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Benchmarking the Custodial Process
Custodial costs are one of the easiest services Facility Managers can benchmark. What makes it so easy is that for most FM's it is a contact with a readily definable scope. The information you need to benchmark is the:
There are other benchmarking metrics that help define the quality of the services and we will get to those a little further in the article.
Step 1Custodial Benchmarking Definitions
Custodial includes periodic cleaning, special cleaning, and trash collection.
Custodial Maintenance CostsNOTE: Below is a worksheet only. Line C1 is the only item submitted. Include all costs whether there is a specific function sub-category listed or not. In most organizations, the sum of line C1 will equal the Custodial Maintenance budget. Functions listed in the table below are areas that comprise Custodial Maintenance Costs and are for your use.
Cleanable AreaCleaning is defined as a routine process on a regular basis that is performed by custodial staff. If you have measured the area cleaned for contractual purposes or other reasons then use that value. If your cleanable area is unknown then use the following formula:
Cleanable Square Feet = Gross Square Feet minus walls (1.5% of gross square feet) minus non-cleanable areas (i.e., electrical closets, mechanical rooms, storage rooms).
Step 2How Do I Compare With Others
Once this information is collected it is easy to normalize the data on a unit cost basis to determine how efficiently the cleaning process is being handled. One of the cleaning cost charts in the Facility Managers Roundtable Group would look like this
Each bar on the chart represents a site cost per cleanable square foot. Of noteworthy interest is how consistent the cost structure looks for participants - there are only a couple of sites with very low or very high costs. About half of the participants can be grouped in the range between $1.00 and $2.00 per cleanable square foot. You may also have noticed the diamond symbols on secondary axes. These are customer satisfaction values from the occupancy survey. A better way of looking at this information is shown in the quadrant chart below.
Note that we have identified the Low Cost and High Satisfaction participants with this chart in the upper left quadrant. What can we learn from these results
Step 3Using This Information
You've completed your custodial data collection and performed the calculations. Here are a few questions you should ask yourself
Step 4Some Best Practices
Metrics from the Facility Managers Round Table (FMRT)
In 2004 there were 94 unique sites in the FMRT with a median size of about 1,400,000 million square feet. See the chart below to see how the group looked by industry type.
Participants By Industry Type
MOVE / CHURN COST METRICS
Articles written starting January 2009 are based on data from FM BENCHMARKING, the online benchmarking tool for facilities managers and CREs. Data tracked by FM BENCHMARKING includes cost data (utilities, maintenance, custodial, security), sustainability data, and best practices. FM BENCHMARKING is available on a subscription basis for $275 or less per year (with discounts for multiple buildings); included with each subscription is the ability to compare one's building to any others in the database, through a comprehensive set of filters. For more information, go to www.fmbenchmarking.com.
Articles written prior to January 2009 were written by Facility Issues. FM BENCHMARKING is a collaboration between Facility Issues and FMLink.