Amelia Amesbury, Assistant Technical Specialist at BICSc, reports.
As the Assistant Technical Specialist at BICSc, one aspect of my role is conducting cleaning and hygiene audits at various sites across the UK. A recurring theme I’ve encountered during these audits is this familiar exchange. When I ask, “Is there a daily checking system in place for cleaning tasks?” the answer is almost always a confident, “Oh yes!” I follow up with, “Great, and is there a record of this?”. Often, I’m met with the all-too-familiar response: “Well, it’s in my head, I just tell the operatives as I go around.” Unfortunately, during an audit, “in my head” isn’t sufficient, we require documented evidence to verify that a system is in place and consistently being followed.
If time is being taken to carry out daily checks around the site, then it’s important that this is properly documented and here is why:
Proof of compliance
A documented daily check serves as evidence that cleaning tasks are being completed consistently and correctly or highlights where they are not. This documentation is valuable during audits, supports legal compliance, and demonstrates adherence to industry standards.
Accountability and transparency
When tasks are recorded, it becomes clear who completed them and when. This serves as a valuable management tool, helping to track performance, identify any training needs, and recognise the hard work that the staff do.
Being audit-ready
When it comes to an audit, we’d love to take your word that the checks have been completed; it’s not a matter of us not trusting you. However, without physical evidence, we can’t fulfil our responsibilities as auditors or validate that the required standards are being met.
Legal and insurance protection
I hope this never happens, but if an incident or accident occurs related to the cleaning department, such as a slip on a wet floor or a case of an illness requiring investigation, having documented routine cleaning checks can support the inquiry and serve as a legal safeguard for the company.
In some cases, sites don’t carry out daily cleaning checks, often because they underestimate the importance of this simple yet highly effective activity.
Ensures consistency and standards
If no one is regularly checking the work of the operatives around the site, how can you be sure what’s happening? While this isn’t always the case, what someone says they’ve done and what they have done can sometimes differ. Implementing a daily checking system helps maintain consistent standards across the site.
Provides evidence of work being done
A daily checking system provides evidence that work has been completed or, in some cases, not completed. When tasks are missed, the system helps you identify the root cause, such as whether the operative has enough time or if there is a training gap. Additionally, if there’s ever a dispute with a client regarding standards, having a checking system allows you to demonstrate that agreed standards are being met, even better if this is documented, as it provides tangible proof you can share with the client.
If you’re reading this and thinking that periodic management checks are sufficient, they’re not. Daily checks are equally important, if not more so. These checks don’t always have to be done by a manager; a supervisor or team leader can carry them out. What matters most is that the checks are completed consistently, when they are, you may start to see a noticeable improvement across your site. Even more importantly, these checks must be properly documented because, as I mentioned earlier, we can’t simply take your word for it.
https://www.bics.org.uk/
About the contributor
Amelia Amesbury
Assistant Technical Specialist
BICSc