By Steve Ashkin, The Ashkin Group

Last month I began a series on the “key” selling strategies by introducing the 3 Bucket Approach to evaluating a prospects/accounts needs and then to logically organize the information in a way that allows them to make a purchasing decision. If you haven’t read least month’s article or want to do a quick refresher, simply click here.

This month we want to continue the series with an article to help you actually gather the information that later will be sorted into the 3 Buckets. While this article is a little longer than I typically like to write for DestinationGreen, I think you’ll find it packed with lots of valuable information.

So as you begin your evaluation/audit/survey (it goes by many names) there are a number of things to look for. But whether or not you have an actual form to guide you, the following is some of the information you may want to record.

Just keep in mind that the level of detail is based on what you really need to do to help the prospect make an informed decision. And it is also based on generating a reasonable return on your investment of time and effort (this is after all designed to help you become a more successful Green Cleaning sales professional).

And please don’t misconstrue the previous comment. I absolutely want you to do a good job and focus on protecting occupant health and the environment, as well as creating real value for your customer/prospect. But a small account that may generate only $500 in total sales for an entire year may require you to either do an abridged audit and analysis, OR you can actually consider charging the prospect for your time and effort. For a large account, you typically will consider the audit as an essential part of the selling process.

But regardless of the size of the account or how you choose to get compensated for your efforts, there are some things to look for. The following are some of the most common things, although it is not intended to be all inclusive:
• Chemical inventory: At a minimum, note the product and manufacturer’s name. This is important so you can match it up with a MSD sheet or one of the online databases to determine hazards. In addition, you may want to note the location where the product was found especially if it wasn’t in a primary product storage area. Some of the “red flags” to note include:
- Ready-to-use products
- Dilution equipment, especially if the prospect is not using any or if it needs repair
- Aerosol products
- Chlorine bleach especially when it is found outside of a laundry area
- Ammonia
- Product labeled as “dangerous”, “flammable” or “poisonous”
- Products that occupants have brought from home
- Unlabeled or inappropriately labeled containers
- Any damaged or leaking containers

• Paper products: At a minimum note the recycled content (if any) and size of the rolls, and whether or not hand towels are roll or multifold. For roll products, note the size of the rolls to see if they can be replaced with larger rolls. And of course, note the appropriate information on dispensers. Some of the “red flags” to note include: - Multifold towel dispensers
- Dispensers that are broken, damaged or otherwise not correctly dispensing product such as those with automated sensors that are not working properly or where the tension of the dispenser combined with a low quality (low strength) paper product results in the paper tearing easily and therefore not correctly dispensing.

• Plastic trash can liners and trash receptacles: At a minimum, note the recycled content, type and thickness of the plastic liners, and any other appropriate information because these days, there are lots of different types of liners. And try to determine if the customer has standardized trash cans, which often is a terrific opportunity to help them identify only the appropriately sized bag which will reduce excess (or wasted) plastic material and will save the customer money. Some of the “red flags” to note include:
- Trash cans requiring multiple liners
- Trash cans with liners that are obviously too large or too small for the can

• Janitorial equipment: At a minimum collect the manufacturer’s name, model number and size of the equipment, which later can be matched up with manufacturer’s technical sheets. In addition, make a general assessment of the state of repair of the individual equipment especially noting damaged cords and other items that are serious hazards and ask if they have any repair logs. Some of the “red flags” to note include:
- Visible damage such a bare wires or cords that have been repeatedly taped
- Vacuum cleaners that do not contain disposable filter bags
- Vacuum cleaners whose bags are full to the top (vacuum efficiency typically declines significantly when bags are more than a quarter full and virtually don’t perform when half full)
- Floor machines that leave tracks due to damaged or misaligned squeegees
- Floor scrubbers and carpet extraction equipment with water left in the solution or recovery tank
- Propane tanks stored on site

• Entry mats: Most Green Cleaning programs take full use of entry mats to prevent soils from entering the building. So inventory mats and determine if they are at all entries actually used by occupants and visitors. Specifically make note of the size, condition and whether or not the mat is appropriate for the location. Some of the “red flags” to note include:
- Mats that are too short or small
- Mats that have curling corners and edges
- Mats that are old, worn or loaded to the point where they cannot capture soil or moisture
- Mats that move when you walk across them

• Other: Keep an eye out for mops and mop buckets, recycling containers, carts, and anything else you might see. Generally, note their state of repair, size and if they appear to be appropriate for the task. Each may offer a “greening” opportunity.

Other valuable audits can include:
• General housekeeping assessment: A simple walk-through of the building can be conducted to assess the current state of cleanliness and orderliness. Evaluate entryways including exterior entryways, lobbies, restrooms, offices, cafeterias and food preparation areas, laboratories, guest rooms, etc., which will vary depending on the individual building. Note conditions and where improvements can be made. Some of the “red flags” to note include:
- Visible soil and pay attention to odors
- Signs of insects and rodent droppings
- General disarray and note offices, classrooms, work spaces and other areas where desks, credenzas, cabinets, floors, etc. are so cluttered that dusting and floor care cannot be conducted
- If recycling and trash are being managed properly such as wet trash in recycling bins or office paper in wet trash bins
- Dirty, messy and smelly restrooms
- Look beyond “typical” cleaning issues. You may see cardboard taped to HVAC diffusers in the ceiling, personal air filters or space heaters on desks, collections of cleaning products brought from home, etc. all of these are cries from occupants saying “I’m not comfortable here!” This may be a red flag for vulnerable populations.

• Cleaning procedures: Spend some time with the cleaning crews and observe how they clean. There are a million things to look for from how efficiently and effectively they are cleaning, do they need training on the appropriate use of different kinds of equipment, or they emptying filter bags and capture tanks at the appropriate intervals, are they mixing and using chemicals correctly, are they disposing of waste products correctly, are they using hot water when cold water would work, are they protecting themselves from back and other injuries, are they handling recyclables and waste appropriately, and the list could go on. Some of the “red flags” to note include: - The lack of written plans and standard operating procedures
- The lack of specific daily job cards and work assignments

• Assessment of storage areas: A simple assessment can identify any immediate storage problems such as incompatible chemicals (i.e. bleach and ammonia being stored on top of each other), electrical or other issues. Also note how the area itself is organized. Often simply organizing the storage area can help manage inventories, reduce waste and perhaps most important of all, reduce the time wasted getting cleaning people started. Some of the “red flags” to note include: - Incompatible products such as bleach and ammonia being stored together
- Leaking or otherwise damaged products
- Flammable products
- General disarray and clutter

Again I want to reiterate that the above items are NOT intended to be complete or all inclusive, but rather just to help you get started and to stimulate your powers of observation as you seek ways to truly help your customer.

Next month we will provide some insights and “tips” on writing up the reports.

Good luck selling,

Steve

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About the Author:

A 25+ year veteran of the cleaning industry, Stephen Ashkin is the author of Green Cleaning for Dummies and a tireless advocate for environmentally preferable cleaning products. Often referred to as the “father of green cleaning,” Ashkin has played a pivotal role in setting industry standards, promoting environmentally preferable products, and advocating for socially responsible practices.

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