Cleaning Program and the essential components

What is a cleaning program?
A cleaning program is a system that the operator or manager devises in order to organize all the cleaning and sanitizing jobs in the establishment.
A well-designed cleaning program is an incorporated part of any food safety system.

Cleaning program :
• Survey cleaning needs
• Devise a master cleaning schedule
• Choose and collect correct cleaning materials
• Introduce the program to employees
• Supervise program implementation
• Monitor the program

Essentials of cleaning program

Surveying Cleaning Needs : As a manager, to start planning a cleaning program is to walk through every room of own establishment, holding a clipboard or tape recorder, and write or record every area, surface, and piece of equipment that needs to be cleaned.
Examine the whole establishment from a fresh point of view, searching for spots that might be neglected as we might be too familiar with the layout that we do not notice them.
While surveying cleaning needs, examine closely the ways in which the cleaning is currently being done. And ask if there are any procedures that could be improved.
The next step is to estimate the duration needed for the cleaning and sanitizing procedures. Decide whether each job can be done most efficiently by one, two, or more people. Identify and describe all the equipment and materials needed for each job.
Bear in mind that many items require a few cleaning methods. Kitchen floors, for example, require removal of dust, debris, and grease after each meal period, and deep scrubbing every few days. Include responsibility for seasonal cleaning tasks whether we are using our own employees or outside cleaning specialists. We also have to include cleaning requirements outside the building, such as garbage and recycling areas, grease storage areas, drive-through lanes, and parking lots.

Devising a master cleaning schedule : Now we collect all the information from the survey in the form of a master cleaning schedule – summary of all the cleaning operations in the establishment. For each item there should be an entry indicating :
• What is to be cleaned
• Who is to clean the item
• When it is to be cleaned
• How the job is to be done.

What is to be cleaned
The master cleaning schedule should be arranged in a logical manner to prevent anything that will be overlooked. For example, all the cleaning jobs in one room can be placed in one list. The schedule can also list jobs in the order to be performed and the person responsible for it. The master schedule should be flexible enough so that any substitutions or changes can be made easily; for example, magnetized name labels or dry-erase chart boards for posting daily cleaning schedules.

Who is to clean it
A specific individual has to be responsible for each item on the list of jobs. During the planning process, include the employees in decision makings as they clean the items regularly, they might have suggestions to improve their efficiency.
In general, employees should be responsible for continuous cleaning of their own work areas, adhering to a clean-as-you-go policy. Rotating the cleaning assignments helps to prevent people from getting bored and also distribute the unpleasant tasks.

When it is to be cleaned
Major cleanup tasks should be scheduled at a time when contamination of foods is least likely to occur and interference with service is minimized. Avoid scheduling too much cleaning at closing time where corner-cutting is likely.

How it is to be cleaned
It is very important to provide clearly written and detailed procedures for cleaning all areas and items of equipment. These written procedures should be able to guide the employee along, whether a novice or a veteran, step-by-step. Manufacturer’s instructions for cleaning pieces of equipment must always be followed.
Specify tools by name and by color code, if colors are used to distinguish food-contact from non-food contact items, and cleaning from sanitizing agents. List cleaning agents by brand name.
The manager should post main points of cleaning instructions near the item described so that employees do not have to make an extra trip to the master cleaning schedule.
Any unusual hazards or special precautions involved must be clearly stated for every job. Have employees refer to the Material Safety Date Sheet (MSDS) for each chemical product. Keep manufacturer’s operation manuals, cleaning directions, and MSDS for all equipment in one location for future reference for the manager and all employees.

Choosing correct cleaning materials
Once the master cleaning schedule is developed, the manager has a brief idea of the kinds of cleaning products and tools needed.

Cleaning products
We have to select a range of cleaning products that will efficiently provide the cleaning power needed for the kinds of soils and equipment in the establishment. Most cleaning products can be used for several different jobs. A typical cleaning and sanitizing product line-up is:
• Hand washing soap
• Floor and all-purpose detergent
• Abrasive cleaner
• Solvent cleaner
• Glass cleaner
• Manual ware washing detergent
• Automatic dish machine detergent
• Automatic dish machine rinse aid
• Sanitizer

Keeping a simple group of basic products that are effective and versatile, combined with good procedures and tools that are appropriate and well-kept can provide the safest and most cost-effective route to a clean and sanitary establishment.

Cleaning Tools
Providing adequate and appropriate sanitation tools is the next step in guaranteeing efficient cleaning. Examples of cleaning tools are metal scrapers, heavy rubber gloves, clean cloths, brushes, brooms, wet mops, dust mops, two-compartment hand buckets, mop buckets with presses and dust pans.
Brushes of nylon, plastic, or natural fibers are common cleaning tools. Some wood-backed natural fiber brushes are hard to keep clean as bristles by the wood backing draws moisture and cleaning compounds. The moisture in the wood causes small cracks to form where bacteria can grow and absorbed chemicals can be a potential safety or chemical hazard.

The manager’s responsibility
Placing emphasis on effective two-way communication, the manager must see that all employees understand the importance of the cleaning program and stress preventive maintenance to avoid breakdowns in sanitation. By evaluating the cleaning program and its participants regularly, the manager can identify any ineffective procedures and make the appropriate adjustments to increase efficiency.

Introducing the program to employees
The manager must devote time and energy to engage the employees with the schedule and to enlist their support for the program. Be sure to reward employees when they have done well so that they know they are an integral part of the cleaning program and its success. Note that a server is assigned to several different stations during one week.

Supervising implementation of the program
It is vital to keep people aware of the cleaning program is the manager’s continued interest and follow-up, and that it is expected to function on a permanent basis. Any changes in the menu will affect the schedule. The master cleaning schedule should be used for making self-inspection sheets for individual employees and a master inspection sheet for the manager. By making use of these inspection sheets, the manager can successfully move into monitoring the program.

Monitoring the program
The manager should regularly review the cleaning program and consider the following questions:
1. Is the program working for the facility or should it be revised?
2. Do I have all the tools needed for the staff to do each task according to the specified procedures?
3. Does the schedule give enough time for employees to clean during their shifts and after closing?
4. Do I have enough employees for cleaning or do I need to hire outside cleaning specialists for certain jobs?
5. Are employees properly trained in cleaning, sanitizing, and chemical safety procedures?