Cameron AdamsSr. Global Portfolio Manager, eBusiness Applications, Diversey

Objectives

To learn how to:

– Create a successful work plan

– Justify needs and support your recommendations

– Manage and schedule staff to accomplish critical tasks and improve productivity

– Maintain a clean, safe and healthy work environment

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Agenda

Situation Analysis

Creating a Successful Work Plan– The 7 guiding principles

– Plan-Do-Check-Review process

Build an actual plan

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ProblemFewer personnel

Difficult / less time to clean

Training and retraining

How to do more with less

Process / documentation

SituationBudgets:Cuts and reallocationEscalating costs

Time and access:24 / 7 / 365 facilitiesAging buildings

Employees:Turnover and attrition

Expectations:Greater awarenessStandards / certificationHealth and safety

Situation

Trends are in direct conflict with each other: budget, access, and resource constraints drive cleanliness down, yet expectations continue to rise

Challenge

How do you create and implement a successful work plan AND justify resource needs?

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The 7 Guiding PrinciplesFor a successful work plan

1. Follow a disciplined process2. Understand needs & objectives3. Build consensus & alignment4. Optimize workflows5. Allocate fairly6. Communicate thoroughly7. Measure, recognize & revise

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To Ensure Success1. Follow a disciplined process

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Plan

Review

Check

Do

Set Goals, Priorities,Tasks & Frequencies

Sequence,Schedule,Assign, Train,Perform

Inspect, Observe, Train

Reassess,Revise,Refine

Successful Work Plan&

Needs Justification

Plan2. Understand needs & objectives

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Stakeholder Committee

Administration / StaffHealth ServicesPTO / PTAStudentsBuilding & Grounds Supervisor Director of Physical Plant Director of FacilitiesCustodial SupervisorMaintenance ManagerDirector of Housekeeping

Needs & Objectives

Average daily attendanceEnrollmentGradesSafetyHealthAppearanceBudgetsProductivityWorker’s compensationEmployee turnover

Take time to listen and engage stakeholders;Make them part of the process & successful

outcome.

Plan2. Understand needs & objectives

Set Goals

Cleanliness Health & safety Sustainability Budget Resources

Set SMART Goals

Specific Measurable Attainable Relevant Time-bound

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SMART Goal Example:To achieve an average cleanliness level of 2, defined by industry

standards, across our school within 6 months of program implementation, while reducing our budget by 10%.

Plan3. Build consensus & alignment

Create the work plan (without constraints):

1. Inventory and prioritize area types2. Inventory current cleaning tasks and

frequencies; compare with goals and note gaps

3. Identify and prioritize new program tasks and frequencies

4. Calculate labor hours and staffing requirements

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This results in a hypothetical plan. Use this to refine your goals and make choices.

Exercise

Question:– How many FTEs are needed to…

• Perform Task A in 105K sq. ft. of a 300K sq. ft. school– Time per task = 5 minutes / 1,000 sq. ft.– Frequency = 4 times weekly– Average daily productive minutes per custodian = 420– Days worked per week = 5

Answer:• 105K sq. ft. / 1K sq. ft. (per task) = 105 units• 105 X 5 (min. per task) = 525 minutes• 525 X 4 (times weekly) = 2,100 minutes• 2,100 / 5 (days worked weekly) = 420 minutes per day• 420 / 420 = 1 FTE

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Plan3. Build consensus & alignment

Create alternative work plans (within budget constraints):5. Compare # of FTEs in your budget

with # of FTEs to reach your goals6. Identify high-cost, low-priority areas7. Identify high-cost, low-priority tasks8. Reduce cost by reducing task

frequency9. Work your way up (lowest to highest)

priority areas & tasks10. Improve productivity with better

equipment

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Plan3. Build consensus & alignment

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Task Cost

Tas

k P

rio

rity

Increase / Maintain

Reduce / Eliminate

Eliminate / Reduce

Increase Productivity

Reduce or eliminate low priority tasks in low priority areas to maintain your budget.

Task Treatment in Low Priority Areas to Maintain Budget

Plan3. Build consensus & alignment

After you’ve developed a workable plan, meet with the stakeholder committee to explain:

– The choices / compromises made to balance non-financial goals with your budget

– Or, explain how goals will be overly sacrificed and greater resources are justified

– Present the pros and cons of alternative plans

– Recommend and support a specific plan

– Facilitate further discussion and revision to come to agreement

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The goal of this meeting should be to come to an agreement and move forward with one of the

alternatives.

Do4. Optimize workflows

Optimize workflows to increase productivity– Group similar work– Create and allocate work by zone– Train on proper procedures

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Do5. Allocate fairly

Allocate workloads fairly across employees– Ensure no one employee has to much or too little work

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Assignments are flagged when they exceed an employees available

cleaning time

Do6. Communicate thoroughly

Communicate work assignment clearly

– Use check sheets

– Itemize tasks– Show where and

when employees should be working

– Indicate days tasks should be performed

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Checklists show cleaning tasks and when they are to be performed

Do6. Communicate thoroughly

Train– As skills improve so does confidence & consistency:

• Online training• In-person training• DVDs, videos, manuals• Wall-charts, job cards, etc.

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Check7. Measure, recognize & revise

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Inspect Measure

Check7. Measure, recognize & revise

Create a recognition plan Build confidence, motivation & loyalty

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Positive feedback reinforces positive results – a little can go a long way.

Review7. Measure, recognize & revise

Data mine for continuous improvement

– Inspection results, reports, observations, satisfaction surveys

– Track progress over time– Analyze at all levels

• Buildings, zones, floors, area types, task groups, employees

– Compare results against goals– Identify improvement opportunities

• Most common issues– Re-evaluate, refine and revise

• Cleaning program / frequencies– Close the gap between outcomes and

expectations

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Cameron AdamsSr. Global Portfolio Marketing Manager, eBusiness

Diversey, Inc.Tel: 262 631-2057

Email: cameron.adams@diversey.com

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