Email to the contract cleaner
From: Operations Manager email id
To: Contract Cleaners email id
Subject: Invitation to a meeting to discuss concerned areas
Dear workers,
This is to inform you that in Ozhouse Clean, the performance levels of contract cleaners have deteriorated. The residential customers have been complaining endlessly and therefore; I would like to set a meeting with everyone. The customers have already ceased to use the services, and this can be harmful to the reputation of the firm.
In this meeting, I shall be discussing the ways in which every one of you can investigate the case and identify the service gaps. In this meeting, we will be focusing on improving the service levels and overall performances.
I would like to conduct the meeting on 2.4.2020 at 5 pm, and I anticipate the presence of each one of you. I am hoping that this meeting will bear fruitful results in the long run.
Regards,
Operations Manager
Conducting the meeting
Date: 2.4.20
Time: 5pm
The purpose of the meeting is to identify areas of concern and to use practical steps to solve the issue related to cleaning. At OzClean, we expect a certain level of performance from the workers and failing to meet the requirements will surely hamper the reputation of the firm. This, in turn, would affect the job security of contract cleaners.
Recently, customers have been withdrawing from the services of OzClean because they have been dissatisfied with the level of performance of contract cleaners. The quality of service to residential customers has been affected severely. The minimum level of cleanliness has not been maintained, and issues repeatedly emerged. There has been consistent negligence, and the issue requires immediate attention.
Our company expects a minimum level of performance, and I would like to outline the details. First of all, the cleaning services should achieve a minimum expectation level. We expect dust-free bench tops, floors and shelves. The dustbins should be cleaned, and mirrors or screens should be soap-free. The contract cleaners are expected to use the cleaning products only, and the job must be completed within an allocated time. These are basic performance standards and have been included in the contract. I would expect each one of you to go through the details and enquire back if needed. I am open to suggestions and would like to know your viewpoints as well. I would like to know the real reasons behind the underperformance. I would like to enquire whether it is related to wages or resources. Clarification is vital in this case, and a collaborative approach is more likely to work. One of the solutions could be weekly training on cleaning services. In case the issue is related to wages, I would like to mention that our company is willing to pay extra for cleaners willing to put the time and effort of improving the service.
Email to the contract cleaner (assessor)
From: Operations Manager email id
To: Contract Cleaners email id
Subject: Invitation to a meeting to discuss concerned areas
Dear worker,
I am writing this email to proceed with our agreed-upon solution to the last meeting. I would like to conduct another meeting to discuss the solutions further. It has been anticipated that we have to take the issue seriously, otherwise losing the trust of customers would lead to a disastrous result for our company.
In this meeting, I am hoping to interact with each one of you and listen to the feedbacks. I am considering an increase in the daily wage based on performance levels. Therefore, I believe that everyone will come prepared with their set of questions and queries.
I shall be obliged if you come prepared for the meeting. The meeting will be held on 5.4.20 at 5 pm in our office.
Regards,
Operations Manager
Report to the management team identifying the right actions and solutions
Our company operates in the cleaning business, and it is vital to prioritize the needs of the customers above everything. Therefore, this report is prepared for the management team, and probable solutions to the concerning issues have been identified and outlined.
It is vital to understand that the main issues are related to the deteriorating quality of service. The contract cleaners are backing off from their basic duties, and customers are not receiving the deserved services even after paying for it. This, in turn, is harmful to the reputation of our business.
The probable solutions would be the provision of proper coaching and training to the contract cleaners. A contract containing the basic guidelines regarding the services has been prepared as well. It outlines the minimum cleanliness requirements and expects contract cleaners to oblige with the requirements. Complete support from the management team is expected as well.
Certain modifications should be made in our present business systems and processes. It would be vital to identify our niche in the within the cleaning industry. From the beginning, the focus has been on cleaning residential complexes, and there is a necessity to use updated services. Staff training should be part of our business process, and customer needs can be identified by conducting a survey.
Email to the management team
From: Operations Manager email id
To: Management Team email id
Subject: Team
Dear team members,
This is to inform you that I have prepared an action and solution report in response to the issue concerning the cleanliness service. The solutions have been recommended after observing the real issues. The customers have been withdrawing from the cleaning services of our company and the need of the hour is to take actions.
It has been anticipated that the needs of the customers should be prioritized as they will ensure the continuity of our cleaning business. A survey can be conducted, and specific questions can be asked as it is an opportunity of strengthening the existing relationship with the customers.
The opinions of the management team are of utmost importance, and I kindly request everyone to consider the issue wholeheartedly. I am looking forward to your suggestions.
Sincerely,
Operations Manager