Slash Custodial Costs With Team Cleaning
With their jobs on the line, the Syracuse School District’s custodial staff had to
change the way they operated, or risk being outsourced. Here’s how they were able
to increase revenue, lower costs and create a more healthful school environment—
all at the same time.
By Barry Moore
In 1995, the Syracuse School District, Syracuse, N.Y., custodial department was faced with its eighth
consecutive budget cut in as many years. There were threats of outsourcing and proposals from companies
that claimed they could clean the system’s 42 buildings faster and cheaper than the district’s 198-person
custodial staff. Realizing that something had to be done quickly, Dr. Thomas Cappa, superintendent of
schools, and Carl Verzillo, assistant superintendent for buildings and grounds, secured the help of a
supply/consulting firm, the Roberts Supply Division of Johnson City, N.Y., which agreed to help them find
a solution to its custodial budget woes.
The answer turned out to be a complete restructuring of the custodial department. Driven by a "Cleaning
for Health" strategy (paralleling concepts espoused by Dr. Michael Berry in his book, Protecting the Built
Environment: Cleaning for Health), the restructuring focused on productivity achieved through specialized
training and product/method standardization, leading to more healthful buildings at much lower cost.
School cleanliness has a direct impact on the physical and psychological health of students. Cleaner schools
create a more favorable learning experience for students; increased productivity for teachers and staff;
fewer complaints of illness, discomfort and allergic reactions; and a general sense of well-being. More
schools are implementing the Cleaning for Health concept, causing a national shift in the way districts view
the daily cleaning of their schools.
Roberts Supply introduced Cappa and Verzillo to a consultant/trainer who had helped implement a
Cleaning for Health program in the Clark County, Nev., school system. He recommended they visit Clark
County to observe the program. The experience proved to be highly motivational. A visit to 15 Clark
County schools revealed a more efficient workforce (custodial workers there were cleaning comparable
space in half the time), a more healthful environment, and a sense of pride and satisfaction among
employees.
A One-Year Trial
Following a comparative analysis of the Syracuse system’s custodial program, Cappa and Verzillo
presented their findings and potential solutions to their board of education. Certain they could make a
difference, the two convinced the board to grant a one-year trial period for their proposed comprehensive
pilot cleaning project. The proactive approach of cleaning for health, rather than appearance, would be
implemented in five of the district’s schools.
Realizing support for the program was vital to its success, department supervisors were brought in on the
ground level to help with assessment, planning and training. The custodial department initiated a public
relations campaign to secure grassroots support and increase public awareness of the role of maintenance in
a healthful school environment. Teachers, principals and district administrators were also involved. Part of
the public relations campaign included placing bumper stickers highlighting the "Clean for Health" theme
on school vehicles.
Standardization Is the Key
The Cleaning for Health program led to the standardization of training, cleaning products, equipment and
methods. Staff were turned into trained technicians: They were taught the "best way" to complete specific
tasks, including disinfecting surfaces, dusting, restroom sanitizing, floor care and vacuuming.
Standardized equipment included compact backpack vacuums with four-stage filtration systems that
contain 96 to 99 percent of dust particulates vacuumed. In addition to promoting cleaner air, the vacuums
offer greater maneuverability than traditional uprights and minimize operator fatigue.
The many cleaning products used by the department were replaced with three standardized liquid products
in pre-measured packets: a bowl cleaning solution, a disinfectant and a general purpose cleaner. These
products are now used throughout the Clean for Health schools, along with three standardized floor care
products.
The Team Cleaning Approach
Team cleaning, implemented in each of the district’s pilot schools, plays an important role in the program’s
success. John Melfi, the custodial trainer/coordinator in charge of Cleaning for Health, explains, "Four
technicians, or specialists, are assigned to each school. A primary technician goes into the classroom first.
That person sanitizes the doorknobs and glass, empties the pencil sharpeners; dusts everything; disinfects
the sinks, counters and desks; and picks up any large papers or trash.
"Next, the floor technician vacuums all the classrooms, using a backpack vacuum that helps to purify the
air. The sanitizing technician cleans and disinfects water fountains, and sanitizes all the doorknobs,
handles, mirrors, fixtures, lavatories, seats and floors in restrooms.
"At the end of the night, we have what we call multi-purpose time, when everybody comes together to
clean common areas such as the hallways and gym. And all of this is done on a daily basis. We know
precisely how long it takes to do a certain task and exactly how much it costs."
Many of the schools’ teachers have taken an active role in the program by learning how to clean and
disinfect contaminated areas--for example, the desk of a student who has a cold—using standardized
cleaning methods and products. This further contributes to a safer, more healthful learning environment.
Bottom Line Results
Positive results were almost immediate. Following the one-year trial period, the district’s school board
wholeheartedly adopted the program, with plans to bring all 42 facilities on-line.
A survey conducted during the past year in 17 of the 20 buildings now on-line with Cleaning for Health
indicates that student attendance is up in all buildings. "The attendance increase was different in each
building and ranged from a one-half percent increase to two percent," Melfi says. "But, for every one
percent increase in student attendance in the district, our school system receives $225,000 annually in state
aid," he continues—a great financial incentive.
The team cleaning concept and standardized techniques have also saved time and money. The new cleaning
system allows custodians to complete more work in less time. For example, a single cleaning technician
can clean 32 to 42 desks (the number found in the district’s typical classroom) in three to four minutes.
This is accomplished using a standardized "spray, dwell and wipe" procedure. The technician, spray bottle
in hand, walks through the classroom, spraying each desk with disinfectant. When the last desk has been
sprayed, the technician returns to the starting point and wipes off each desk.
"Even with the recent completion of a new, 100,000-square-foot facility, no additional staff had to be
hired," Melfi says. Morale in the department is higher, and employees are happier and more accountable for
their work. Supply costs have also been drastically reduced.
An added benefit of the program is that safety precautions for custodial staff have been improved. Workers
now wear personal protective equipment such as surgical rubber gloves and protective eyewear, and they
are trained to read and understand Material Safety Data Sheets (MSDS). They have also been trained how
to handle and dispose of hazardous materials safely.
Looking Ahead
The Syracuse district’s long-range goal, once the program has been implemented in all 42 schools, is to
establish a training center where new employees will undergo three or four days of intensive training before
beginning work. The center may also be available for use by other school districts interested in
implementing similar programs. Training is the key component of the Cleaning for Health regimen.
The Clean for Health program has raised the "fiscal fitness" of the district, saved jobs and improved the
cleanliness of schools. Plainly, students, staff, buildings and budget are healthier, with more benefits to
come.
Barry Moore is a cleaning consultant with Opus Consulting in Las Vegas. He was instrumental in
implementing "Clean for Health" programs at Clark County Schools in Nevada and at the Syracuse District
in Syracuse, N.Y.