Scheme cleaners lead the way with value for money project

Three Trivallis scheme cleaners have helped transform the way cleaning supplies are ordered and distributed across our sheltered housing schemes, creating a new approach that is expected to improve efficiency, reduce costs and deliver better value for tenants.

Shannen, Helen and Andrezej led the work as part of a Value for Money (VFM) project, using their day to day experience to identify practical improvements to how cleaning products are managed across our 22 schemes.

The project focused on addressing long standing challenges around ordering supplies, tracking deliveries and ensuring products were available when needed. Working closely with colleagues, the team developed a new system that includes a master list of approved products, central storage locations and a clearer process for ordering, receiving and distributing stock.

Rather than being designed from behind a desk, the changes were shaped by the people who use the products every day.

Speaking about the work involved, Shannen said:

“Me and Helen had lots of meetings, just the two of us. We cleared out a whole storage area, got it ready, ordered shelving and made sure there was enough space for all the products we wanted to keep there. It’s taken a lot of work, but it’s been worth it to see it all come together.”

The team’s work has created a more consistent approach across all schemes while laying the foundations for bulk ordering, reducing delivery costs and improving stock control.

The changes are expected to generate savings of at least 10% on product costs, helping ensure service charges continue to deliver value for money for tenants.

For Helen, one of the biggest benefits is the difference the new process will make to everyday working life for scheme cleaners.

“With the old process, you could place an order and wait six weeks or more for it to arrive. If we ran out of products, it could affect the service we provide. Having a central hub is a huge improvement because cleaners can access what they need more quickly, it’s easier to keep track of stock and it will help save money too.”

Alongside the savings and efficiencies, the project also brought scheme cleaners together to share ideas and shape improvements collectively. Many work independently across different locations and rarely have the opportunity to meet with colleagues from other schemes.

Senior Sheltered Housing Officer Sam Garland praised the group’s contribution throughout the project.

“We involved our cleaners because they’re the experts in this field. They understand the challenges, they know what works well and they know where improvements can be made. The project was heavily led by them from the beginning. I’m incredibly proud of the team and what they’ve achieved. They’ve put so much work into this, taken real ownership of the project and delivered something that will benefit both staff and tenants.”

The project is the first completed Value for Money initiative delivered by a cohort of scheme cleaners and demonstrates the impact staff knowledge and experience can have when shaping services.

Keiron Cook, Executive Director of Communities, said:

“I’m incredibly proud of what the team has achieved. They’ve taken ownership of the project, worked collaboratively and developed a solution that will bring long term benefits for both our tenants and our services. The savings are important, but what stands out most is the enthusiasm and commitment they’ve shown throughout.”

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By taking the lead, listening to colleagues and turning ideas into action, Shannen, Helen and Andrezej have created a solution that will benefit scheme cleaners, tenants and services across Trivallis.