HOW TO MAINTAIN CLEANLINESS IN THE WORKPLACE

We spend almost a third of our life at workplace. Whether that is a big open
space ,conference rooms or a cubicles, office maintenance is a key factor in making the
workplace more comfortable, and consequently, more productive. In other words, office
maintenance management is a big factor for long-term organizational success.

Scope of office maintenance:

Office maintenance services can vary depending on the size of the office, complexity of the
infrastructure, and the range of used building systems and equipment. To keep everything
functioning smoothly at the average cost, these are the more common maintenance tasks
that are required to be running on a continuous process:
 General cleaning & sanitization
 Furniture inspection and repair
 IT equipment maintenance
 Firefighting systems inspection and maintenance
 Water treatment and supply services
 Security and physical access control
Items to be cleaned on daily/weekly/monthly basis

1. Floors – Daily
2. Open area/garden – Daily
3. Lift – Daily
4. Washroom floor/basin/WC – Daily
5. Cleaning of workstation – Daily
6. Dustbins - Daily
7. Cleaning of IT assets of workstation- Daily
8. Cleaning of office furniture- Weekly
9. Cleaning of walls/windows/ceilings/refrigerators/wardrobes – Monthly
10. Cleaning of door/window glasses- Monthly
11. Cleaning of foot mats/curtains/towel – Monthly

Outsourcing office cleaning & maintenance services

 Better quality of maintenance service delivery.
 Partnering with a skilled Facility Management company provides opportunity for
growth, better market penetration, and competitiveness.
 Increased efficiency.
 Better focus on core business.

Allocate budget for maintenance

Not doing maintenance is much more expensive in the long run. So the cleaning and
maintenance workers must be efficient and deliver quality work.

Quotations must be collected from professional service provider and estimate to be worked
for all locations. Payment may be released based on service report and attendance received
from all locations.

Core team
Core team leader may be selected from all offices who will completely monitor the
cleaning & maintenance work of their offices and report to single point of contact in
corporate office.

How can employees help keep the office clean and well maintained?
The workplace environment should be kept professional and clean at all times. Thus, it’s
important for everyone, from mid-level staff all the way to the top level to keep the office
space tidy, organized, and clean.
This is achievable by getting everyone to agree on some basic rules and by establishing an
office etiquette.

1) Personal accountability
It can range from things like keeping own workspace in order, trashing items, properly
switching off the lights and devices when leaving the room.

2) Designate people to be maintenance liaisons

To designate someone to act as an intermediary with the maintenance team. They don’t
need to get involved in any technical maintenance details, they just need to know how to
submit a request for cleaning and whom to call (if there is a maintenance emergency).

3) Report issues as they come up

A watsapp group may be formed with 1 person from each room and they should report any
cleaning or maintenance issues in that group for prompt action.

4)To Be mindful of office etiquette

Some simple and common office cleaning rules that anyone can follow include:
 To keep workspace tidy, always.
 To get rid of clutter in their work space and other common areas.

Asset Maintenance
 Planning for asset maintenance will help to control spiraling repair costs and unplanned
downtime.

Having access to the right asset data enables businesses to analyse their asset performance
and conditions. To build a centralized asset register in order to have a successful asset
maintenance plan.

Asset Identification
The key element of an asset register is identifying the assets in a workplace. As well as
knowing how much of something is in stock. Each asset can be categorized depending on
its importance.

Real-Time Asset Location

With asset tagging and tracking tools, asset managers can view an asset’s real-time
location. Not only does this help to prevent loss and theft, but it also increases asset
visibility,knowing where an asset is located.

Know the Condition of an Asset

Knowing the condition of machinery and equipment helps determine how an asset is
performing, when it needs repairing, and when it will most likely fail. All of which are key
to building a maintenance plan unique to each asset.

Know the Total Cost of Ownership

An asset’s total cost of ownership is calculated by subtracting the remaining value from the
total cost of purchase and operation. When determining TCO, we may consider:

 Purchase price
 Running costs
 Spare parts
 Repair costs
 Depreciation
This is important data to have, as it can validate a decision to either dispose of or replace an
asset at the end of its useful life.
Asset maintenance plan

1. Creating a database of assets, this may include important documents such as user
manuals and detailed descriptions of each asset. Spreadsheet may be used as tracking tools
to keep track of all important physical assets in respective offices.

2. A thorough understanding of the lifecycle of an asset enables the maintenance team to

perform timely preventive measures at critical stages, ultimately enhancing its useful
life. Tracking the asset lifecycle will help in strategic planning for an asset’s eventual
breakdown and allow for financial arrangements for its replacement.

3. Training technicians ensures that maintenance tasks are accurately executed and
documented.
For a successful maintenance operation, it’s crucial to provide team with the appropriate
training to carry out their tasks efficiently and to ensure they are proficient in utilizing it.

5. To form a team from each office who will be responsible for day to day maintenance of
all assets in their office with a report to Corporate office.
6. To carry out quarterly inspection of asset by the maintainane team for all offices under
TSECL.
6. To prepare annual maintenance activity calendar that helps to plan, giving an overview
of what maintenance activities are coming up so that fund can be arranged accordingly

7. Any budget related to maintenance will be approved centrally.

Cleaning records

Daily cleaning Room No: Date : / /

Areas or equipment to be cleaned on a weekly

(or less frequently than daily) basis including day Completed by (please sign)
cleaning is to be undertaken

Area / Equipment Responsible person Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Weekly cleaning chart Room No- Date: / /
Areas or equipment to be cleaned on a weekly
(or less frequently than daily) basis including day Completed by (please sign)
cleaning is to be undertaken

Area / Equipment Responsible person Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Areas or equipment to be cleaned on a weekly
(or less frequently than daily) basis including day Completed by (please sign)
cleaning is to be undertaken
Monthly cleaning chart Month ______________
Areas or equipment to be cleaned on a monthly (or less frequently than
weekly) basis Completed by
Date scheduled Date completed
(please sign)
Area / Equipment Responsible person
Daily washroom cleaning chart Floor No: , MD /Director/GM/DGM/Gen Male/Gen Female washrooms Date:

Areas or equipment to be cleaned on a yearly (or less frequently than

monthly) basis Completed by
Time Date completed
(please sign)
Area Responsible person

WC

Wash basin and its area

Garbage bag change

Urinal Point

Clearance from Dustbin

Chemicals used :
Cleaning records

Daily cleaning Date : / /

Areas or equipment to be cleaned on a daily basis Completed by (please sign)

Area / Equipment Responsible person Monday Tuesday Wednesday Thursday Friday Saturday Sunday