Optimizing personnel management during the school year

For many institutions such as schools, kindergartens, canteens, but also external cleaning services, the beginning of the school year means a period of increased activity. After a more peaceful summer, the daily routine is back.

Proper team management settings are crucial during this period. Minimizing stress, optimizing performance and ensuring smooth running of operations is helpful. Here are some recommendations that might help:

Plan in cycles, not reactively

Instead of solving problems "on the spot", we recommend setting up weekly and monthly planning of services, changings, supplies and holidays. A transparent schedule helps in preventing both work overload and staff shortage. Utilize simple tools like shared calendars and tables, but also wall schedules. If you involve the staff in the planning process, it will increase their sense of responsibility and motivation.   

Think of a reserve

The school year also brings unpredictable situations, such as sick children of your employees, the flu season, etc. That is why you should always count on a personnel reserve which you can quickly activate, if necessary. Even a short-term absence can significantly affect the running of an operation, especially when it comes to shortage in key positions.

Everybody should know what to do

Each team member should be aware of their responsibility and have a defined framework of tasks, available either visually or in writing. This is especially helpful in an environment with alternating shifts, part-time workers or external staff. Morning meetings or quick review sessions before the start of each work day can be helpful. 

Emphasis on hygiene and disposable material

With the return of children to collectives, the need for hygiene, whether in canteens or classrooms, also increases. That is why it is important that hygienic material is available, in good-quality and always on hand. Choose products that make the work of staff easier, such as large-capacity toilet papers, paper towels to containers, soap dispensers and disinfection.

Motivation and human approach 

The greatest value of any operation is a stable, motivated staff. Even a small expression of gratitude or the opportunity to participate in the improvement of processes can  significantly impact the working atmosphere. Regular feedback, the opportunity of suggestions for improvement and support from the management pay back in difficult periods in the form of loyalty and higher efficiency.

Training and education without creating pressure

Instead of one long training, choose 10-15 minutes of "micro-trainings" regarding e.g. safety when handling chemicals, correct filling of dispensers, ergonomics, working with machines. During the first shifts, let the novice observe an experienced colleague and let them confirm their mastery of key tasks by signing the training sheet.

Communication and feedback

Make reporting defects or deficiencies easier through a simple form (a QR code available in the warehouse or in the sink). Once a month, review the suggestions for improvement and evaluate what has been introduced into practice. Small changes (e.g. moving the container, changing the product) can often bring a big effect.

Crisis scenarios

Have a "minimum service" plan ready for cases such as epidemics, power or water outages: shortened cleaning intervals of critical zones, list of prioritized spaces, division of the team into A/B groups or emergency supplies of hygiene products available.

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