In the day-to-day duties that comes with managing a cleaning crew, it would almost seem that providing quality training for your employees is a luxury. But, training is a necessity; it is a long-term investment that pays off in profit and productivity. Confusion and lack of knowledge are the cause of most cleaning problems.

Too many cleaning operations use a different system for each building that they clean. Take the guesswork out of cleaning and implement a system of standardization for all of your cleaning sites that defines the following components:

* Cleaning tasks. The task schedule should not say "clean the room." Tasks should be broken down into specific assignments, such as dust mop, clean sinks and empty trash.

* Cleaning chemicals. Have ready-to-use (RTU) products when possible.

* Cleaning equipment. Use the proper name for each tool.

* Frequency of cleaning tasks. Avoid descriptions like "as needed."

* Key concepts of the cleaning tasks. Keep it simple.

A Comprehensible System
The results of this standardization should be an easy-to-use chart that your cleaners can use. A document that impresses the board or the president of the company, but cannot be understood by the employees, is a waste of paper. Be sure to take into account the factors that might hinder your employees. Not everyone can read or understand English. Be sure to use pictures or color-coding when appropriate.

A standardized system of cleaning operations is also an excellent management tool, and it can provide accountability. With all of your cleaners playing by the same rules, it is easier to manage and modify the behavior of employees. A standardized system can also be an excellent foundation for the assessment of staffing levels in your buildings, which can help you to modify price or service levels.

Once you have a system of standardization in place, stick to it. But you need to walk a fine line in this area. Some of your employees may be capable of cleaning more productively by experimenting with different procedures. Be flexible and open-minded enough to listen to and understand new ways of effective cleaning, yet firm enough to stop ineffective methods before they become the norm.

If changes are introduced into the system, make sure that it is reflected in the standardized cleaning methods. These standards provide you with a road map for training workers. In the system, you will have defined the cleaning tasks and their components. Training will help your staff to understand the system and how it works. If you have an established cleaning crew, involve them in the creation and review of the system.

Training Arrangements
Now that you have a system in place, how will you make sure that all of your employees receive the training? There are three possibilities for training arrangements with multiple sites: entire group, small group and individual. The first option is to train the entire group in one location. Done correctly, this can be a excellent tool for sharing and receiving information. Some of the factors that might hinder this setup include building coverage, shift differences and lack of proper facilities large enough for your entire staff. If you can't get your entire staff together for training, try smaller groups.

Organize smaller training groups according to what building they work in or what type of job they do, such as general cleaner, carpet technician or crew leader. If the cleaning sites are not too far apart, combine a mixed group of people from different sites who perform the same type of job. This grouping will give these workers the opportunity to see other work sites and share information with different people in tbe organization. These groups should be limited to 10 or less. Individual training is also a possibility. Most new employees are trained in this manner. If done properly, individual training is an extremely effective method. However, if training is performed by someone who doesn't understand the proper procedures or has developed low standards of cleaning, a perfectly capable new employee can become a liability.

General Training Tips
Many people in the cleaning profession may think that cleaning a building just takes common sense. Yet, we've all seen surfaces ruined, employees injured, and just plain shabby work from employees who just didn't know any better. While training employees, make no assumptions. Remember, you are not just teaching workers how to clean, but how to clean using your system. Here are some ideas to help you to better train your employees:

* Document your training. Keep records of employee participation and evaluations.

* Make sure that your training corresponds with the standardized system that you have developed.

* Before demonstrating the cleaning task, take time to explain the following:
-- Proper name of each piece of equipment used for the task
-- Type and name of chemical used for the task
-- If applicable, how to properly mix chemicals
-- Key concepts for performing tasks
-- Safety issues related to the task.

* While demonstrating the cleaning task, be careful to show the employee the exact technique that you want performed. The first exposure to new information has a lasting impression.

* Have the cleaners demonstrate the task while you are watching.
This allows you to make any corrections in technique.

* Give your cleaners a chance to practice by themselves. Some employees may be intimidated by your presence.

* Evaluate your cleaners' ability to perform the cleaning tasks.

* Provide some type of follow-up to the training.

Training Videos
If you are purchasing training videos be sure to review and choose them carefully. Make sure that your system of cleaning is reflected by that video. Sometimes, videos from a manufacturer or a supplier can be an excellent way to "plug the holes" in your standardized system of cleaning. For example, if you didn't feel comfortable with the restroom cleaning products in your system, consider changing products to a supplier that can supply you with a quality product and specific training videos for that product.

Trainers on Your Crew
If your plate is already full with other responsibilities, find someone on your crew to become your organization's trainer. If you don't have someone who is capable of training, think about that role and responsibility the next time you hire someone. As with any position in your organization, having the right person in the right position is essential.

As the cleaning manager, you have determined the system that will work best for your organization. A trainer needs to be an advocate of the management team and of the standardized system. Appoint or hire someone who is enthusiastic and will comply with your organization's agenda.

Make sure that you give this person time to develop their skills, and more importantly, time to train. For example, create a position that would entail 75 percent cleaning and 25 percent training. A trainer will need some structured time to perform and practice their training. Make the commitment to training and to your trainer, recognizing that the short-term loss of revenue will result in a long-term gain in productivity, quality and business.

Having workers at multiple sites makes your job tougher. However, it is also what makes your job possible and profitable. A training program that is based on a system of standardization will make your job easier and more enjoyable in the long run. Take the time to get a comprehensive training program started in your facility and watch the level of appearance, production, pride and profit climb.