Smarter Strategies for Today's Cleaning Workforce

Key Takeaways: 

• Eliminate wasted motion and standardize cleaning procedures to help existing staff accomplish more with less.  
• Invest in labor-saving equipment, training, and data-driven cleaning programs to improve productivity without sacrificing quality.  
• Retain employees by providing the right tools, clear expectations, and a supportive work environment that boosts efficiency and job satisfaction. 

By Dale Franke 

The labor shortage is no longer a temporary challenge—it has become the new reality for facility cleaning managers across nearly every industry. 

Healthcare systems, schools, hospitality venues, manufacturing facilities, and commercial buildings continue to struggle to recruit and retain qualified janitorial staff. Open positions often remain vacant for months, even as expectations for cleanliness and hygiene continue to rise. 

The solution isn't asking employees to work harder. It's about helping them work smarter. 

Organizations that succeed in today's environment are finding ways to eliminate wasted effort, standardize processes, leverage technology, and create workplaces where employees can perform at their best. Improving productivity isn't about doing more work—it's about removing the obstacles that keep teams from working efficiently. 

Eliminate Waste First 

Many cleaning departments lose hours every week without realizing it. Time is often consumed by employees walking back and forth to supply closets, searching for equipment, waiting for rooms to become available, or re-cleaning areas because procedures vary from one employee to another. These inefficiencies pile up quickly. 

Before increasing headcount, facility cleaning managers should evaluate workflows to identify unnecessary motion and process bottlenecks. Small operational improvements can often produce significant productivity gains without increasing labor costs. 

It's also important to distinguish between being busy and being productive. Employees may spend an entire shift working hard while still losing valuable time to inefficient processes. Eliminating wasted motion allows existing staff to accomplish more. 

Another one of the biggest barriers to productivity is inconsistency. 

When every employee performs the same task differently, training becomes more complicated, quality varies, supervisors spend additional time correcting mistakes, and new employees take longer to become productive. 

Standardized procedures simplify the work while improving results. Successful organizations often standardize color-coded cleaning tools, room cleaning sequences, chemical dilution systems, cleaning cart layouts, and written cleaning standards. 

Standardization removes uncertainty. Employees spend less time deciding how to complete a task and more time completing it correctly. The result is greater efficiency, improved quality, and more consistent outcomes across every shift. 

Rather than measuring productivity by hours worked, organizations should focus on measurable cleaning results. The goal is delivering clean, healthy facilities—not simply completing a checklist. 

Quality Matters 

Today's quality labor-saving technologies allow cleaning professionals to cover more space with less physical effort while improving consistency. Examples include backpack vacuums, microfiber flat mops, cleaning cloths, battery-powered equipment, autoscrubber, and autonomous floor cleaning equipment. 

Technology is not replacing cleaning professionals—it allows them to focus on the tasks that require human judgment instead of repetitive manual work. 

Equally important is matching cleaning frequency to actual facility use. Not every area requires the same level of attention. Aligning labor with risk, occupancy, and traffic patterns helps maximize limited resources while maintaining cleanliness standards. 

Just as good equipment makes a difference, so does quality training. Training is often viewed as an expense, but it is one of the highest-return investments an organization can make. 

Well-trained employees work more efficiently, make fewer mistakes, use chemicals and supplies more effectively, reduce costly rework, and stay with an organization longer. 

Cross-training further strengthens operations by giving managers greater scheduling flexibility and ensuring critical tasks can continue even during staffing shortages.  

When employees understand both the "how" and the "why" behind cleaning procedures, they are more confident, more engaged, and more productive. 

Use Data 

Modern cleaning programs generate valuable operational data that can help managers make better decisions. Examples include ATP monitoring, cleaning verification systems, QR code software, occupancy data, usage analytics, and workloading software 

Rather than assigning the same cleaning schedule to every area, managers can use data to deploy staff where they are needed most. High-traffic spaces receive greater attention, while lower-use areas can often be serviced less frequently without compromising cleanliness. 

This data-driven approach helps facilities maximize productivity while maintaining consistent service levels. 

Retention Matters 

While attracting new employees remains important, retaining experienced staff often delivers greater returns.  

Employees are more likely to stay where they feel respected, have the right tools for the job, understand expectations, receive recognition for their work, and have opportunities for professional growth. 

Reducing turnover minimizes recruiting costs, shortens training cycles, and preserves institutional knowledge. Creating a positive work environment ultimately improves both employee satisfaction and operational performance. 

Looking Ahead 

Labor shortages are unlikely to disappear anytime soon, making efficiency more important than ever. Organizations that thrive won't necessarily have a larger cleaning staff—they'll have better-supported ones. Standardized processes, effective training, smart technology, and thoughtful workflow design enable existing teams to accomplish more without sacrificing quality. 

Cleaning more with less isn't about expecting employees to do the impossible. It's about removing unnecessary barriers so they can focus on the work that matters most. 

For facility cleaning managers, the path forward isn't simply adding labor whenever challenges arise. It's building systems that allow every employee, every tool, and every minute to be used as effectively as possible. 

Dale Franke is the Vice President of Sales and Marketing at Acme Paper & Supply Company, one of the nation’s largest suppliers of sanitation solutions, disposable food service packaging, restaurant equipment and supplies, retail and industrial packaging, and custom-designed packaging solutions. With over 30 years of experience in the facility supply industry and more than a decade in sales leadership, Franke is recognized for his deep industry knowledge, strategic insight, and customer-focused approach to helping businesses navigate evolving operational and supply chain challenges. 

Throughout his career, Franke has worked closely with organizations across a wide range of industries to develop efficient, scalable solutions that support growth, sustainability, and operational excellence. His expertise spans sales strategy, distribution, packaging innovation, and facility solutions, making him a respected voice within the industry.

Franke can be reached directly at dfranke@acmepaper.com. Connect with him on LinkedIn or learn more at Acme Paper & Supply Company.