How Software Revolutionizes Custodial Maintenance Management

And in a post-pandemic world, this department is more important than ever before.

According to Indeed, low-remote jobs like custodial work have increased by 22.4% in the last year. It’s safe to say that we’ve learned the value of cleanliness.

Custodial maintenance staff also conducts routine and comprehensive maintenance on assigned facilities. This department oversees all electrical and mechanical repairs. You'll also be responsible for scheduling regular maintenance while responding to emergency calls for custodial assistance.

Managing high standards of preventive maintenance and tidiness can become time-consuming and expensive. Management teams need efficiency and standardization within custodial care now more than ever.

With the increased job demand, you’ll need to set your business apart to acquire and retain good employees. A recent survey expressed that over 82% of employees are willing to leave a job due to poor management.

Creating a cost-effective, team-boosting management strategy is the first step to a positive work environment. Computerized maintenance management system (CMMS) software with task management capabilities solves these challenges. Let’s dive into how revolutionary technology can be to the success of your custodial maintenance team.

What is Custodial Maintenance?

Custodial maintenance is the work done at a facility or building to ensure it runs at peak performance. Often this is during after-work hours by a staff member or third-party service company.

A lot goes into maintaining the facilities of a company. The goal of custodial maintenance is to meet legal or business standards for employees and customers. Not only will you need to provide a safe work environment, but you’ll also need to consistently output quality products.

The bottom line within any industry is to increase profit while also cutting costs. A good custodial maintenance strategy will help your business do just that. 

32 Routine Custodial Maintenance Tasks

Lighting 

Custodians are responsible for maintaining the lighting in a facility to ensure that it is safe, functional, and efficient. This may include tasks such as:

1. Changing light bulbs: Custodians may need to replace burnt-out light bulbs with new ones to ensure that all areas of the facility are adequately lit.
2. Cleaning light fixtures: Dust, dirt, and cobwebs can accumulate on light fixtures over time, causing them to become less effective. Custodians may need to clean light fixtures to ensure that they are functioning at their best.
3. Testing emergency lighting: Emergency lighting is an important safety feature in any facility. Custodians may be responsible for testing the emergency lighting to ensure that it is working properly and is ready to be used in the event of a power outage or other emergency.
4. Reporting any issues: If a custodian notices a problem with the lighting in the facility, such as a malfunctioning light switch or a broken light fixture, they should report the issue to the appropriate person or department for repair.

Overall, custodians play a crucial role in maintaining the lighting in a facility and ensuring that it is safe and functional for all those who use it.

Floors

Custodians are responsible for maintaining the floors in a facility to ensure that they are clean, safe, and in good condition. This may include tasks such as:

1. Sweeping, dusting, and mopping: Custodians may need to sweep, dust, and mop the floors on a regular basis to keep them clean and free of debris.
2. Vacuuming: Custodians may need to vacuum the floors, particularly in areas with high foot traffic or where there is a lot of dust or dirt.
3. Spot cleaning: Custodians may need to spot clean the floors to remove stains or spills.
4. Buffing and waxing: Custodians may be responsible for buffing and waxing the floors to keep them shiny and in good condition.
5. Repairing damages: If a custodian notices any damages to the floors, such as chips, cracks, or other issues, they should report the issue to the appropriate person or department for repair.

Overall, custodians play a crucial role in maintaining the floors in a facility and ensuring that they are clean, safe, and in good condition for all those who use them. According to Injury Facts, falls are the leading cause of injury for anyone in a service occupation. Falls are also 100% preventable with proper floor maintenance strategies. Vacuuming, sweeping, mopping, and polishing floors are daily tasks that require accountability.

Sanitizing Surfaces

Custodians are responsible for ensuring that surfaces in a facility are clean and sanitized to prevent the spread of germs and bacteria. This may include tasks such as:

1. Disinfecting surfaces: Custodians may need to use disinfectant products to clean and sanitize surfaces such as countertops, doorknobs, handrails, and other frequently touched areas.
2. Washing surfaces: Custodians may need to wash surfaces such as windows, mirrors, and other glass surfaces to keep them clean and free of streaks or smudges.
3. Drying surfaces: After cleaning and sanitizing surfaces, custodians may need to dry them to prevent water spots or streaks.
4. Reporting any issues: If a custodian notices any issues with surfaces in the facility, such as cracks or damages, they should report the issue to the appropriate person or department for repair.
   

Waste Management

Custodians are responsible for managing the waste and garbage in a facility to ensure that it is disposed of properly and in an environmentally responsible way. This may include tasks such as:

1. Emptying trash cans and recycling bins: Custodians may need to empty trash cans and recycling bins on a regular basis to keep them from becoming overflowing and unsightly.
2. Disposing of waste properly: Custodians may need to ensure that waste is disposed of properly according to local regulations and the facility's policies. This may involve separating recyclable materials from non-recyclable materials and disposing of hazardous waste in the appropriate way.
3. Maintaining trash and recycling areas: Custodians may need to keep trash and recycling areas clean and well-maintained to prevent odors and attract pests.
4. Reporting any issues: If a custodian notices any problems with the waste management system in the facility, such as overflowing trash cans or broken recycling bins, they should report the issue to the appropriate person or department for repair.

Minor Repairs and Installs

Custodians may be responsible for performing minor repairs in a facility to ensure that it is functional and well-maintained. This may include tasks such as:

1. Fixing small damages: Custodians may need to fix small damages such as loose tiles, broken light switches, or loose doorknobs.
2. Changing air filters: Custodians may be responsible for changing air filters in the facility to ensure that the air quality is good and the heating and cooling system is running efficiently.
3. Replacing light bulbs: Custodians may need to replace burnt-out light bulbs with new ones to ensure that all areas of the facility are adequately lit.
4. Reporting any issues: If a custodian notices any issues that need to be repaired in the facility, such as a leaking faucet or a broken window, they should report the issue to the appropriate person or department for repair.

Clean Equipment

Custodians may be responsible for cleaning and maintaining equipment in a facility to ensure that it is functional and in good condition. This may include tasks such as:

1. Cleaning equipment: Custodians may need to clean equipment such as computers, printers, and other office equipment to keep them functioning properly and looking good.
2. Maintaining equipment: Custodians may need to perform routine maintenance on equipment such as checking fluid levels, replacing filters, and lubricating moving parts.
3. Reporting any issues: If a custodian notices any issues with equipment in the facility, such as a malfunctioning printer or a broken piece of equipment, they should report the issue to the appropriate person or department for repair.

Cleaning facility equipment will increase efficiency, maintain safety standards, reduce the risk of defective products, prevent contamination, and increase longevity.

Maintain Cleaning Supply Inventory

Custodians may be responsible for maintaining a clean and well-stocked supply of cleaning products and equipment in a facility. This may include tasks such as:

1. Ordering supplies: Custodians may need to order cleaning supplies and equipment as needed to ensure that the facility has a sufficient supply.
2. Stocking supplies: Custodians may need to restock cleaning supplies and equipment in designated storage areas to ensure that they are easily accessible for use.
3. Organizing supplies: Custodians may need to keep cleaning supplies and equipment organized and in a designated storage area to prevent clutter and ensure that everything is easy to find.
4. Checking expiration dates: Custodians may need to check the expiration dates of cleaning supplies and dispose of any that have expired to ensure that they are effective and safe to use.

Ad-Hoc Services

Custodians may be responsible for handling ad hoc requests or tasks that arise in a facility, such as cleaning up spills and messes, cleaning windows, painting, and pressure washing. These tasks may include:

1. Cleaning up spills and messes: Custodians may need to quickly and efficiently clean up spills and messes to prevent accidents and keep the facility safe and clean.
2. Cleaning windows: Custodians may need to clean the windows in the facility to remove dirt, streaks, and smudges and ensure that they are clear and free of obstructions.
3. Painting: Custodians may be responsible for painting walls, doors, and other surfaces in the facility to keep them looking fresh and new.
4. Pressure washing: Custodians may need to use pressure washers to clean the exterior of the facility, including sidewalks, driveways, and other surfaces.
   

How to Implement a Custodial Maintenance Strategy

A custodial maintenance strategy is essential for any business or organization that wants to maintain a clean, safe, and functional environment for its employees, customers, and visitors. Not only does a well-maintained space improve the overall appearance and reputation of the business, but it also plays a critical role in the health and well-being of those who occupy the space. By implementing a custodial maintenance strategy, you can ensure that your facility is kept in top condition, which can lead to increased productivity, customer satisfaction, and employee morale. Additionally, a custodial maintenance strategy can help you save time and money by identifying and addressing maintenance needs before they become major issues.

Custodial Maintenance Strategy Elements

Cleaning standards

A custodial maintenance management strategy should include cleaning standards and standard operating procedures (SOPs) to ensure that the facility is cleaned and maintained consistently and effectively. Cleaning standards are guidelines that outline the level of cleanliness that is expected in the facility, while SOPs are step-by-step instructions that outline how tasks should be completed.

Having established cleaning standards and SOPs can help to ensure that the facility is cleaned and maintained consistently and effectively, as all custodians will know exactly what is expected of them and how to complete tasks. This can help to reduce the risk of errors or mistakes being made, which can save time and money in the long run.

In addition, having established cleaning standards and SOPs can help to improve the overall appearance and reputation of the facility, as it will be consistently clean and well-maintained. This can lead to increased customer satisfaction and employee morale, which can ultimately lead to improved business performance.

Overall, including cleaning standards and SOPs in a custodial maintenance strategy is essential for ensuring that the facility is cleaned and maintained consistently and effectively and for improving the overall appearance and reputation of the facility.

Preventive Maintenance Scheduling

A custodial maintenance management strategy should include preventive maintenance and equipment inspections to ensure that the facility and its equipment are in good working order and to prevent issues from arising. Preventive maintenance involves regularly inspecting and maintaining equipment and systems to identify and address potential problems before they become serious issues. This can help to extend the lifespan of equipment and systems, reduce the risk of breakdowns or failures, and save money on costly repairs.

In addition, scheduling preventive maintenance and equipment inspections can help to ensure that these tasks are completed regularly and in a timely manner, rather than being reactive and addressing issues only after they arise. This can help to prevent issues from becoming major problems and save time and money in the long run as well as help to improve the overall functionality and efficiency of the facility, leading to increased productivity and customer satisfaction.

Work Order Protocol

A custodial maintenance management strategy should include a work order protocol and communication plan to ensure that maintenance tasks are completed efficiently and effectively. A work order protocol outlines the process for submitting and tracking maintenance requests, while a communication plan outlines how maintenance tasks will be communicated to the custodial staff.

Having a work order protocol and communication plan can help to ensure that maintenance tasks are completed efficiently and effectively, as all custodians will know exactly how to submit and track maintenance requests and how to communicate with their colleagues. This can help to reduce the risk of errors or mistakes being made and ensure that tasks are completed in a timely manner.

In addition, including a work order protocol and communication plan in a custodial maintenance strategy can help to improve communication and collaboration among the custodial staff, which can ultimately lead to better results and improved productivity.

Inspections and Safety Procedures

A custodial maintenance strategy should include inspections for hazards and damage to ensure that the facility is safe and well-maintained. Periodic inspections can help to identify potential hazards and damages that need to be addressed, such as loose floor tiles, broken handrails, or electrical issues. By identifying and addressing these issues promptly, you can reduce the risk of accidents or injuries and prevent small issues from becoming major problems.

Including inspections for hazards and damage in a custodial maintenance strategy can help to ensure that the facility is safe and well-maintained, which can ultimately lead to increased customer satisfaction and employee morale. It can also help to save time and money by identifying and addressing issues before they become major problems.

Facility Data Collection

A custodial maintenance strategy should include facility data collection to help you understand the needs and requirements of your facility and identify areas for improvement. Data collection can involve gathering information about the facility's layout, usage patterns, maintenance needs, and other relevant details. This information can be used to create a comprehensive profile of the facility and identify areas where maintenance and cleaning efforts should be focused.

Including facility data collection in a custodial maintenance strategy can help you make informed decisions about how to allocate resources and prioritize tasks. It can also help you identify trends and patterns that may be useful for forecasting and budgeting purposes.

In addition, collecting facility data can help you track the effectiveness of your custodial maintenance efforts and identify areas where improvements can be made. By regularly collecting and analyzing facility data, you can continuously improve your custodial maintenance strategy to better meet the needs of your facility.

Proper Goals and Oversight

A custodial maintenance strategy should include proper goals and oversight to ensure that the strategy is implemented effectively and efficiently. Setting clear goals for the custodial maintenance strategy can help to ensure that all efforts are focused on achieving specific objectives, such as improving the cleanliness of the facility, increasing efficiency, or reducing costs.

Including proper oversight in a custodial maintenance strategy can help to ensure that the strategy is implemented effectively and efficiently. This may involve regularly reviewing and monitoring the progress of the strategy, making adjustments as needed, and holding the custodial staff accountable for meeting established goals and standards.

Custodial Maintenance Management Needs Improvement

It is certainly true that many facilities are still using outdated custodian management practices, such as relying on paper, radio, and face-to-face communication. These practices can be inefficient and prone to errors, and they often lack the ability to collect and review data or to document assets and hazards.

Using software for custodian maintenance can help overcome these challenges by providing a more organized and streamlined approach to managing facilities. With a software system, it is easier to track tasks, schedule maintenance, and document work. This can lead to improved efficiency and productivity, as well as better compliance with regulations.

Additionally, using software for custodian maintenance allows for the capture of images and other documentation, which can be useful for auditing purposes and for communicating information about assets and hazards. This can help to ensure that all necessary precautions are taken to keep facilities safe and well-maintained.

Overall, the use of software for custodian maintenance can help facilities to better manage their operations, improve efficiency, and ensure compliance. It is a valuable tool that can help facilities to better serve their customers and meet the needs of their stakeholders.

What Custodial Maintenance Software Can Do

Custodial Maintenance Management Software is a tool that helps to centralize, standardize and streamline custodial operations. It digitizes data collection and provides deep insight to a once overlooked cost and safety control center; the custodian teams. By equipping this frontline with the right tools, you can empower

CMMS helps with communication by providing a way for your staff to communicate with each other about issues or concerns related to facility maintenance. You can also use CMMS to share with vendors and contractors who provide services for your company.

Reporting and analytics are other critical components of CMMS software. You'll be able to see how much time is spent on specific tasks so you can make adjustments as needed—and even save money!

Let’s review how CMMS software can revolutionize the most time-consuming custodial maintenance tasks.

Work Order Assignment 

• CMMS manages your work orders so that they're assigned quickly and efficiently. 
• It also keeps track of who has done what so that they can be reviewed and paid appropriately.
  

Routine Maintenance Scheduling

• This software will automate the process of monitoring equipment and assets and their maintenance needs. 
• It also provides reports on their performance and usage patterns—helping you to plan future purchases or upgrades based on experience.
  

Process standardization (checklists, sops)

• CMMS helps you create checklists and standard operating procedures (SOPs) for each process and system in your factory, so you can monitor them quickly and make sure they are followed correctly.
  

Equipment inspections

• Set automatic reminders for when items are due for inspection or log entry.
• When an item hasn’t been inspected, or its log has been missed, you'll be alerted so you can take action.
  

Data Collection (logs)

• The software allows you to track your logs in a way that makes sense. 
• Do this by setting up custom fields, which means you can create a new log type and have it appear in the list of available log types.
  

Supply Inventory

• Ensures that all the supplies are adequately accounted for and there is no wastage or shortage

Benefits of Digitizing Custodial Maintenance Management

Digitizing custodial maintenance management has many benefits for your company.

It saves you time with communication and oversight. You can use images and chat with the custodial staff, which is more efficient than typing everything by hand. You can also send reminders about tasks and instructions on how to do them. This saves you valuable time for innovation.

Another benefit is that digitizing your maintenance management system allows you to improve communication with image attachments and chat. Instead of just sending emails back and forth about problems or issues, you can attach pictures of what needs fixing so everyone is on the same page right away! This makes it easier for everyone involved in the process to understand what needs doing, so they're less likely to make mistakes or misunderstand what's expected of them.

Another benefit is that digitizing custodial maintenance management allows you to improve standards with SOPs (Standard Operating Procedures) and audit trails. This means that every step of the process will be accounted for, from hiring new staff members all the way through their training period until they've proven themselves capable enough.

Tips for Shopping for Custodial Maintenance Software

There are many features to consider when choosing the right software, so here are some tips to help you decide: GRAPHIC

Align the features with your needs

It's essential to understand what you want and need when you start shopping around. For example, if you're going to track your inventory and manage staff schedules, you'll need something that can do both.

Ensure ease of use

You don't want a program that requires specialized knowledge or expertise—that just adds more work for everyone involved! Make sure it's simple enough for anyone in your facility to learn quickly and easily.

Make sure it has an easy-to-understand interface. 

An intuitive design will increase task efficiency, decrease training costs, and improve employee satisfaction.

Look for templates.

Employees can get started quickly without needing additional training or support from IT or HR departments; this also ensures compliance with best practices at all levels of management within your organization.