Office Maintenance Checklist

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Office Maintenance Basics:

• Requirements:
  Every employer or manager wants his/her office team to work with the highest productivity & enthusiasm. One of the indispensable requirements for this is to take regular purposeful steps for performance which means keeping the office premises, including all working equipment and facilities, in proper and operational state. The most essential duties reside in areas of Cleaning, Repairing and Communication (how do the maintenance employees look, behave, speak with visitors, etc);
• Duties:
  They are undertaken by building maintenance workers who usually don’t need meeting any special educational requirements (minor technical skills can be required for repairers) and can get ready for their duties and working activities by getting brief courses of on-the-job trainings;
• Management:
  To reach effective working efforts from the maintenance workers you need to create appropriate system of management to coordinate and control activities of these employees properly. There are the following elements of such a system:
  • Chart – timetable (schedule) of working shifts, recurring activities, and other time-related working matters for employees to let them know coverage of their duties;
  • Requests – system of handling maintenance claims: if, for example, office employees complain of a burned-out light bulb in water-closet, then you need a procedure to define who of maintenance workers should undertake and resolve this problem;
  • Work order – a roster that shows what managerial hierarchy is established within the team;
• KPI:
  In order to know how well your workers cope with their direct duties and tasks, you need establishing some performance indicators to be tracked in register. For example, you may audit a number of requests received against number of requests successfully resolved within a normative time for such an issue. Another tool is log that is used to track check-ins and check-outs of employees on their duties;
• Using software:
  You may use some special programs called wizards – they can be used to create and share your staff’s rosters, timetables and other essential documents. VIP Task Manager is an example of such a multipurpose program to use;

Office Maintenance Details:

• Cleaning duties:
  • The range of such duties varies from harder jobs like vacuum-cleaning, washing & waxing floors, washing walls and shampooing carpets to easier ones such as dusting, straightening, carrying our garbage bags, or dust mopping;
  • You need to ensure regular carrying out of these tasks, and for this you need to keep a fleet of equipment such as vacuum cleaners, floor polishers, rug shampooers, garbage disposal equipment, carts, garbage cans, and even perhaps small vehicles (for large office buildings);
  • People who carry out these tasks usually don’t need to possess some specific skills or education, but rather be managed by strict instructions – to maintain good office sanitation, cleanness, etc;
• Repairing duties:
  • There are a lot of technical things to maintain in offices – from sanitaryware in toilets to specific office electronics such as computers, phones, printers, copy-machines, etc. In order of keeping all these equipment and facilities in effective state you need employing a group of specialists of different skills;
  • While some technical specialists can be engaged into the main staff of your company (let’s say an IT guy to serve your computers, phones and copy-machines), some other functions can be delegated (outsourced) to experts who are urgently requested when something gets down (for example plumbing in your toilets or servicing your office’s security systems);
• Communication:
  • Even the representatives of the staff should contribute into ...

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