Kelsey Hargreaves, Technical Manager at BICSc, reports.
With the new national insurance structures in the UK coming into full effect, a lot of my work recently has been heavily productivity-based. Traditional productivity assessments in cleaning often rely on time-in-motion studies – how long it takes to clean a space. But this narrow lens overlooks the nuanced, often invisible factors that define a truly efficient and sustainable cleaning service. When we think of productivity, it is important that we add those hidden elements, so here are my top ten tips to add to your review, to both drive efficient work, but also timings you must equate for in a quantitative review.
1. The myth of the minute: Why absence matters
Absence management is rarely factored into productivity metrics, yet it has a profound impact on service delivery. Team cleaning models help absorb short-term absences without compromising quality, thanks to built-in flexibility and peer support. This social cohesion reduces non-attendance and fosters accountability – something no stopwatch can measure. Outside of this, it may be super important to add in an allotted percentage for absence averages. Do you know yours?
2. Spot cleaning: The power of precision
Spot cleaning is often dismissed as reactive or secondary, but when strategically deployed, it becomes a proactive tool. It allows operatives to maintain high standards without overextending resources. I will be the first to admit that my front room floor doesn’t get vacuumed every day, so why do we think that an empty office needs it? This not only saves vital time but allows responsiveness to ad-hoc tasks like stain removal or emergency cleans is a key differentiator in service quality.
3. Set-up and close-down: The bookends of quality
Time allocated for proper set-up and close-down of cleaning equipment is frequently excluded from productivity calculations. Yet, they are essential for ensuring compliance, safety, and readiness. Skipping them may save minutes but costs in quality, morale and efficiency outside of the cleaning cupboard.
4. Staggered breaks: Micro-adjustments, macro gains
Staggering break times isn’t just a scheduling trick – it’s a strategic move that maintains coverage and reduces downtime. This approach supports continuity, especially in high-traffic environments, and aligns with broader recommendations for operational flexibility.
5. Team cleaning: More than a method
Team cleaning isn’t just efficient – it’s transformative. It empowers operatives, builds camaraderie, and creates a built-in training ecosystem. This model enhances ownership, reduces absenteeism, and supports light-duty accommodations without service disruption. Are you a team?
6. Trolley-based systems: Mobile efficiency
A well-designed trolley system is more than a convenience – it’s a mobile command centre. Features like vacuum compatibility, waste segregation, and ergonomic design contribute to both speed and safety. Rationalising trolley types across sites also reduces training time and maintenance costs.
7. Battery and robotic systems: The future is now
Battery-powered and robotic cleaning machines offer consistency and reduce the need for absence management. However, they come with limitations – environmental constraints, high upfront costs, and the need for ongoing training. The key is to integrate them thoughtfully, not as replacements but as enhancements to human-led services.
8. Supervisory time: The invisible hand
Supervisory time is often overlooked in productivity metrics, yet it is crucial for maintaining standards, providing guidance, and ensuring compliance. Effective supervision enhances team performance and operational efficiency.
9. Product effectiveness: Quality over quantity
The products used in cleaning operations significantly impact productivity. High-quality, effective products reduce cleaning time and improve outcomes, allowing operatives to work more efficiently and maintain higher standards. It may be more expensive, but does it do it better, and do you only need it once?
10. Cleaning cupboard access: Speed and efficiency
The location and organisation of cleaning cupboards affect how quickly operatives can access equipment. Efficiently situated and well-organised cupboards save time and reduce downtime, contributing to overall productivity. How hard is it to put a sink in a cupboard?
True productivity in cleaning isn’t just about speed – it’s about sustainability, adaptability, and an operative-centred design. By recognising and valuing the hidden elements: team dynamics, equipment strategy, and operational foresight, we can build services that are not only efficient but also resilient and respectful of the people who deliver them. I will end, in true BICSc style, that this is only possible with compliant, successful and continued training, after all, nothing great ever came easy.
https://www.bics.org.uk/
About the contributor
Kelsey Hargreaves
Technical Manager
BICSc