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How Properly Managed Janitorial Can Save You Money

It’s no secret that well-managed companies tend to be more efficient.  But you may not have considered how this can benefit you as the customer. In service industries a timeless adage says that you should give clients more than they expect to receive.  But going above and beyond is easier said than done.  Doing it consistently takes real leadership.  In commercial cleaning one benefit to you as the customer is that properly managed janitorial can save you money by lowering your paper product costs.

What are Paper Products? 

Paper products include toilet paper, paper towels, toilet seat covers, trash can liners and hand soap.   These consumable products are necessary and their costs can quickly add up.  For busy facilities paper products can be a sizeable portion of their operating costs. 

Who Pays for Paper Products?

In most commercial cleaning contracts the responsibility of purchasing paper products falls on the customer.  This is standard practice in the janitorial industry.  The janitorial company provides their cleaning tools, chemicals, products and equipment.  But the TP is on you.   Whether you splurge on snuggle-soft two-ply, or opt for the sand-paper single sheets, it’s a considerable and necessary expense.  

How Janitorial can Help Lower Your Paper Expenses

It begins with a strong partnership between you and your cleaning service.  Communication is key.  Since the janitors have eyes on the supplies on a regular basis they are a natural fit for helping out.  This is where a well-managed cleaning service can become a big asset.  When supplies are running low, the cleaners should report it to their supervisor.  In turn, as the customer you receive a timely and preferred call, email, or text notification.  This provides you with ample time to order what is needed.  And with enough supply on-hand to get by in the interim, you also avoid last-minute rush delivery charges from your paper supply company.  

Reduce the Use of Can Liners.

Trash can liners, being made of polyethylene, are a petroleum based product.   This means they can be pricey.  Going through less of them is a win-win for everybody.  There are numerous ways to accomplish this.   Consider discussing one of the following policies with your cleaning company…

Desk Side Trash bins. If it’s just a few pieces of paper, the cleaners can skip it and move on.  Each trash is checked daily, but the liner is only pulled once there is a substantial amount of refuse in the bin.

Transition to Central Trash bins. If your business doesn’t go through a lot of paper, consider removing desk side trash altogether. As an alternative, provide central trash barrels.  Central barrels can be placed in common areas such as near the copy machine or in the kitchen.  The cleaners would empty these central bins each service. This would cut down on liner usage and lower your costs.

Remind your employees of the foodstuffs and liquids policy.  Any trash must be emptied if it contains foodstuffs or liquid.  This includes a dumped coffee with a popped-top and peppermint mocha explosion.  Or the open clam shell with Pad Thai noodles and sauce pooling at the bottom of the liner.  In these cases the whole liner is pulled and replaced.  No question.  Periodic reminders to employees may entice them to make the extra effort and toss it in the kitchen area trash instead.

Full trash filled with paper towels.

Use Less Multifold Paper Towels.

Multifold paper towel dispensers can go awry if not properly utilized.  First of all, if the machine is overstuffed they’re difficult to pull out.   The paper comes out in shreds.  Bits of paper break off and end up on the floor.  This can frustrate the user, and they continue pull, only harder the next time.  As such, they’ll often grab more than they need. 

A good cleaning company will instruct cleaners never to fill it over 90% full. 

On the other hand, when a multifold dispenser gets low in supply, the paper tends to easily fall out in clumps. It becomes easy to accidentally take multiple sheets unnecessarily.   This just ends up in the trash.  Cleaners should check these dispensers each service and try not to let them get under 25% full. 

Woman pulls multifold paper towels out of a dispenser.

Maximize Each Toilet Paper Roll:

Running out of toilet paper in the middle of the business day is never a great look.  So the cleaners must strike a balance between tossing out a toilet paper roll too early, and waiting until it’s too late.  As a general rule, TP should be changed out when a roll is down to 25% or less.  Otherwise, there is not enough product to get through the next business day.  At less than 25% remaining you’ve gotten good use out of the product.

On the other hand, if rolls are changed out too soon then you’re wasting product and therefore money.

Establishing a toilet paper changing policy depends on the amount of people using the restrooms on a regular basis.  Cleaning management should work with you to establish the best policy.

Commercial toilet paper dispenser.

Well-trained Cleaners Should be able to Keep Your Supplies More Secure

When there are clear protocols and expectations laid out by cleaning management, you can be more confident that dispensers will be properly locked after they’re filled.  This is of particular concern if your business welcomes the general public, and/or is really busy.  The reality is that people will walk off with restroom products if given the opportunity.

In addition, the cleaners are more apt to double check that janitorial and supply closets are also locked and secured when they’re finished.

Since much of behavior is communication, it takes clear, concise management to forecast customer needs.  This goes for all service industries from finance to hospitality.   In commercial janitorial things like fine-tuning paper supply issues is one of the many ways in which a top-notch managerial team can save you money. There are numerous variables to account for when trouble-shooting supply issues.  The better prepared your facility is, the more money you’ll save in the long run.  For more info, contact one of our service consultants today!