Is your custodial team cleaning every room with the same intensity, every single day? For many companies, the answer is yes. Conference rooms that sat empty all day get the same deep clean as the bustling breakroom. This one-size-fits-all approach isn't just inefficient, it's expensive. You're paying for time and supplies to be used on spaces that simply don't need it.

But what if you could tailor your cleaning schedule to the actual usage of your spaces? By leveraging space utilization data, you can move from a static, assumption-based cleaning model to a dynamic, data-driven one. This strategy not only ensures that high-traffic areas get the attention they need but also significantly cuts costs by reallocating resources from underused spaces. In fact, one of our clients used data from Occuspace to do just that, reducing their custodial costs by 20%.

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View this recent webinar with Jack Tchilingirian discussing how UCLA is saving substantially on custodial costs with occupancy intelligence. LINK HERE
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The Data-Driven Cleaning Model in Action

Let's break down how our client achieved these impressive savings. They partnered with Occuspace to gather real-time and historical data on how every floor and room in their building was being used. With this insight, they ditched their uniform cleaning schedule and implemented a tiered approach based on daily utilization metrics.

They created three distinct cleaning protocols:

• Trash and Dash (Under 20% Utilization): For spaces with very light traffic, the cleaning tasks were minimal. Custodians focused on the essentials, like emptying trash bins and a quick spot check. This prevents wasting time and resources on a deep clean for a room that was barely used.
• Moderate Clean (20% - 50% Utilization): For areas with average foot traffic, the team performed a standard cleaning routine. This included tasks like wiping down surfaces, vacuuming, and restocking supplies.
• Deep Clean (Over 50% Utilization): The most heavily used spaces received the most intensive cleaning. This protocol included all standard tasks plus more detailed work like disinfecting high-touch surfaces, thorough floor cleaning, and detailed attention to restrooms and kitchens.
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Streamlining Operations for Maximum Efficiency

Knowledge is only powerful when it's put into action. To make this new system work seamlessly, the company implemented a simple yet highly effective communication workflow.

Every day at 5:00 PM, an automated email notification, powered by Occuspace data, is sent to each custodian. This email details the specific utilization level for each space on their route. Along with the email, each team member receives a route card that clearly outlines the specific task list - Trash and Dash, Moderate Clean, or Deep Clean - to be performed for each area.

This system removes the guesswork. Custodians arrive for their shift knowing exactly where to focus their efforts for maximum impact, ensuring that the busiest areas are spotless while avoiding wasted labor on empty rooms. The result was a more efficient, agile, and cost-effective cleaning operation.
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How to Implement Your Own Data-Driven Cleaning Strategy

Ready to optimize your own custodial services? Here’s a simple framework to get started:
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1. Gather the Data: The first step is to understand how your spaces are actually being used. Partner with a space utilization technology provider like Occuspace to get accurate, real-time occupancy data.
2. Define Your Tiers: Analyze your data to establish utilization thresholds that make sense for your organization. Create distinct cleaning protocols for low, medium, and high-traffic areas.
3. Create Custom Task Lists: Clearly define what tasks are included in each cleaning tier. This ensures consistency and sets clear expectations for your custodial staff.
4. Automate Communication: Implement a system to deliver daily cleaning plans to your team. Automated emails and clear route cards are a great way to ensure everyone is on the same page.
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By replacing assumptions with data, you can unlock significant cost savings, improve operational efficiency, and ensure your cleaning resources are always allocated where they're needed most. It’s time to stop cleaning blindly and start cleaning smarter. ✨

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