Ask the right questions

When an FM service provider takes over a manufacturing facility, its team arrives with a blank slate. Despite all the information that was shared during the negotiation stage, many relevant facts that are specific to the facility need to be gleaned upon arrival. But how does one collect this information? What should one not miss out on? How does this influence SOPs?

In a bold new approach, Amit Salunke, CEO & Director, Sumeet Group Enterprises shares a sample list of the right questions that never fails his team to get the right answers.

Site analysis

• What is the total area (Interior/exterior)?
• What is the total number of employees?
• What is the location/locality? Can manpower be hired from the same area or is there a need to get a team from elsewhere?
• What is the core business activity of the client?
• What are the facilities (canteen/transport/accommodation etc.) provided by the client?
• Who are the current service providers? What are the reasons for change in services? How have the client’s expectations changed?
• What is the current strength and what budget is the client aiming for?
• What are the safety norms followed by the client (Personal Protective Equipment or related training)?

Designing SOPs

Floors and other areas

• Are the floors clean and clear of waste?
• Are the floors in good condition?
• Are there holes, worn or loose planks? Is the carpet sticking up?
• Is anti-slip flooring used where spills, moisture or grease are likely?
• Are there protruding objects such as nails, sharp corners, open cabinet drawers, trailing electrical wires?
• Are personal items such as clothing and lunch boxes in assigned lockers or storage areas?
• Is the work area congested?
• Are floors well-drained?

Aisles and stairways

• Are aisles unobstructed and clearly marked?
• Are aisles wide enough to accommodate equipment (machinery) comfortably?
• Is the workplace lighting adequate? Are stairs well lit?
• Are stairs covered with an anti-slip tread? Are faulty stair treads repaired?

Waste disposal

• Is there an adequate number of bins? Are there separate bins for dry waste and wet waste?
• What is the frequency of emptying bins? Are they emptied regularly?

Housekeeping windows

• What are the shift timings and the number of employees in each shift?
• Are there breaks in the production line or machine usage during a shift?

Choice of machines

Wet & Dry Vacuum Cleaner: With its professional heavy-duty construction, it is useful for both wet and dry applications. Its features include 360⁰ swivelling, load with standing castors for easy manoeuvrability, tipping facility for easy and effortless emptying of container. Accessories for various applications like cobweb dusting, grooves/edges vacuuming, drapery/curtain vacuuming, a wet tool for collecting liquids, a dry carpet and a floor tool and a brush nozzle for fine dust vacuuming are also included.

Auto Scrubber: It provides very convenient and trouble-free cleaning of gangways, tiles, marble, granite and many other floorings. The scrubbing machine is very tough and long lasting and provides excellent polishing and scrubbing ability for removing stubborn dirt and grime.

High Pressure Jet Machine: Commonly known as high pressure hydro jetting, it is a widespread abrasive water discharge operation. Its advantages include reduction of plant downtime, labour saving, plant protection, water conservation and no need for chemicals. It is used especially for washrooms for removal of deposits of uric acid and on external surfaces to remove the layers of dust.

Manual/Ride-on sweeper: Cleaning of external areas is mostly done through Manual Sweeper machine (Flipper). To cover larger areas, we use ride-on sweepers which help in obtaining standardised results in cleaning activity. Within this category, we mostly prefer battery-operated machines.

Introducing innovations

• Mechanised housekeeping services: Combination of workforce and machinery will help in reducing the count of manpower and maintaining standard quality of cleaning.
• Embracing eco-friendly practices: Using eco-friendly chemicals and bulk buying to avail good offers.
• Paper-less in terms of reports and checklist: We have introduced QR code scanning and digital checklists, and a single dashboard to review the performance. We provide online/soft copy reports rather than physical reports.
• Digitising the workplace: From digital twins to smart sensors, digitisation is among the most popular initiatives in facilities management. We have embraced the Internet of Things (IoT) and the sensors, beacons, and programming that come with it.
• Motion-sensor lights, automated soap dispensers and dynamic updates to an evolving employee directory are critical to successful automation. Linking the many digital elements of the workplace and automating essential tasks is simplifying facilities management and making it easier to cut costs.