In February 2016, The Bay Secondary School faced a series of challenges with their previous cleaning provider, including poor management of staff and inefficient cleaning processes. This resulted in unhappy staff, suboptimal cleaning standards, and financial inefficiencies. Following a tender exercise, Top Mops Limited was chosen not only for competitive pricing but also for our accreditations, management ethos, and social values. Upon taking over, we implemented significant improvements, saving over 100 cleaning hours, enhancing staff morale, and ensuring a cleaner, more efficient environment. Weekly audits, including recent scores of 9.55 and 9.57 out of 10, reflect our high-quality service.
Introduction
The Bay Secondary School, a large educational facility, was dealing with dissatisfaction due to poor management from their previous cleaning provider. At the time, over 360 hours were being spent on cleaning the site each week, but staff morale was low, and cleaning standards were declining. The school was deeply concerned about the well-being of their staff and the cleanliness of the learning environment. In February 2016, Top Mops Limited won the contract through a competitive tender process, being selected not only for cost-effectiveness but for our professional certifications, proven management ethos, and strong social values.
The Challenge
The key issues The Bay faced included:
- Poor Staff Management: The previous provider didn’t manage the cleaning staff properly, leading to dissatisfaction and low morale among workers.
- Lack of Investment: There was no investment in cleaning technology, products, or staff training, which resulted in inefficient processes.
- Overworked Staff: Over 360 hours of cleaning were being performed weekly, yet the cleaning standards were not meeting the school’s expectations.
- High Traffic Areas Neglected: With high foot traffic throughout the school, the carpets and hard floors were quickly deteriorating, creating a worn-out appearance.
- Inconsistent Standards: The school was deeply concerned about maintaining a clean and safe environment for students and staff but was receiving inconsistent results from the previous cleaning provider.
Solution
Upon winning the contract, Top Mops Limited implemented several strategic changes to address these challenges:
- Efficient Zoning System: We created ‘zones’ within the school, assigning each cleaner a specific area to be responsible for. This improved accountability and helped staff take ownership of their areas, leading to higher cleaning standards.
- New Technology and Eco-Friendly Products: As soon as it was practicable, we transitioned to Evans Green Tick eco-friendly chemicals to align with the school’s sustainability goals and improve cleaning efficiency. We also introduced new cleaning technologies to streamline the process.
- Immediate Efficiency Gains: By optimising cleaning schedules and redistributing tasks, we reduced the total cleaning hours by over 185 hours per week, saving the school significant money while maintaining high standards.
- TUPE Process and Staff Retention: All staff were transferred to Top Mops via TUPE, and many of the original staff members are still with us today. Those who have left have done so due to retirement, reflecting strong job satisfaction.
- Specialist Floor Care Plan: Recognising that high-traffic areas, especially floors, are the first to show wear, we implemented a comprehensive floor care plan. This included regular maintenance for both carpets and hard floors, ensuring they remain clean and well-maintained. We assigned a specialist trained in floor care, who is on-site up to three days a week to ensure the floors always look their best.
Enhanced DBS Checks and Compliance
Top Mops takes the safety and security of school environments very seriously. All operatives working at The Bay, including mobile cover operatives, are Enhanced DBS checked and cleared. This provides additional peace of mind for the school, ensuring that all personnel on-site are fully compliant with safeguarding regulations.
Regular Audits and Quality Assurance
To maintain consistent high standards, we conduct regular audits of the cleaning performed at The Bay. Our contract managers use these audits to ensure that cleaning standards are met and that any necessary adjustments can be made swiftly. The most recent audit scores were 9.55 and 9.57 out of 10, showcasing our continued commitment to excellence.
Implementation
The transition to Top Mops cleaning services was smooth and effective:
- Initial Site Assessment: After winning the contract, we conducted a detailed inspection of the school site and created a site-specific cleaning plan tailored to The Bay’s needs.
- Zoning and Accountability: Cleaners were assigned to zones, providing them with clear areas of responsibility and improving overall accountability and quality.
- Sustainable Practices: We moved the site over to using Evans Green Tick eco-friendly chemicals, which align with modern sustainability practices and provide excellent cleaning results without harming the environment.
- Floor Care Program: High-traffic areas, such as hallways and communal spaces, now receive regular attention from a floor care specialist, ensuring both hard floors and carpets are consistently maintained to a high standard.
- TUPE Process: All existing staff were transferred to Top Mops, and our supportive management practices have ensured high retention rates among staff.
Results
Since Top Mops took over cleaning operations at The Bay, the school has seen significant improvements:
- Reduced Cleaning Hours: By reorganising the cleaning schedule, we immediately saved over 185 hours per week, translating to substantial financial savings for the school.
- Improved Staff Morale: The staff, who transferred under TUPE, are now better managed and happier in their roles. Many of the original staff remain with us today, with any departures being due to retirement.
- Consistent High-Quality Standards: Regular audits demonstrate our commitment to maintaining quality, with recent scores of 9.55 and 9.57 out of 10.
- Cost-Effective Service: The Bay now enjoys cost savings due to the efficiency improvements we implemented, all while maintaining high standards of cleanliness.
- Improved Floor Appearance: The introduction of a dedicated floor care specialist has ensured that the school’s high-traffic areas always look well-maintained, giving the school a more professional and welcoming appearance.
