Housekeeping Resources

Helpful information about housekeeping, linen, cleaning, etc.

4 – CLEANING (HOUSEKEEPING JOB)

Here you can find useful information for each and every step involved in our housekeeping process.

1 – LINEN MANAGEMENT

1.1 ORDERING CLEAN LINEN

RESPONSIBLE: Shed Runner

ORDER LINEN HERE: https://integratedimagingsystems.com.au/TextilesOrdering

USER NAME: help@specclean.com.au

PASSWORD: ********

DELIVERY DAYS: Wednesdays and Fridays. Order on the previous day, before 10 am.

GOAL: Order linen at least once a week. Keep the linen fresh and shelves fully stocked.

ORDER LINEN HERE: https://integratedimagingsystems.com.au/TextilesOrdering

1.2 LINEN • CLEAN LINEN DELIVERY

RESPONSIBLE: Shed Runner

DELIVERY DAYS: Wednesdays and Fridays.

GOAL: Order linen on the day before by 10 am.

1.3 LINEN • DIRTY LINEN COLLECTION

RESPONSIBLE: Shed Runner

Dirty linen collection dates: Wednesdays and Fridays.

1.4 LINEN • TROLLEY UNPACKING

RESPONSIBLE: Shed Runner

WHAT: Once the linen has been delivered to our depot, unload the linen trolleys and store all linen on shelves, placing each type of item (e.g.: king-size sheets, shower towels) in the correct space allocated. Both trolleys should be emptied so they are available to store all the dirty linen collected from our rental properties.

GOAL: Unpack the delivered trolley as soon as possible to create space for dirty linen collected from properties.

1.5 LINEN • BED-SET PREP

RESPONSIBLE: Shed Runner

WHAT: To make linen packing easier, we should separate the linen into sets (kings and singles). See training resources.

HOW:
KING SET ( 2 king flat sheets, 1 king doona cover, 4 pillowcases)
SINGLE SET ( 2 single flat sheets, 1 single doona cover, 2 pillowcases)

GOAL: To have 75% of the linen stocked arranged in sets; and the other 25% stocked detached/separate.

1.6 LINEN • BATHROOM TOWELS SET PREP

RESPONSIBLE: Shed Runner

WHAT: To make linen packing easier, we should separate the bathroom towels into sets. See training resources.

HOW:
BATHROOM TOWELS SET ( 1 bath mat, 2 hand towels, 4 face towels )

GOAL: To have 75% of the towels stocked arranged in sets; and the other 25% stocked detached/separate.

1.7 LINEN • OTHER TOWELS PREP

RESPONSIBLE: Shed Runner

WHAT: Shower towels, bathroom kits, kitchen amenities pack, toilet paper and bathroom amenities. See training resources.

HOW:
1 king bed = 4 towels per king bed
1 single bed = 2 towels per single bed
1 bathroom = 2 toilet paper rolls + 1 bathroom amenity kit per bathroom
1 property = 1 kitchen amenities pack per property

1.8 PACK • KITCHEN AMENITY PACK

RESPONSIBLE: Shed Runner

WHAT: 1 Kitchen Amenities Pack per property.

HOW: Kitchen Menities Pack Content: 4 heavy-duty black rubbish bags, 8 small recyclable bin liners, 4 wiping cloths (chux), 1 sponge, 5 dishwasher tablets, 1 pair of rubber gloves, and 2 tea towels.

GOAL: To always have them stocked at the depot. 100 packs ready for use.

1.9 PACK • BATHROOM AMENITY PACK

RESPONSIBLE: Shed Runner

WHAT: 1 Bathroom Amenities Pack per bathroom.

HOW: Bathroom Amenities Pack Content: 1 shampoo bottle, 1 conditioner bottle, 1 body wash bottle, 1 soap bar.

GOAL: To always have a stock of 200 packs ready for use at the depot.

1.10 PACK • GUEST WELCOME PACK

RESPONSIBLE: STS PROPERTY MANAGER/ Shed Runner

WHAT: 1 Welcome Pack per property. This is currently put together by a third-party business and the shed runner places it at the property when doing a Quality Check.

1.11 LINEN • CLEAN LINEN BAGS

RESPONSIBLE: Shed Runner

WHAT: Transparent plastic Ikea bags. Used only for clean linen. These bags are numbered and tagged.

SHOP THEM HERE: https://www.ikea.com/au/en/p/dimpa-storage-bag-transparent-90187753/

GOAL: To have enough bags to handle the work volume. Make sure dirty linen is not carried with these bags.

Links: IKEA BAGS: https://www.ikea.com/au/en/p/dimpa-storage-bag-transparent-90187753/

1.12 LINEN • DIRTY LINEN BAGS

RESPONSIBLE: Shed Runner

WHAT: Fabric bags delivered by the linen supplier (ensign) should be included in the linen package so the cleaners can collect and pack dirty linen from the properties.

GOAL: To have enough bags to handle the work volume. Do not use these bags for clean linen.

1.13 HEALTH & SAFETY

RESPONSIBLE: Shed Runner

1.14 SHED MAINTENANCE

RESPONSIBLE: Shed Runner

2 – JOB SCHEDULING

2.1 USING FLEETMATICS – BOOKING JOBS

RESPONSIBLE: Booking Agent / Virtual Assistant / Property Manager

WHAT:
Booking Agent: books Exit Cleans and updates Booking Extensions;
Property Manager: books all other cleaning types.

RESOURCES: View links below.

Links:
• How to use Fleetmatics: Training Video
• Who is responsible for booking each job type: Housekeeping Job Scheduler

2.2 REVIEW WEEKLY JOB REQUIREMENTS

RESPONSIBLE: Property Manager

WHAT: Property Manager to liaise with suppliers account managers to review housekeeping jobs scheduled for the upcoming week; notify last-minute jobs.

GOALS: Weekly activity; Print Report, and liaise with Housekeeping Partner Account Managers in order to ascertain accuracy and efficacy.

RESOURCES: View the links below.

Links:
• Linen for Housekeeping | Next 2 Weeks.
Instructions: Review the report linked above to understand the volume of jobs expected in the next 2 weeks. Salesforce login required.

2.3 KEYS – OVERALL MANAGEMENT

RESPONSIBLE: Property Manager

WHAT: Use our key management system LogItOut to log keys in and out for housekeeping jobs; Make keys available to cleaners; Retrieve keys from cleaners; Make sure keys are in the respective lock boxes at properties;

GOALS: Guarantee access to the properties by all parties involved with Property Management and booking (guests, cleaners, tradespeople, owners, real estate agents, etc.).

RESOURCES: View links below.

Links:
• Key Management System: LogItOut

2.4 LINEN – PRINT JOB CARDS

RESPONSIBLE: Shed Runner

WHAT: Print each job’s Job Card containing Job information about Property, Fieldworker, Bedding configuration, etc.

HOW/WHERE: On the specific job page in Salesforce. *Induction required.

GOALS: Make the Job Cards available with keys for the linen packer every week.

2.5 LINEN – PACKING INSTRUCTIONS CARD

RESPONSIBLE: Shed Runner

WHAT: Tags with bedding configuration and other job info to be attached to linen bags.

HOW: Use the card linked below. Fill it in with all the required information.

GOALS: Every bag is to be tagged with accurate information about the job and bedding configuration.

Links:
Linen Bag Tags.
Linen Bag Tags Example.

3 – PACKING AND PREPARATION

3.1 PACKING BAGS FOR JOBS & CLEANERS

RESPONSIBLE: Shed Runner

WHAT: Use Job Cards information to pack linen for each job.

HOW: Follow instructions provided on the video below.

GOALS: To have linen packed for every job at least 24 hours prior to the job scheduled time.

* Linen, towels and amenities are only included if the property is being made GUEST READY (in preparation for guests arrival).

Video: How to Pack Linen

3.2 IDENTIFY BAGS AND ATTACH KEYS

RESPONSIBLE: Shed Runner

WHAT: Use Linen Bag Tags to identify bags with bedding configuration and other relevant information about the job, e.g., access, special instructions, etc.

HOW: Use the tags linked below.

GOALS: Have all bags tagged for every job.

Link: Linen Bag Tags
Image: Tagged Bag

4 – CLEANING (HOUSEKEEPING JOB)

4.1 CLEANING JOB EXECUTION

RESPONSIBLE: Housekeeping Partner

WHAT: Execute cleaning job according to Job Type Description (see link below).

HOW: Follow all instructions and checklists according to job type, e.g., Exit Clean, Departure Clean, Initiation Clean, Service Clean, etc.

GOALS: Execute all jobs according to job card instructions and Job Type Description.

Links:
• STR Housekeeping Job Types and Inclusions

4.2 GUEST FEEDBACK CARDS & SF AUTOMATION

RESPONSIBLE: Property Manager

WHAT: Have the Guest welcome pack ready and made vailable for every arrival. Include the Housekeeping Feedback Card in the welcome pack.

HOW: Follow all instructions and checklists according to job type, e.g., Exit Clean, Departure Clean, Initiation Clean, Service Clean, etc.

GOALS: Have the Guest feedback Cards in the welcome pack for every guest arrival.

Links:
• Housekeeping Feedback Card

5 – REVIEW, INVOICE, REPORT

5.1 CLEANING QUALITY REVIEW – PROPERTY CHECKS

RESPONSIBLE: Property Manager

WHAT: Run Housekeeping Feedback Survey. See links below.

HOW: Visit property after job has been finished and run the Cleaning Feedback Form. See links below.

GOALS: Have every job checked and ascertain it scores above a certain threshold.

Links:
• Housekeeping Feedback Survey
• Property Cleaning Checklist

5.2 PROPERTY – CONDITION REPORTS

RESPONSIBLE: Housekeeping Partner

WHAT:

HOW:

GOALS:

5.3 INVOICING – RECEIVING, REVIEWING AND APPROVING

RESPONSIBLE: Property Manager

WHAT:

HOW:

GOALS:

5.4 CUSTOMER – GUEST – CROSS-CHECKING INVOICE PREPAID CLEANING FEE

RESPONSIBLE: Property Manager

WHAT:

HOW:

GOALS:

5.5 MANAGEMENT REPORT

RESPONSIBLE: Virtual Assistant + Property Manager

WHAT:

HOW:

GOALS:

5.6 PARTNER FEEDBACK

RESPONSIBLE: Virtual Assistant + Property Manager

WHAT:

HOW:

GOALS:

Links:
• Supplier Feedback Summary
• Feedback Presentation

Housekeeping Resources

Helpful information about housekeeping, linen, cleaning, etc.

1 – LINEN MANAGEMENT

3 – PACKING AND PREPARATION

4 – CLEANING (HOUSEKEEPING JOB)

5 – REVIEW, INVOICE, REPORT

Here you can find useful information for each and every step involved in our housekeeping process.

1 – LINEN MANAGEMENT

1.1 ORDERING CLEAN LINEN

1.2 LINEN • CLEAN LINEN DELIVERY

1.3 LINEN • DIRTY LINEN COLLECTION

1.4 LINEN • TROLLEY UNPACKING

1.5 LINEN • BED-SET PREP

1.6 LINEN • BATHROOM TOWELS SET PREP

1.7 LINEN • OTHER TOWELS PREP

1.8 PACK • KITCHEN AMENITY PACK

1.9 PACK • BATHROOM AMENITY PACK

1.10 PACK • GUEST WELCOME PACK

1.11 LINEN • CLEAN LINEN BAGS

1.12 LINEN • DIRTY LINEN BAGS

1.13 HEALTH & SAFETY

1.14 SHED MAINTENANCE

2 – JOB SCHEDULING

2.1 USING FLEETMATICS – BOOKING JOBS

2.2 REVIEW WEEKLY JOB REQUIREMENTS

2.3 KEYS – OVERALL MANAGEMENT

2.4 LINEN – PRINT JOB CARDS

2.5 LINEN – PACKING INSTRUCTIONS CARD

3 – PACKING AND PREPARATION

3.1 PACKING BAGS FOR JOBS & CLEANERS

3.2 IDENTIFY BAGS AND ATTACH KEYS

4 – CLEANING (HOUSEKEEPING JOB)

4.1 CLEANING JOB EXECUTION

4.2 GUEST FEEDBACK CARDS & SF AUTOMATION

5 – REVIEW, INVOICE, REPORT

5.1 CLEANING QUALITY REVIEW – PROPERTY CHECKS

5.2 PROPERTY – CONDITION REPORTS

5.3 INVOICING – RECEIVING, REVIEWING AND APPROVING

5.4 CUSTOMER – GUEST – CROSS-CHECKING INVOICE PREPAID CLEANING FEE

5.5 MANAGEMENT REPORT

5.6 PARTNER FEEDBACK

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