Be Smarter: Manage Your Workload Data with Janitorial Manager

You may think data is just for nerds, but in reality, if you own a cleaning business, having good data will revolutionize your day-to-day operations. “Work loading” may be a new word for you, but the definition is simple. Workloading is the amount of work that a machine, person or group of people can be expected to perform. So how do data and workloading intersect?

Data is essential to every aspect of managing a cleaning department.

Managers with accurate data that can be tracked from their facilities have power, specifically power to make changes for the good.

With the proper workload data, you can calculate your department’s productivity. This turns your boring old data into work loading magic, which can change your current work processes and job qualifications into efficient and effective strategies!

You also will have the power to answer questions such as “How would a new product or piece of equipment affect productivity levels?” or “How would a change in cleaning frequencies affect cleanliness?” With workload data, you have the answers! You can use the data you compile as a tool for running daily operations. Data can also be useful to help you discuss your business operations with your colleagues, your employees or fellow organization managers.

Conversely, the lack of data can hinder your cleaning mission. Custodial managers or cleaning company owners often seem to make decisions based on subjective perceptions (what certain people think about the industry) and hearsay. Managers without data will never know if they are truly as successful as they could be until they understand how using data could change their workload management. This is especially hindering if you aren’t using a business management software program like Janitorial Manager to help you assess all of your data.

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Pay Attention to the Variables

When calculating workload, consider three important variables: task, time and frequency of labor. By formulating workload based on these principles, cleaning managers can better track and improve cleaning efficiency when considering a specific job or worksite.


Step 1: Determine your tasks.

Break down tasks into three categories: daily, detail and project.

Daily tasks would include things like emptying trash, cleaning restrooms and vacuuming.

Detail work can be performed on a set-schedule basis and is more involved than daily work, like high/low dusting, vacuuming all areas of carpet or rugs, and cleaning walls.

Project work is performed less frequently, anywhere from weekly to annually. Vacuuming air vents, stripping floors, cleaning upholstery or laundering linens are all considered project tasks.

Once you have determined your tasks, assign cleaning times. This is the tricky part. Cleaning times can be determined using several different methods and can be affected by thousands of variables. Unless you are doing a specific study, the recommended place to start is with The Official ISSA 447 Cleaning Times guide. It is a simple guide for estimating average cleaning times.

Step 2: Take inventory of cleanable square feet and objects to be cleaned.

The easiest way to get accurate numbers is to measure cleanable square footage manually. This takes time but can prevent a lot of problems in the long run.


Step 3: Begin work loading.

Start by compiling a chart of frequencies for the facility. List all of the tasks identified in Step 1 and attach the number of times the task will be performed. For instance, daily tasks may be performed 260 times per year which scrubbing restroom floors may be done 12 times per year. Allocate the amount of time for each task to the applicable cleanable square footage. Then add in all the non-surface items, by unit, to be cleaned.

Next, calculate the time for each task and multiply those numbers by the frequency. With this, you should have a clear view of the amount of time and labor to clean your facility.

The formula: task x time (to perform task) x frequency = basic workload. This is a fairly simple way to calculate the basic workload of most facilities.

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Using the Data

If you’ve compiled the data you need for your cleaning business, you need a secure place to input all of that magical workload data. The best place to handle all of that info is with a workload management software solution like Janitorial Manager. Our software was specifically designed for cleaning companies to manage all aspects of your business. If you’re looking for an all-in-one business solution, give us a call at Janitorial Manager or set up a free demo today!