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Critical Cleaning and Risk Assessments in the Workplace

Author : Paul Bullard is Business Strategy Director at FSI

27 May 2020

As people slowly return to the workplace, FM teams are faced with some monumental changes that will affect the way buildings are run, managed and optimised for a long time.

Though there’s an exhaustive list of assessments and regimes to put in place, cleaning strategies will be a fundamental strand in the wider facilities management delivery.

When a CAFM system is in place, you can ensure that from the moment a person arrives in the building, every aspect of their experience is optimised for personal safety and compliant with government regulations.

Prior to this, however, it’s important to assess the risks associated not only with your space, but also during daily, seemingly harmless interactions. The morning coffee is a great example.

If everyone rushed to the kitchen facilities at 9am to use a touchscreen coffee machine, it would be nearly impossible to social distance without implementing some kind of patrol – which is simply not efficient or sustainable.

It also means that any necessary cleaning would prove very difficult. In terms of cleaning schedules and regimes, it’s important to leave no stone unturned.

The pressure is incredibly high as standards are being raised and checks tightened. Utilising CAFM data will hold any FM team in the best possible stead, as understanding how many people are occupying a space at any one time will be key to keeping rules adhered to.

Likewise, you will have a full audit trail behind each cleaning task should anything you do come into question.

Any additional checks that managers want to make on standards can be made through a dedicated app, with cleaners able to upload images to each task completed should it be required.

As much as keeping employees and end customers is integral, it’s also important cleaners themselves feel safe in what they’re doing.

Recalibrating their cleaning routes to avoid communal areas when in use will put both them and others at ease, as well as reduce crowding. If cleaners are contracted, consider how it is that they sign into the building.

Providing them with a dedicated app or QR code which allows for contactless check-in will provide additional assurance, and allow you to keep an eye on their arrival.

Should you need them to fill in any additional information, issue safety guidance or provide a brief, you can do this digitally via a specialised Contractor portal.

How does CAFM help make cleaning tasks more effective?

Cleaning is a physical task but its management is very much digital, particularly in the era of COVID-19.

Introducing QR codes to download real-time task lists helps keep staff attendance to a minimum and avoids physical sign-off sheets.

Attached cleaning schedules to high traffic areas at times which are less busy helps protect both occupants and the cleaners themselves. We are only scratching the surface of what’s achievable using CAFM for FM cleaning services.

With data at your fingertips, you can truly optimise a building to suit the level of occupants at any one time. This can be upscaled or downscaled depending on fluctuations throughout the week.

Staff can be managed, regulations can be adhered to, standards can be raised and the entire process can be logged in one neat audit trail.

This provides complete assurance for employees as they return to work and for FM teams to know that regulations are being met effectively.

Working together, FM teams, cleaners and the data driven by CAFM can revolutionise working environments for the better, not only navigating us through the crisis but into the future.


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