Keys to Maintaining Janitorial Equipment
After labor expenses, there's typically no greater cost for a building service contractor (BSC) than equipment. The tools of the trade can be pricey, but they're what allow you to do your job effectively and efficiently. Protecting that investment, then, is a top priority.
With proper care, machines like buffers and scrubbers can run reliably for many years. Without it, however, you'll be dealing with unexpected breakdowns and machines that die well before they should.
What are the keys to properly maintaining janitorial equipment?
Start From Day One
Caring for your equipment begins the day you purchase it (not months later when it starts to show signs of wear). Most BSCs never open the owner's manual that comes along with every new machine or tool. That's a mistake; it's where the manufacturer shares best practices for operating and maintaining their product.
Also, take advantage of any training your distributor offers. This is particularly important with any new technology or complicated machinery, especially if you have staff with heavy turnover. You want to be certain everyone on your team knows how to use and care for every tool in their arsenal. Create and update your procedures manual, and remember to offer training to new employees and abbreviated retraining to the entire staff on a regular basis.
Proper Care of Vacuums
For most BSCs, the vacuum cleaner gets more use than any other equipment. Daily maintenance is key to keeping this important tool running smoothly. Each day, perform the following inspections:
- Check the bag and replace it when it's half full (letting the bag overfill prevents the vacuum from working effectively).
- Examine the filter for excessive soil. Clean (if washable) and/or replace if needed. Also look for obstructions in the clog ports or fan chambers.
- Look inside the hose to make sure it's not heavily soiled or clogged (clean as needed) and make sure the hose is properly attached to the machine.
- Check the cord for cuts or frayed wiring and the exterior of the vacuum for cracks or broken parts. (Damaged vacuums should be replaced or sent to an authorized service center for repairs.)
- Remove any obstructions that are wrapped around the brush roller or beater bar on an upright vacuum.
Also, the brush roller typically needs to be replaced every two to three months. Also, if you notice a difference in motor sound or smell burning rubber, shut down the vacuum immediately and reinstall or replace the belt.
Maintaining Extractors
Carpet extractors are a much larger capital expense than vacuums. So it's important to avoid replacing a machine that costs thousands of dollars sooner than is necessary. Routine maintenance of these machines (whether self-contained, wanded, or truck-mounted) is simple, requiring just 10 to 15 minutes each day to perform the following inspections:
- Tanks and water lines: Check for cracks or leaks daily, and clean them immediately after use.
- Nozzles and wands: Look for dents or cracks in the wand head that could contact the carpet. Make sure the tips of the sprayer are free of debris and mineral buildup.
- Hoses: Examine the hose connection for leaks, and check for tears, cracks, or obstructions in the suction or solution hoses. Clean the hoses and hose connections after each use
- Other parts: Check the brush roller for damage and excessive debris. Look over the wheels, tanks, cord connection, and switches for wear and tear.
These simple tips—along with safe storage—can extend an extractor's lifespan from two years to as many as 10.
Caring for Auto Scrubbers and Buffers
Complex machines like auto scrubbers and buffers can require more time consuming maintenance. Daily maintenance tasks include:
- Check the squeegee for debris (which can lead to streaking) and clean as needed.
- Inspect pads/brushes for wear; clean and replace as needed.
- Wipe down the entire surface, including the cord, after each use. Also, check the machine for cracks or damage and the cord for frayed wires.
- Rinse out the tanks after each use.
- Rotate blades
- Rinse and flip pads after every two hours of operation.
- Verify vacuum shut-off device is working properly.
- Charge batteries after extended use.
Each week, take the additional steps of inspecting the solution filter for clogs/debris, doing the “sniff test” for mold or other foul odors, check the water level of acid batteries, inspect terminals for build up and tighten as needed, and check the recovery system for leaks. Every other week, take time to blow out the the motor. Finally, once a month, check the wheels for damage or wear, inspect and lubricate moving parts, and verify all screws and bolts are and tight.
Battery Maintenance
If you're like many BSCs, you've been moving away from corded equipment in favor of battery-operated technology. You've probably noticed that batteries are becoming smaller and lighter, and holding their charges longer. Although batteries don't last forever, they can have pretty long life expectancies when properly maintained.
No matter the type of batteries you're using, some general tips include storing and charging them in a well-ventilated area that's neither extremely hot nor cold. Always wear personal protective equipment when performing battery maintenance. And keep sparks, flames, and cigarettes away from all batteries.
Follow these simple steps for deep-cycle flooded, AGM, and gel batteries:
1. Charging
- Charge after each use, following manufacturer recommendations
- Ensure the electrolyte level is above the plates before charging (flooded batteries only)
- Tighten vent caps before charging
- Don't interrupt a charge cycle and never charge a frozen battery
2. Watering (flooded batteries only)
- Add water only after fully charging the battery (unless plates are exposed)
- Check with the manufacturer regarding proper electrolyte fill levels
- Never allow the electrolyte level to fall below the plates
- Only use distilled water and never add acid to a battery
3. Cleaning
- Tighten all vent caps before cleaning
- Clean the battery and cable lugs with baking soda and water
- Don't allow anything to get inside a battery
- Rinse with water and dry
4. Equalizing (flooded batteries only)
- Connect battery to charger, set to equalize mode, and start the charge cycle
- Take readings each hour; equalization is complete when voltage no longer rises
- Talk to the battery manufacturer if the charger doesn't have an equalization setting
5. Storage
- Completely charge batteries before storing
- Keep batteries fully charged to prevent freezing
- Avoid direct exposure to heat sources, such as radiators or heaters
Other Notes
Record your maintenance efforts by keeping a log for every piece of equipment. Keep notes of daily and routine inspections and cleanings, as well as any repairs. This maintenance log will help managers ensure maintenance is being performed in a timely manner. They can also check the entries when problems arise to determine if any employees need training.
Speaking of, trained employees can do some basic repairs. It's a good idea to have at least one person on every crew trained in the basic mechanics of every machine. When it comes to technical maintenance and expert repairs, however, these more complicated procedures should be left to qualified service professionals.
Check equipment warranties carefully because some will be voided if anyone other than a service professional attempts machine repairs.
Remember: First impressions matter. Dusty or damaged equipment may send a subtle signal to your customers that you're not running a professional operation. On the other hand, when customers see that your equipment is clean and well cared for, they'll know that you pay attention to detail.
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