Unit Four: Manage Housekeeping PDF

**Unit Four: Manage housekeeping** ================================== This unit is developed to provide you the necessary information regarding the following content coverage and topics: - Store housekeeping and maintenance. - Roster development - Monitoring store house keeping - Contin...

**Unit Four: Manage housekeeping** ================================== This unit is developed to provide you the necessary information regarding the following content coverage and topics: - Store housekeeping and maintenance. - Roster development - Monitoring store house keeping - Contingency plan This unit will also assist you to attain the learning outcomes stated in the cover page. Specifically, upon completion of this learning guide, you will be able to: - Understand store housekeeping and maintenance - Understand development of Roster - Monitor store house keeping - Analyze contingency plan **4.1. Store housekeeping and maintenance.** -------------------------------------------- As one of leading department stores, applies high standards of housekeeping. As an employee, you make an important contribution to the maintenance of these standards. The following guidelines have been formed to assist you: ### **4.1.1 Cleaning.** Professional employs cleaners. Each store is cleaned from 5am to 7am. The daily cleaning routine includes: - Vacuuming of all carpeted areas - Cleaning all hard floor areas (wood, vinyl etc) - Dusting of all areas - Emptying and cleaning of all rubbish receptacles Employees are not expected to perform these duties. Your responsibility is: - To keep your department clean and tidy during the day, including the maintenance of all displays/display areas and walkways - To keep all counters (including glass surfaces) clean - To keep all point of sale areas clean - To maintain tidy change room areas (where applicable) Check with your Department Manager for your allocated daily housekeeping duties. Department managers are required to do a "floor check" at least 4 times per day. During this check, they will pay close attention to your housekeeping standards and report any areas of concern to the Store Manager. ### **4.1.2. General housekeeping equipment.** Each department should have the following equipment: - Cleaning fluid (spray bottle) - Cleaning cloth/s - Glass cleaning fluid - Chamois for cleaning glass - Feather duster - Hand-held cordless vacuum unit This equipment is to be used during the day for general housekeeping within the department. ### **4.1.3. Specialised housekeeping/cleaning equipment.** As an employee, you are responsible for general cleaning and tidying of your own department, and should take care of most situations without referring to your manager. Only when specialised equipment is required should you seek assistance. Each floor of the store has its own cleaning equipment, which is kept in a locked cleaners' storeroom. Department Managers have a key to the cleaners' storeroom. The only exception is Café Max staff, who have been trained in the use of specialised cleaning equipment and have access to the storeroom at all times. The specialised equipment includes: - Heavy duty vacuum cleaners - Industrial floor cleaner/polisher - 4 x industrial mop & bucket - Supplies of cleaning fluids, cloths and other general cleaning equipment - Rope banners for sectioning off hazards (eg spills) - "Caution Wet Floor" and other hazard signs Because general staff are not trained to use this specialised equipment, any incidents that require specialist cleaning (for example, a major spill on the carpet) are to be immediately referred to your Department Manager who will arrange for the on-call cleaner to attend the area. Should your Department Manager not be available, contact the nearest Manager you can find. ### **4.1.4. Spills and/or other hazards.** In the event of an accident or spill in your area, the following process is to be applied: 1\. Notify your Department Manager immediately. 2\. Remain in the affected area, directing customers away from the hazard. 3\. Your Department Manager will bring the rope banners and hazard signs to section off the area. 4\. The hazard will be removed, either by staff (in the case of a minor spill), or by the on-call cleaner. 5\. Once the hazard is removed, the area can be re-opened and signs removed. In hazardous situations, your first priority must be to protect the safety of customers and staff. Never leave a spill or hazard unattended. ### **4.1. 5. Removal of general waste.** The cleaners remove all waste each morning as part of their contract. Your responsibility in this area is: To ensure that waste in your department is disposed of in an environmentally responsible manner, and use the coloured bins as follows: Figure.30 Separating waste in this manner does not take any extra time, and allows recycling approximately 90% of all its waste, which is in line with environmental standards.  Figure.31 Cardboard boxes and/or cartons are to be placed outside the cleaner's storeroom at the end of each day. The cleaners will then take them to the compactor, flatten and compact them then bundle the flattened cardboard for removal on Tuesdays and Fridays. ### **4.1.6. Environmental responsibilities.** Environmental Protection Authority guidelines and all staff are required to apply the following principles: ### **4.1.7 Personal hygiene.** Employees are expected to maintain high a standard of personal hygiene at all times. Your personal hygiene contributes to the overall high standards of cleanliness. The following guidelines apply: - Hands (including fingernails) to be clean at all times, and washed regularly - Uniforms (including shoes and accessories) to be immaculately clean at all times - Hair to be clean at all times Specific hygiene procedures when involved in the application of makeup products. These specific procedures can be found in the Cosmetics Department manual that is kept in the main point of sale area. Further information on personal hygiene standards can be found in the Dress Standards policy, in the Store Operations Manual. ### **4.1.8 Consumable items**. Some departments deal with consumable items. Department Managers generate an "End Date" report each month to notify them of items that are due to reach their use-by date in the next 40 days. These items can then be marked-down or remerchandised accordingly. When dealing with consumable items, ensure that you follow the manufacturer or supplier's instructions. For example, the Sporting Goods Department carries several sunscreen products. The manufacturer recommends that these are stored below 30 C, therefore the sunscreen displays are placed out of direct sunlight and close to air conditioning. ### **4.1.9. Staff room/s and kitchen areas.** Excellent facilities to all employees, including a fully furnished staff room, and kitchen on each floor are provided. Because these facilities are provided for the convenience and enjoyment of all employees, they are to be kept clean at all times by those who use them. Please observe the following guidelines: ### **4.1.10. Some benefits of good housekeeping practices** - reduced handling to ease the flow of materials - fewer tripping and slipping incidents in clutter-free and spill-free work areas - decreased fire hazards - lower worker exposures to hazardous products (e.g. dusts, vapours) - better control of tools and materials, including inventory and supplies - more efficient equipment cleanup and maintenance - better hygienic conditions leading to improved health - more effective use of space - reduced property damage by improving preventive maintenance - less janitorial work - improved morale - improved productivity (tools and materials will be easy to find) **4.2 Roster development** -------------------------- Most administrative tasks in the maintenance department relate to stock control, managing costs and contracts and reporting back. ### **4.2.1 Controlling equipment** At times some operational items may have to be removed off-site for repairs. If there is no on-site upholsterer for example, then chairs may have to go off-site to be recovered. The maintenance manager must ensure that the quantity of chairs that go off-site are all returned. This is done by using an „outgoing record form‟. A copy is given to the contractor and a copy retained in maintenance. If fabric is supplied by the hotel then that also needs to be controlled. If there are ten chairs to be recovered and each chair needs three metres of fabric, then 30 metres of fabric should be given to the upholsterer.All reserve carpets and fabrics must be accounted for on stock sheets as and when used. ### **4.2.2 Reporting** Maintenance works in conjunction with all departments. They must co-operate and communicate with most departments on a daily basis. Once maintenance requests are completed, it must be reported back to the department so that they know that the room or equipment can be used again. Housekeeping or Kitchen staff may need to make a final clean of an area or a piece of equipment before using. ### **4.2.3 Maintenance manuals** This is a very important document and should be readily available. The information it contains will tell you  Figure.32 - Which parts of the equipment to clean daily/weekly/monthly - The frequency of inspections and which parts of the - machine to inspect - What to look for in these inspections - What type of lubricants to use, where and with what frequency - Spare part numbers (this will help when re-ordering) - Recommended spare parts that should be kept on-site - Recommendations on how often certain pieces may need to be replaced (motors, valves, switches, thermostats). ### **4.2.4 Maintenance schedules** - The model number of the machine - The serial number of the machine - The date of purchase and warranty details - Manufacturer\'s name and contact details (who to call in case of problems or service needed) - Spare parts held on site and spare part numbers - All completed maintenance including inspections and lubrication including when the maintenance was done and by whom. This will assist contractors should you need to call for professional maintenance. - Staff rosters including sick days, holidays with all relevant paperwork - Payroll costs - Purchase orders for all goods Figure.33 - Monthly stock take figures of all consumables with cost analysis - Number of work requests per trade per month - Any major unplanned projects and costs - Cost of unexpected repairs - List of all contractors with all telephone numbers - Emergency (after hours contacts) - Water treatment records - Machinery repairs - Sewage, water and power costs - Boiler service records - Reports from outside government bodies for compliance (fire department, health authorities). **4.3 Monitoring store house keeping** -------------------------------------- The House Rules Section contains 8 sub-sections, each of which covers a different food safety management subject. Once you have completed the Business Selector you will have selected the House Rules relevant to your type of business. Every House Rule sub-section begins with guidance and then provides advice on how to write your own House Rules. A template is then provided for you to use when writing your House Rules. Once completed, this should reflect your current safe working practices. ### **4.3.1 You need to do** ### **4.3.2 Maintenance / layout** ### **4.3.3 Hazards (what can go wrong)** ### **4.3.4 Controls (how you can prevent the hazard)** ### **4.3.5 Pest control** ### **4.3.6 Hazards (what can go wrong)** ### **4.3.7 Controls (how you can prevent the hazard)** ### **4.3.8 Monitoring (checking your control measures)** ### **4.3.9 Recording (keeping a record of your monitoring)** ### **4.3.10 corrective action (what to do if things go wrong)** **4.4 Contingency plan** ------------------------ The cleaning industry has many risks for both yourself and your customers. Cleaning is not just regarded as an expense, it is regarded as a vital part of your customer's business, so as it is an investment for both yourself and your customer, it's important that you protect this investment. ### **4.4.1 The importance of a contingency plan** With so many people relying on your business --  your customers, employees, and your family, it is important that just like having insurance you protect this asset (your business). The best and easiest way is to create and regularly update a contingency plan. ### **4.4.2 Contingency plan is:-** A contingency plan is your risk analysis of your business. It covers all scenarios and allows your business to pivot or adjust quickly. It's a plan that is shared with your customer so they are reassured that you are in control and the business isn't solely reliant on you and also your management and staff are across this and can respond quickly without any disruption. This plan will also allow you to manage your costs as you have accounted for all scenarios enabling you to pivot quickly, saving time, money, and your reputation. ### **4.4.3 Building a contingency plan:** It's easy: below I have simplified the steps to take and a template for your analysis. All you need to do is follow the steps and fill in the template, add your logo and once completed make sure it is visual for your management team and staff. It is important that they are trained regularly on how to respond. **Step one:** List down all the possible risks that will have an impact to your business and bottom line. **Step two**: Involve your management team or staff so you can make sure you have identified all risks. **Step three:** Consider what needs to be done to resume normal operations after the impact of the event. **Step four:** Make sure that this plan is quickly accessible to all employees and stakeholders. **Step five:** Always keep this plan updated -- it enables your business to pivot quickly in a crisis.  7 steps of a contingency plan Contingency planning standards include a framework and structure for plan design and development. The plan structure is a repeatable format that simplifies the development of contingency and other plans. A popular IT contingency plan model is defined in NIST SP 800-34 Rev. 1 (2010), \"Contingency Planning Guide for Federal Information Systems.\" In includes the following seven steps: 1. 2. 3. 4. 5. 6. 7. Other elements of a contingency plan In accordance with current domestic and international standards, the following activities are also recommended for contingency plan development: - - - - Benefits of contingency plans When a disruptive or negative event occurs, contingency plans provide a structure for assessment and actions to recover from such unexpected events. The faster the recovery, the less potential there is for damage to occur to the organization and its employees. Speed in recovery also helps maintain a company\'s financial status, competitive position and reputation.