The Spectrum System is a proprietary cleaning system developed by Spectrum Management Ltd. to provide effective and efficient janitorial services to commercial and recreational facilities. Our system focuses on five different areas:
In the Spectrum System, one of the most important goals is to establish an efficient system of performing the task and to ensure that all tasks are done properly. The role of the floor Supervisor is very important. When we get a new job, we first divide each building into sections, which we then use to plan daily and weekly inspection schedules for the Supervisor.
As it is not cost-effective to perform a full inspection of the building after each cleaning, the Spectrum System's inspection process is based on random sampling. Two or three rooms are selected for each Supervisor to inspect in fine detail. The findings are then used to give a rating of the cleaning standard.
The Spectrum System's inspection process makes the Supervisor accoutanble to the Manager for the quality and completeness of the work done each day. It also ensures the Supervisor maintains daily face to face contact with the client to discuss areas of concern that can be dealt with immediately.
The Spectrum System puts strong emphasis on the training of new employees. We carefully supervise all new employees, even if they have been trained in the related skills through previous employment.
Every new recruit is provided with an “Employee Guidebook” on their first day of work. This guidebook outlines the code of conduct required and provides comprehensive coverage on security, health and safety measures of their day-to-day work.
Spectrum’s operations manual teaches standard methods of cleaning that all employees are required to memorize. As a company, we are committed to 100% productivity and safety. All our employees must be familiar with the color, name, intended usage, dilutions, etc. for the cleaning products we use. This reduces the risk of accidents and damage to health and materials.
3. Cost Control
The Spectrum System is designed to be an efficient and cost effective janitorial service. We use the following cost control mechanisms to allow different Supervisors to monitor and eliminate any wastage:
Work Loading – supervisors create duty lists which allocate specific tasks and areas to be done.
Schedules – organise the work according to the specific requirements of the client.
Sign In/Out Forms - monitors employee attendance. Supervisors can allocate the duties that are not yet assigned and arrange for replacement staff, if there is a shortage.
Daily Hours Report - measures budgeted hours for a task and ensure actual hours used are within the limits set between the company and the contractor.
Vacation Scheduling - The simplest of all tasks, yet a common source of error. We PLAN well in advance for all the vacation times of the staff. This enables the company to provide proper staffing for all buildings at all time.
To provide continuity and ease of implementation, a standard set to equipment, products, and method of performing tasks has been established through the Spectrum System. All the specifications are clearly spelled out in the Supervisor's Manual. Each Supervisor will ensure close adherence to the standards to achieve cost effectiveness.
5. Client Services
We create personalised cleaning systems designed around the particular needs of each client. The first step in our process is interviewing the client to understand their specific needs, budgets and expectations.
a. Service Specifications
After the interview, we will provide you with a detailed plan of service for each area of your facility. The plan includes information on the tasks that will be performed, the frequency and the quality you can expect. This plan will serve as the basis for our duty lists and standards.
b. Quality Control Inspections
Inspections provide the basic means of ensuring the quality of the service being provided and the effectiveness of the method of work being used. The Supervisor will carry out a daily inspection schedule. A daily meeting of the management team will be held to discuss any problems that may have arisen. Any client's complaints will be noted and appropriate actions will be PROMPTLY taken.
c. Response Time
We respond to all request and complaints from our clients and tenants, no matter how large or small. We will contact the source of the request or complaint either by phone or in person so that we can understand the nature of the problem. We will then immediately solve the problem, we will have a follow up visit to ensure all the clients needs and expectations have been met.
d. Tenants Survey
We have developed a tenant survey system to collect comments from all tenants in the building. Based on the information received, we will address any concerns with the staff and Supervisors responsible. A summary of all comments will be forwarded to the Building Manager for his or her reference. The same procedure is repeated every six months to ensure we provide a pleasant and comfortable working environment for each tenant in the building.
We provide a 24-hour communications system between our clients and our management and Supervisors. This will enable us to provide immediate response to any problems and special services required.
f. Monthly Meetings
We also recommend a monthly meeting with Building Manager to ensure that all work is performed to a high standard.