ECJ EUROPEAN Cleaning Journal

John Griep in the Netherlands on how building design changes have affected cleaning measurement.

The design and materials used in office buildings have evolved significantly in recent years, bringing notable implications for cleaning practices and in turn the measurement of cleaning quality according to the VSR Quality Measurement System (VSR-KMS). Before assessing cleaning quality, a building’s features must first be carefully inventoried, yet emerging design trends increasingly challenge traditional inventory methods.

A wall is no longer ‘just a wall’

Modern offices, often featuring open-plan layouts, diverse materials and innovative furnishings, have reshaped our perception of what constitutes a ‘space’ or ‘surface’. A wall, for example, is no longer simply a single structure, but may consist of various textures, finishes, and divisions. These design elements have led VSR inspectors to encounter unique challenges in inventorying buildings accurately and consistently. Even in buildings with identical cleaning programmes, different inspectors might interpret the same features in varying ways, prompting the team to question whether a standard inventory approach is still feasible.

One such inventory challenge is the growing ambiguity around shared or connected surfaces. For instance, in a floor where carpet meets laminate with a raised edge, inspectors may see one floor with a defined edge, two floors with contrasting surfaces, or even three distinct components. According to a VSR representative: “Every interpretation can be valid, but consistency and proper documentation of chosen approaches are essential.” This need for consistency has emerged as a critical theme in modern inventorying.

How to manage the subjective nature of inventorying?

Another example involves fixtures, such as a sink with a wall-mounted tap. Should the tap be considered a separate entity or is it part of an integrated structure with the sink? Such questions illustrate the subjective nature of inventorying modern spaces. In one notable case, a single locker cabinet containing 35 doors divided into seven segments posed a unique inventorying challenge, sparking lively discussions at a VSR meeting on how to best account for complex structures.

To maintain inventory accuracy, at VSR we suggests three essential tips:

1. Weigh key features carefully: when listing items, consider their impact on overall cleaning requirements. For example, a locker with 35 doors may count as 35 individual elements, which could disproportionately affect the total cleaning score. Meanwhile a larger, shared surface - such as a floor - might hold greater hygiene value within the same inventory.

2. Ensure communication between inspectors and inventory takers: if the inspector differs from the original inventory creator, clear communication is vital to align interpretations and avoid discrepancies in quality measurements.

3. Document decisions: capturing and documenting inventory choices is vital to ensure consistency and provide clarity for future inspections.

VSR now aims to adapt inventory processes to the evolving realities of modern office spaces, ensuring reliable and standardised quality assessments despite ever-changing design trends.