Administration departments for every school from K-12 to colleges and universities are always on the lookout for ways to cut spending. When it comes to cleaning, the first question they ask is whether they could save some money by going outside the organization. In other words, is outsourcing the answer?

For a school/university custodial manager, this concept (a.k.a. threat) is not new. In fact, in states such as Michigan where 18 percent of schools shifted towards outsourcing cleaning services, facility managers are finding themselves regularly fending contractors off at the door.

“We have to constantly stay one step ahead of the contractors,” said one Mich.-based reader who asked to remain anonymous. “We really watch our spending, stay on top of emerging technologies and cleaning practices and reach out for support from our community whenever outsourcing is considered by school administration.”

Believe it or not, community reaction can strongly affect decisions surrounding outsourcing considerations.

“When discussing the future of custodians who have spent their entire career getting to know students, faculty and school families,” said an Ohio-based custodial manager, “it is difficult for the community to consider the possibility of handing the responsibility over to a stranger.”

Outsourcing Concerns

Not only can the idea of outsourcing become personal, but introducing an outsider into schools raises questions about safety and cleaning efficiencies.

Safety is a top concern in schools, and many times beats out cost. By outsourcing, schools open their doors to employees both managed and hired by personnel not affiliated with the school. Granted, an honest contractor will traditionally conduct background and drug tests on their employees, but often it is only done if requested by the school. Such checks are not required.

Contractors are also known for paying low wages that result in high employee turnover, a fact that should be part of the decision process. Minimal time for background checks and constant new faces are cause for concern when children are involved. These safety concerns raise red flags and should be made apparent to administration.

Whether cleaning is done by an in-house staff or an outsourced crew, cleaning efficiencies and promoting health is essential. Contractors do their cleaning during school off hours, meaning “emergency” cleaning required during the day will either be left untended until cleaners come in, or cleaned up by another non-custodial school employee. Either option can present concerns for students and faculty and should be considered prior to outsourcing.

In some cases, contractors will work with schools to assign a day porter during the day. This person would be on hand to manage emergency cleaning situations, but this service can add up to additional expenses for schools.

Prepare Yourself

If outsourcing is a threat, weigh every angle and prepare to fight in support of an in-house staff. Supply administration with a complete description of all duties conducted by the custodial crew, including those where workers go beyond cleaning tasks to complete services outside the custodial realm. These additional services, if done by contractors, will often become an added line item to their contract (meaning, extra dollars). This reality should be factored into the administration’s final decision.

In addition to the physical act of cleaning, document the experience and knowledge base available with the existing in-house crew. To many contractors, school cleaning is new to their portfolio, meaning, if awarded the contract workers will learn as they go. In a facility where health and safety are so important, knowledge is key and anything less can lead to problems.

If outsourcing remains a threat, recruit input from the community. Managers aren’t in this fight alone and feedback from tax payers, parents and those individuals directly affected will go a long way with decision makers.

There are many political obstacles that work against cleaning contractors, but that doesn’t mean in-house jobs are safe. A conscious custodial manager will always be on the lookout for ways to improve the department or reduce expenditures. This type of preparation will truly determine whether or not in-house jobs are secure.




POSTED ON: 2/1/2009