Achieving Excellence in Custodial Operations - Terry Taylor


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  • @Gary Clipperton Hello! I would love a copy of your e-book for custodial productivity improvement!
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  • Very impressive and comprehensive list of goals for the custodial department. If you are experiencing budget shortfalls this year, I have a free e-book for custodial managers entitled 15 Steps to Improve Cleaning Productivity. More than willing to supply a free copy.

    Gary Clipperton
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Achieving Excellence in Custodial Operations - Terry Taylor

  1. 1. Achieving Excellence in Custodial Operations Measures of Effectiveness Terry Taylor Gresham-Barlow School District [email_address]
  2. 2. Mission <ul><li>To provide a clean, safe, healthy learning environment </li></ul><ul><li>Give your Distric Mission Statement </li></ul><ul><li>“ A World Class Education for All Students” </li></ul>
  3. 3. Staffing Current staffing and proposed staffing with a plan 52.2 FTE Custodial Staff 08/09 school year 40-42 FTE Custodial Staff for 09/10 Proposed
  4. 4. Department Goals <ul><li>Clean, Safe, Healthy Learning Environment </li></ul><ul><li>Customer Satisfaction </li></ul><ul><li>Staff </li></ul><ul><li>Students </li></ul><ul><li>Community </li></ul><ul><li>Fiscal Responsibility </li></ul><ul><li>Employee Safety </li></ul><ul><li>Good Department Communication </li></ul><ul><li>Common Understanding </li></ul><ul><li>Strong Employee Morale </li></ul><ul><li>Respected and Valued </li></ul><ul><li>Opportunities for Professional Growth via mentorship and/or involvement with project custodial team work </li></ul>
  5. 5. Clean, Safe, Healthy Learning Environment <ul><li>Established District Standards </li></ul><ul><li>“ Cleaning for Health” </li></ul><ul><li>Started with OS1 Cleaning for Health Program </li></ul><ul><li>Now continue the similar cleaning processes and standards throughout the district. Implement “Touch Point Cleaning” </li></ul><ul><li>References Industry Standards </li></ul><ul><li>American School & University Publication </li></ul><ul><li>SchoolDude Community (MySchoolDude) </li></ul><ul><li>ISSA 447 standard cleaning times </li></ul><ul><li>Utilizes Green Cleaning Practices & Products </li></ul><ul><li>Collaborate w/State & Local Health Districts </li></ul><ul><ul><li>Coordinate the cleaning of our schools with standards with Health agencies. Hand wash campaign and flu season awareness </li></ul></ul>
  6. 6. Clean, Safe, Healthy Learning Environment <ul><li>Measures of Effectiveness </li></ul><ul><li>Uniform Performance Standards </li></ul><ul><li>Elementary Schools </li></ul><ul><li>Middle Schools </li></ul><ul><li>High Schools </li></ul><ul><li>Support Facilities </li></ul><ul><li>Common Level of Performance Expectations </li></ul><ul><li>Situational Health Cleaning Responses </li></ul><ul><li>Clean “Touch Points” during Cold and Flu Season </li></ul><ul><li>Collaborate Indoor Air Quality Program </li></ul><ul><li>Collaborate Integrated Pest Management Program </li></ul><ul><li>Implement Top Down Cleaning Program at Breaks </li></ul><ul><li>Did You Know? </li></ul><ul><li>Custodial Department personnel clean over 1,000 toilets/urinals daily, which equates to over a quarter of a million annually. </li></ul>
  7. 7. Customer Satisfaction <ul><li>Define WHO is the Customer </li></ul><ul><li>School or Site Staff </li></ul><ul><ul><li>Students </li></ul></ul><ul><ul><li>Community </li></ul></ul><ul><ul><li>Principal manages today within their building </li></ul></ul><ul><li>Define WHAT Customer Needs </li></ul><ul><ul><li>Principal and staff are now customers </li></ul></ul><ul><ul><li>Students </li></ul></ul><ul><ul><li>Community </li></ul></ul><ul><ul><li>Facilities Dept would manage resources across the district </li></ul></ul><ul><li>Understand WHEN Customer Needs It </li></ul><ul><ul><li>Respond to Customer Needs In Polite, Timely Manner. </li></ul></ul>
  8. 8. Customer Satisfaction <ul><li>Measures of Effectiveness </li></ul><ul><li>Positive Customer Support for Department </li></ul><ul><li>Monitor Work Order Status </li></ul><ul><li>Meet w/Principal & Head Custodian Annually </li></ul><ul><li>Meet with Head Custodians Monthly </li></ul><ul><li>Meet with entire Custodial Staff 2-3 times a year </li></ul><ul><li>Minimal Customer Complaints </li></ul><ul><li>Clean Rooms/Areas </li></ul><ul><li>Good Indoor Air Quality </li></ul><ul><li>Minimal Student/Employee Absenteeism </li></ul><ul><li>No Environmental Borne Illnesses </li></ul><ul><li>Implement Inspection Process </li></ul><ul><li>School level inspection </li></ul><ul><li>District level inspection </li></ul><ul><li>Implement Customer Service Survey </li></ul><ul><li>Principal Feedback </li></ul><ul><li>Teacher and Staff Feedback </li></ul><ul><li>Community opportunity Feedback </li></ul>
  9. 9. Fiscal Responsibility <ul><li>Non-Salary Related Costs </li></ul><ul><li>Custodial Cleaning Supplies & Equipment </li></ul><ul><li>Equipment Repair & Maintenance </li></ul><ul><li>Contract Services </li></ul><ul><li>Office Supplies </li></ul><ul><li>Did You Know? </li></ul><ul><li>Facilities staff repair the District’s custodial equipment, saving precious $$$ resources. </li></ul>
  10. 10. Fiscal Responsibility <ul><li>Salaries and Benefits </li></ul><ul><ul><li>52.2 Full-Time Staff Members </li></ul></ul><ul><ul><ul><li>7 Staff Members with District 20 Years or Longer </li></ul></ul></ul><ul><ul><ul><li>Young staff in comparison </li></ul></ul></ul><ul><li>Contractual Obligations </li></ul><ul><li>Substitute Custodians change of management </li></ul><ul><li>5-10 On-Call Custodians (Goal) using recall staff </li></ul>
  11. 11. Fiscal Responsibility <ul><li>Measures of Effectiveness </li></ul><ul><li>Within Budget </li></ul><ul><li>Establish Special Projects Committee </li></ul><ul><ul><li>Evaluate new products and equipment </li></ul></ul><ul><ul><li>Evaluate new and improved cleaning systems </li></ul></ul><ul><li>Support District Program Needs </li></ul><ul><li>Curriculum </li></ul><ul><li>Special Education </li></ul><ul><li>Athletic Events </li></ul><ul><li>Nutrition Services </li></ul><ul><li>Camp Invention-Summer School </li></ul><ul><li>Art Institute- Summer School </li></ul><ul><li>Extended School Year-Summer School </li></ul><ul><li>Jump Start-Summer School </li></ul><ul><li>Strong Start- Summer School </li></ul><ul><li>Other Programs </li></ul><ul><li>Sundown Crossroads </li></ul><ul><li>GBEF </li></ul><ul><li>CAFE </li></ul><ul><li>MESD Early Childhood </li></ul><ul><li>Adult Living Program </li></ul><ul><li>Churches </li></ul>
  12. 12. Fiscal Responsibility <ul><li>Measures of Effectiveness </li></ul><ul><li>Collaborating with Facilities Department to Select Products Achieving Product Manufacturers Identified Life Cycle </li></ul><ul><li>Identifying Products and Equipment to Reduce Labor Costs </li></ul><ul><li>Special Projects Committee </li></ul><ul><li>Confirming Employee Productivity by Pilot Testing New Equipment and Cleaning Products </li></ul><ul><li>Special Projects Committee </li></ul>
  13. 13. Fiscal Responsibility <ul><li>Custodial Department Areas of Concern </li></ul><ul><li>Staffing </li></ul><ul><li>Cafeteria Tables </li></ul><ul><li>Continue the Replacement Plan </li></ul><ul><li>30 lbs to lift a working table and 70 lbs to lift a worn out table </li></ul><ul><li>IAQ Complaints & Investigations </li></ul><ul><li>After Hour Graffiti/Vandalism </li></ul><ul><li>Working w/Grounds Crew Graffiti Removal </li></ul><ul><li>Special Education Program Needs </li></ul><ul><li>Touch Point Cleaning-Establish a documented process </li></ul><ul><li>Community School Needs/Other Programs </li></ul><ul><li>Churches, Coordinating Cleaning Products </li></ul><ul><li>Did You Know? </li></ul><ul><li>That a clean, healthy environment directly contributes to less staff and student absentees and higher test scores? </li></ul>
  14. 14. Employee Safety <ul><li>Building Occupant Safety </li></ul><ul><li>Green Cleaning Program </li></ul><ul><li>Semi Annual Asbestos Survey </li></ul><ul><li>SchoolDude Work Order Requests </li></ul><ul><li>Cleaning for Touch Points </li></ul><ul><li>Physical Plant Security </li></ul><ul><li>Exterior Building Check implemented Daily </li></ul><ul><li>Interior Building Check implemented Daily </li></ul><ul><li>Fire Extinguisher Reports Implemented Monthly </li></ul><ul><li>Building Inspection Report </li></ul><ul><li>Playground Inspection Report </li></ul><ul><li>Vandalism Report as Needed </li></ul><ul><li>Worker Safety </li></ul><ul><li>Annual Custodial Seminar </li></ul><ul><li>Annual Asbestos Awareness Training </li></ul><ul><li>Annual First Aid/CPR Training </li></ul><ul><li>Annual Blood Borne Pathogen Training </li></ul><ul><li>Monthly Safety Training </li></ul>
  15. 15. Employee Safety <ul><li>Measures of Effectiveness </li></ul><ul><li>Reduced Staff/Student Absenteeism </li></ul><ul><li>Reduction in Custodial Work Loss Claims </li></ul><ul><li>Reduce Hazardous Materials within the Building </li></ul><ul><li>Reduction in Building Vandalism/Theft </li></ul><ul><li>Implement Surveys to align expectations with real building information and labor resources </li></ul>
  16. 16. Employee Safety <ul><li>Custodial Department Areas of Concern </li></ul><ul><li>Lifting Heavy Items </li></ul><ul><ul><li>Training </li></ul></ul><ul><li>Night Custodian Exiting </li></ul><ul><ul><li>Providing Exterior Lighting </li></ul></ul><ul><li>Personal Furniture in the Classroom Environment </li></ul><ul><li>Equipment information training </li></ul><ul><li>Product information and training </li></ul><ul><li>New and improved cleaning process information and training </li></ul>
  17. 17. Good Departmental Communication <ul><li>Promote Dialogue </li></ul><ul><li>Special Projects Quarterly Meetings </li></ul><ul><li>Monthly Head Custodian Meetings </li></ul><ul><li>Problem Solving </li></ul><ul><li>Special Projects-hears from their peers and talk through problem </li></ul><ul><li>Monthly Meetings-share problems and or concern with Head Custodians </li></ul><ul><li>Facilitate Opportunities to Meet w/Peers </li></ul><ul><li>Dialog w/Custodians </li></ul><ul><li>OSFMA Conference </li></ul><ul><li>District Provided Training </li></ul><ul><li>Outside Training if needed an applicable </li></ul>
  18. 18. Good Departmental Communication <ul><li>Measures of Effectiveness </li></ul><ul><li>Common Level of Understanding </li></ul><ul><li>Strong Employee Moral </li></ul><ul><li>Did You Know? </li></ul><ul><li>The Custodial Department time standards for vacuuming is 10 minutes, per 1,000 sq .ft. for an unobstructed area and 14.5 minutes for a highly obstructed area; the average home is 2,000 sq. ft. </li></ul>
  19. 19. Good Department Communication <ul><li>Custodial Department Areas of Concern </li></ul><ul><li>Multiple Sites (19 Schools & 3 Support Buildings) </li></ul><ul><li>Defining Principal vs. Supervisor Roles of Responsibility </li></ul><ul><li>Implement Regular Principal Head Custodian Meetings to confirm Cleaning and Expectations are aligned and being met </li></ul>
  20. 20. Strong Employee Morale <ul><li>Promote Personal and Professional Growth </li></ul><ul><li>Valued </li></ul><ul><li>Input </li></ul><ul><li>Celebration </li></ul><ul><li>Professional Growth Opportunities </li></ul><ul><ul><li>Opportunity to be on Special Project Team </li></ul></ul><ul><ul><li>OSFMA Conference Attendance possible </li></ul></ul>
  21. 21. Custodial Department <ul><li>Measures Of Success </li></ul><ul><li>Meeting or Exceeding Department Goals </li></ul><ul><ul><li>Clean, Safe, and Healthy Buildings </li></ul></ul><ul><li>Budget/Planned and Actual </li></ul><ul><ul><li>Maintain Good Fiscal Stewardship </li></ul></ul><ul><li>Customer Satisfaction </li></ul><ul><ul><li>Respond to Customer Requests In a Timely and Respectful Manner </li></ul></ul><ul><ul><li>Review Customer Service Survey information and be responsive </li></ul></ul><ul><li>Employee Morale </li></ul><ul><ul><li>High Employee Retention </li></ul></ul>“ A World Class Education for All Students”