Case Study: How Digital Tools Ensure Facility Accountability

Brinderson

Launching janitorial services inside two active oil refineries created new challenges for Brinderson, an industrial service provider. With no prior experience managing a program of this scale, the company needed to establish structure, accountability, and documentation from day one across large, complex environments with varying cleaning demands.

“We had never managed a janitorial program of this scope before,” says Raul Molina, Program Manager at Brinderson. “This was brand new to us, so we needed a system that would help us organize everything from the beginning.”

Without a standardized process in place, Brinderson needed a way to verify work across multiple refinery units, each requiring different levels of cleaning intensity, while ensuring transparency with both employees and the client.

Solution: Digital Tools

To bring structure and visibility to the program, Brinderson implemented Janitorial Manager’s digital platform from the outset.

“Janitorial Manager helped us win the contract by illustrating to the client we had a system for tracking work, documenting service, and managing accountability,” Molina shares.

Using the platform’s Scan4Clean QR codes, digital cleaning checklists, and reporting tools, Brinderson established a fully documented cleaning program across both refinery sites. Cleaning responsibilities were assigned by unit rather than square footage, allowing teams to better align with real-world conditions and workload variations.

Now, supervisors use QR code scans to verify when employees enter specific areas, track how long they are there, and document whether required tasks are completed. Digital cleaning checklists also help manage coordination between day and night shifts, ensuring consistency across routine and deep cleaning activities.

Brinderson also utilizes publicly visible QR codes placed in key areas, allowing the client to immediately report cleanliness concerns or positive feedback in real time. This gives the supervisor direct visibility into service quality while reinforcing accountability for frontline staff in the field.

Result: Enhanced Operations

With digital tracking in place, Brinderson gained real-time visibility into operations across both refineries, significantly improving accountability at every level.

“The biggest benefit has been proof of service,” notes Molina. “If someone says an area hasn’t been cleaned in two weeks, we can pull up the scan records and show exactly when it was serviced.”

Managers can now quickly identify inconsistencies and address them immediately. This level of transparency has strengthened performance while protecting both employees and leadership when questions arise.

“It’s driving 100 percent more accountability because now we can see exactly what employees are doing,” Molina adds.

The client’s ability to submit immediate feedback through QR codes adds another layer of transparency, helping Brinderson address issues quickly and reinforce service expectations in active refinery environments.

Reporting has also become a critical tool for client communication. Brinderson provides regular service reports detailing completed work, scan activity, and exceptions, helping maintain trust and alignment with refinery leadership.

“Reporting is huge for us,” says Molina. “We send a lot of reports to the customer, and we use the information from Janitorial Manager to do so daily.”

Ultimately, implementing a digital system enabled Brinderson to successfully launch and manage janitorial operations within a highly complex industrial environment, bringing structure, consistency, and confidence to both internal teams and the client.