Cleaning Procedures

Before starting to clean, read product and equipment labels and usage instructions. Wear recommended Personal Protective Equipment (PPE), which may include rubber or surgical-type gloves, goggles, dust mask or respirator, earplugs, or other equipment.

Improving and standardising the Way to clean

Improving cleaning procedures involves changing the way—or the focus with which—cleaning is performed to better prevent or remove soils, contaminants, or pollutants, and to select and use less toxic products. These processes should be integrated into a system of Standard Operating Procedures (SOPs) that are part of the overall operations and maintenance plan for the building.

Building managers ideally should develop and maintain SOPs as a set of written guidelines that govern:

• Cleaning procedures
• Chemical handling and tracking requirements
• Equipment maintenance and operation procedures
• Communication protocols and requirements
• Training and inspection programs, and
• Reporting and record-keeping procedures

These guidelines should be made available to all cleaning personnel and occupants. In addition, if desired, a more in-depth housing complex-specific Green Cleaning Plan may be developed for every building or building-set to be cleaned.

Chemical Management: Reducing Waste, efficient use

Minimizing the effects of toxic cleaning chemicals requires building managers to work and communicate with cleaning staff, the PHA management or owners, and occupants.

Suggested Activities in a Green Cleaning Program

Give clear guidance to cleaning staff on handling cleaning chemicals:

• Provide easily understood directions to clean staff inappropriate written languages or graphic representation for the dilution of chemical cleaning products.
• Track the quantities of cleaning chemicals used overtime on at least a quarterly basis.
• Use a chemical measuring and dilution control system that limits worker exposure to chemical concentrates while facilitating the proper dilution of these concentrates (e.g., wall-mounted dispensing systems where concentrates are sequestered and dispensed remotely and cleaning chemical is automatically mixed with water for proper end-use dilution without the worker needing to touch concentrates).
• Use the appropriate technology (coarse spray or squirt bottles, automatic chemical dispensers on powered equipment, etc.) for applying the chemical product to avoid aerosolization, overuse, or waste.
• Provide directions for the proper rinsing and disposal of expended or empty chemical solution containers.
• Prevent other building areas from being adversely affected.
• Reduce, minimise, or eliminate the need for using cleaning chemicals if possible.

Train new and current employees:

• Provide employees with initial, on-site, site-specific, and annual in-service training. Training should be done in a manner that respects the unique needs of the employee, such as limited English proficiency, physical challenges, or learning disabilities. All employees should receive training and/or education on an annual basis to maintain knowledge of correct procedures for safety, tools, techniques, and pertinent environmental standards.
• Train cleaning personnel in the proper handling of chemicals, proper use and maintenance of equipment, and proper cleaning procedures.
• Train purchasing personnel in the selection of green cleaning materials.
• Train management/supervisors through in-service training and/or education on an annual basis on policies and procedures.
• Train new cleaning personnel on standard operating procedures, the proper sequencing of cleaning steps, and the proper use of personal protective equipment. This training may occur before personnel are assigned to a facility or at the site before beginning independent work. Follow up with in-service training, continuing education, and/or professional development opportunities on an annual basis.
• Give all personnel standard safety training, including how to reduce and prevent ergonomic injuries and exposure to hazardous materials.
• Provide site-specific training focusing on standards for the facility to which workers will be assigned. This site-specific training should cover facility-specific cleaning instructions, tailored procedural training (e.g., servicing areas for vulnerable populations) based on the needs of the facility and occupants and hazardous communication standards.
• Maintain records of training on each employee. The documentation should include a general outline of information covered, the name and qualifications of the trainer, and the date(s) and duration of the training or courses. It is recommended that records be retained for two years from the hiring date of current employees, and one year for former employees.

Encourage communication with building management/owners, employees, and occupants:

• Develop a system for cleaning service employees to provide comments and suggestions about workplace issues and suggestions for improvements in the provision of services.
• Communicate to the public housing management or owners of the building the presence of pests and any maintenance issues discovered during cleaning operations.
• Provide materials to occupants that define opportunities to reduce the need for more intensive cleaning processes or treatments (e.g., reporting spills and making attempts to reduce clutter in common areas).
• Notify occupants about all cleaning products used in the facility. This should include a list of all chemicals that may be used. It also should include the name, address, and phone number of the PHA contact person; a statement that the contact person maintains the product labels and Material Safety Data Sheets (MSDS) of each product used in the building; and that the labels or MSDSs are available for review upon request. The contact person should be available for additional information and comment.
• Provide product MSDSs in a timely manner upon request.
• Identify building occupants with special needs or sensitivities (to dust, chemicals, noise levels, etc.) and have a process in place to work with PHA management, cleaning staff, and individuals to mitigate the problem.

Highly Concentrated Products

Special care is needed for highly concentrated cleaning products. These products reduce environmental impacts from packaging and transportation, and typically reduce actual use-cost compared to less concentrated alternatives.

Products should always be diluted accurately according to manufacturer’s directions. This can be achieved through a variety of methods including measuring cups, simple dispensing pumps, and more complicated automated dilution equipment. Dilution equipment should be periodically checked for accuracy (consult the manufacturer or supplier for assistance).

Cleaning personnel should understand that adding extra amounts of concentrated cleaning products generally does not make the work go better or faster; on the contrary, it can result in longer task times (e.g., removing residues), slippery floors and surfaces, and other complications. Overuse wastes product and raises the cost of chemicals. Finally, never mix cleaning products together.

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