latest cleaning standards and techniques.
For example, implementing a new Standard Operating Procedure (SOP) in a hospital could involve incorporating a more rigorous disinfection protocol for high-touch surfaces, such as door handles and elevator buttons, to minimize the spread of infections. Ensuring everyone on your staff is up-to-date on the new SOP can be slow and tedious.
However, with a professional cleaning company, this is all taken care of seamlessly and efficiently.
SELECTING THE RIGHT CUSTODIAL SERVICE PROVIDER
Outsourcing custodial services offers many benefits, but choosing the right service provider for your facility is essential. Here are a few key factors to consider when selecting a professional cleaning company:
1. REPUTATION AND EXPERIENCE
Look for a cleaning company with a solid reputation and years of experience providing high-quality services. You can check online reviews and ask for references from other facility managers to understand their track records better.
2. SPECIALIZED SERVICES
Consider your facility’s unique needs and ensure the cleaning company you choose can provide specialized services, such as disinfection for healthcare facilities or eco-friendly cleaning solutions for schools.
3. CUSTOMIZATION AND FLEXIBILITY
Choose a cleaning company that offers customized plans and can adapt to your facility’s changing needs. This ensures that you are getting the best value for your budget.
4. CONTRACT TERMS
Some cleaning companies may require long-term contracts, while others offer more flexible options. Make sure you understand the terms and conditions before signing any agreements.
5. INSURANCE AND CERTIFICATIONS
Any reputable cleaning company should have insurance coverage and necessary certifications to ensure their services meet industry standards. This protects your facility and the cleaning company in case of accidents or damages.
COST ANALYSIS AND BUDGETING
Performing a cost analysis and budgeting for outsourcing custodial services is crucial for facility managers to ensure they get the best value for their money. Here are some basic steps to follow:
When conducting a cost analysis for outsourcing custodial services, consider the following steps:
IDENTIFY DIRECT AND INDIRECT COSTS
Direct costs are the expenses directly attributable to the provision of cleaning services, such as wages, cleaning supplies, and equipment. On the other hand, indirect costs are not directly linked to the cleaning services but are necessary to run your business, like overhead costs.
COMPARE IN-HOUSE AND OUTSOURCED COSTS
Next, compare the total cost of in-house cleaning versus outsourcing to a professional cleaning company. This includes wages, benefits, training, equipment, supplies, and administrative expenses for an in-house team. For outsourcing, consider the quoted price from the cleaning companies.
FACTOR IN QUALITY AND EFFICIENCY
While cost is essential, it’s just as crucial to consider the quality and efficiency of the services provided. A cheaper service might not offer the same level of cleanliness or attention to detail as a slightly more expensive one.
CONSIDER LONG-TERM IMPLICATIONS
Finally, consider the long-term implications of your decision. Outsourcing might seem more costly in the short term, but it could result in significant savings in the long run by reducing the need for hiring, training, and managing an in-house team.
By conducting a thorough cost analysis, facility managers can decide whether to outsource or manage their custodial services in-house.
Outsourcing often results in cost savings and provides a higher level of service, allowing facility managers to focus on other important tasks while trusting that their facility is in good hands.
ASK YOUR POTENTIAL PARTNER FOR HELP
If you’re unsure about conducting a cost analysis and budgeting for custodial services, don’t hesitate to ask your potential partner for help. A reputable cleaning company should be able to provide guidance and resources to assist you in making an informed decision that best suits your facility’s needs and budget.
MAXIMIZING SAVINGS THROUGH EFFICIENCY
While it’s true that outsourcing can bring tremendous cost savings, it’s also essential to maximize efficiency within your facility. There is still some work involved for facility managers to ensure that the partnership with their cleaning company runs smoothly and efficiently. Here are some tips to help maximize savings through efficiency:
CLEARLY COMMUNICATE YOUR NEEDS AND EXPECTATIONS
Communicating your needs and expectations clearly from the onset can help avoid misunderstandings or disappointments. This includes outlining specific tasks, schedules, and frequency of services.
CONDUCT REGULAR ASSESSMENTS AND REVIEWS
Schedule regular assessments and reviews with your cleaning company to ensure they meet your expectations and make any necessary adjustments. This can also help identify areas for improvement and potential cost savings.
PROMOTE A CULTURE OF CLEANLINESS
Encourage everyone in the facility, including staff, visitors, and patients, to take responsibility for maintaining a clean and hygienic environment. This can reduce the need for extra cleaning services and save on costs.
UTILIZE TECHNOLOGY AND AUTOMATION
Modern technology has made it easier to streamline processes and optimize efficiency in facility management. Consider utilizing software or apps to track inventory, manage schedules, and monitor cleanliness levels.
ENSURING QUALITY AND COMPLIANCE
Maintaining quality after outsourcing is a valid concern for many facility managers. However, working with a professional cleaning company can actually enhance the quality of your facility’s cleanliness. These companies have industry expertise and are equipped with the right tools and training to maintain and even elevate the standard of cleanliness in your facility. Establishing clear quality standards ensures your outsourcing partner understands your expectations.
Regular inspections and quality checks are recommended to maintain a high standard of cleanliness. Many cleaning companies offer quality assurance programs, including regular audits and inspections, to ensure their services meet your expectations. Consider implementing key performance indicators (KPIs) to monitor the cleaning company’s performance objectively.
Remember, open and regular communication is critical to maintaining quality after outsourcing. Any concerns or issues should be addressed promptly. A reputable cleaning company will appreciate your feedback and work closely with you to resolve problems and continually improve their services.
In essence, ensuring quality after outsourcing isn’t just about hiring a cleaning company; it’s about establishing a partnership that supports the upkeep of your facility. With the right approach and ongoing communication, you can maintain and potentially enhance the quality of your facility’s cleanliness after outsourcing.
SAVE MORE BY OUTSOURCING CUSTODIAL SERVICES FOR YOUR FACILITY
As you can see, the benefits of outsourcing custodial services far outweigh the risks in most cases.
By carefully considering direct and indirect costs, comparing in-house and outsourced options, prioritizing efficiency, and maintaining quality after outsourcing, facility managers can save significantly on their cleaning expenses while ensuring a high standard of cleanliness for their facility.
However, ensuring quality and compliance post-outsourcing through regular inspections and open communication is imperative to the success of your project.
Ready to transform your facility’s cleanliness and efficiency? Start your journey towards cost-saving, quality-enhancing, and efficient custodial services by outsourcing today! Let’s work together and elevate the standard of cleanliness in your facility.
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