In-House or Outsource? Finding the Best Solution for Your Facility

The question of insourcing versus outsourcing simmers beneath the surface of every operational decision. As facility managers grapple with the optimization of cleaning and maintenance, this choice becomes pivotal. Understanding the impact of cost, quality, and control is essential to making the best decision.

Determining the correct option requires carefully assessing a facility's size and needs. Each building, whether a sprawling campus or a compact office space, requires careful consideration and planning. The optimal cleaning process produces clean buildings, manages costs, and considers employee and occupant morale.

This article examines the strengths and weaknesses of insourcing and outsourcing cleaning services. At the end, we'll discuss how Hillyard's Envirologix Program can serve as a compass to guide facility managers through this decision.

Pros and Cons of In-House Cleaning

When considering the approach to building cleaning—whether to insource or outsource—it's essential to weigh the pros and cons of insourcing. Understanding these aspects can help facility managers and owners make informed decisions that align with their operational goals and financial constraints.

Benefits of Insourcing

One of the perceived advantages of insourcing is that it may initially seem less expensive, as the direct costs of cleaning are more apparent and seemingly under control. An in-house cleaning crew allows for immediate issue resolution and potentially higher job thoroughness due to the staff's familiarity with the workspace and its specific needs.

Insourcing also provides a greater degree of control over the daily activities of the cleaning staff, potentially facilitating a more customized cleaning routine. This personal oversight can result in a highly tailored service, ensuring that the unique aspects of the facility are adequately addressed. Additionally, in-house teams can build a strong understanding of the company culture, which may translate into a more personalized approach to cleaning and maintenance tasks.

Drawbacks of Insourcing

However, insourcing carries certain drawbacks that facility managers need to be vigilant about. The operation incurs not only direct costs such as salaries and cleaning supplies but also indirect expenses including management, operational overhead, and training.

Insourced cleaning teams, being part of the organization, may face the same issues of employee turnover that affect other departments, and managing these human resource-related issues can detract from a facility owner's or manager's ability to concentrate on core business activities.

Pros and Cons of Outsourcing

Outsourcing the cleaning of a commercial facility can be an attractive option for many businesses looking to streamline operations and focus on their core areas of expertise. Below we will explore the advantages and disadvantages of choosing to outsource janitorial and maintenance tasks.

Advantages of Outsourcing

Outsourcing building cleaning to janitorial companies or professional cleaning services can bring about numerous benefits for a facility owner or manager. Here are some of the top advantages:

1. Cost Savings: One of the primary benefits is the potential for cost savings. Professional cleaning companies often achieve economies of scale that an individual business might not, which can translate into lower costs for the services provided.
2. Efficiency and Expertise: Cleaning services are typically the core business for janitorial companies, meaning they possess specialized knowledge and operational procedures, resulting in enhanced efficiency and service quality.
3. Focus on Core Activities: By offloading cleaning tasks to an outside firm, organizations can concentrate on their primary business goals, potentially increasing productivity and competitiveness.
4. Scalability: Outsourcing allows for flexibility as companies can scale their investment based on current needs and adjust accordingly to changing circumstances or demand.
5. Reduced Burden of Management: Eliminating the need to hire, train, and manage a cleaning staff reduces administrative overhead and also could alleviate issues related to employee turnover.
6. Access to Advanced Techniques: Professional services often stay abreast of the latest in cleaning standards and green cleaning innovations, providing a quality of service that might be challenging to replicate in-house.
7. Service-Level Agreements: SLAs or contracts clearly outline the terms, performance expectations, and scope of services, ensuring a mutual understanding of deliverables.

Disadvantages of Outsourcing

As with any business decision, there are potential pitfalls to consider. The following are some of the disadvantages of outsourcing building cleaning:

1. Loss of Direct Control: Outsourcing may reduce the facility manager's direct oversight and control over cleaning operations, which can be critical for some businesses.
2. Dependency: There can be a reliance on the performance and reliability of the service provider. Any lapse in service quality can negatively affect the organization's operations and reputation.
3. Communication Challenges: Coordinating with an external provider can sometimes lead to misalignments or delays, which can impact the overall strategic objectives of the facility.
4. Contractual Limitations: Fixed contracts may lack flexibility, and there may be discrepancies in what is expected versus what is delivered. This rigidity can hinder adaptations to changing business requirements.
5. Potential for Hidden Costs: While outsourcing can offer upfront savings, there may be additional costs related to contract termination, unanticipated service needs or discrepancies that may arise.

In conclusion, outsourcing building cleaning can offer significant benefits such as cost-efficiency, access to expertise, improved service quality, and the ability to concentrate on core business functions. However, the decision demands careful consideration of the potential loss of control, dependence on the service provider, and other challenges that could arise. Facility managers and owners should weigh these pros and cons against their specific company goals, industry standards, and operational requirements.

Use Hillyard's Envirologix Program to Figure It Out

Businesses often grapple with the decision to insource or outsource building cleaning services. Factors like cost, control, and quality come into play, making it a complex choice. Fortunately, Hillyard developed Envirologix to help our customers figure it out.

What is Envirologix?

Envirologix, developed by Hillyard, is a program designed to address and optimize cleaning and janitorial needs. It encompasses a suite of programs that cater to both outsourced and in-house cleaning plans, offering a methodical approach to maintaining the cleanliness and hygiene of commercial facilities. Envirologix is grounded in contemporary cleaning standards and our proprietary database of over one billion square feet of building analyses, bringing together the right combination of products and procedures to identify your best options.

How Envirologix helps you plan in-house cleaning

For facility managers opting to maintain their cleaning services in-house, Envirologix serves as a strategic partner. Here's how it can help:

• Customized Cleaning Routine: Envirologix works with your facility data to design a tailored cleaning schedule that fits your unique demands and business cycles.
• Training and Standards: Envirologix helps ensure that employees meet professional standards and identifies the training needed in the latest cleaning methods. With the optional Envirologix+FTE service, it can provide you with balanced workloads for your custodial staff.
• Supply Management: Envirologix assists in managing inventory. By identifying the necessary cleaning supplies and equipment, we help you ensure inventory is on-hand without overstocking.
• Ongoing Support: Envirologix offers annual support, helping to adapt your cleaning program to arising needs.

How Envirologix helps you outsource your cleaning

When deciding to outsource, Envirologix provides an array of support:

• Write Better Contracts: Envirologix can define your scope of work, allowing you to negotiate clear SLAs to define service scope, quality, and outcomes, mitigating the risk of misunderstandings.
• Supplies and Equipment Sourcing: Envirologix identifies the supplies and equipment needed to perform to your desired scope, giving you the insights needed to tell if your cleaning service is providing the agreed upon value.
• Performance Monitoring: Envirologix includes a quality inspection module you can use to record the outsourced service’s performance to ensure compliance with agreed standards.

In conclusion, whether a business chooses to in-house or outsource their cleaning, tools and services like Hillyard's Envirologix provide the necessary framework to make an informed decision and ensure the maintenance of high-quality cleaning standards.

Envirologix Explained in 2 Minutes

Getting Started with Envirologix

Envirologix has become a trusted solution embraced by a broad spectrum of institutions, including K-12 schools, universities, and long-term healthcare facilities throughout the United States. Its versatile application across these varied environments underscores its adaptability and effectiveness in meeting the unique challenges posed by these settings.

Start your journey with the Envirologix program by contacting your local Hillyard representative. Both Envirologix and Envirologix+FTE are premium services provided by Hillyard. In many instances, we will waive some of the cost for customers who purchase a significant portion of their cleaning supplies from Hillyard. Connect with your local Hillyard representative for a detailed discussion on the advantages of Envirologix and to determine whether you qualify for a discounted rate on the Envirologix program.