Building Maintenance Archives | Direct Supply Your partner in pushing Senior Living forward Wed, 26 Nov 2025 22:20:33 +0000 en-US hourly 1 https://wordpress.org/?v=6.6.4 How AI is shaping the future of building operations in assisted and independent living https://www.directsupply.com/blog/how-ai-is-shaping-the-future-of-building-operations-in-assisted-and-independent-living/ Mon, 17 Nov 2025 14:00:01 +0000 https://www.directsupply.com/?p=39139 To stay ahead, communities are embracing AI and automation, not only to improve daily comfort, but to manage costs more effectively and give staff the tools to lead with confidence.

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In assisted and independent living, comfort drives satisfaction. When apartments are too hot or repairs take too long, it affects not just resident experience but also long-term trust and occupancy. To stay ahead, communities are embracing AI and automation, not only to improve daily comfort, but to manage costs more effectively and give staff the tools to lead with confidence. 

The impact of building management on daily life 

The feel of a community often comes down to the details, such as temperature and lighting. When these systems run smoothly, residents are more comfortable, and operators can better manage one of their largest expenses: facility operations. 

That’s why many operators use AI solutions to optimize efficiency and reduce waste. Tools like the TELS® Platform support preventive maintenance, real-time issue tracking, and faster work order resolution, helping ensure comfort and safety stay consistent. 

How AI enhances comfort and efficiency in senior living 

Artificial intelligence in senior care operations extends far beyond clinical applications; it’s becoming a cornerstone of how modern senior living communities operate. By turning building data into real-time insights, AI solutions help leaders create environments that are more comfortable and reliable every day. 

Energy optimization

AI-enabled energy management systems monitor HVAC, lighting, and water use to balance comfort with efficiency. Smart adjustments to temperature and ventilation keep residents comfortable while minimizing energy waste, helping communities achieve both sustainability goals and cost savings.

Preventative maintenance

Through predictive analytics, AI detects small shifts in equipment performance that signal potential issues before they become costly failures. This proactive insight allows maintenance teams to schedule service in advance, avoiding resident disruptions and reducing emergency calls. Over time, this approach builds a more stable operation, protecting asset life while reinforcing financial and operational consistency.

“When systems go unchecked, small issues become expensive problems. Smart tech gives you the foresight to act before failure which reduces emergency costs, increases uptime, and protects your margins.” 

Tim Ernst

Product Manager, TELS Platform

Communities actively using TELS® asset management features have experienced a 14% reduction in emergency service calls*, proof that proactive maintenance drives measurable results. 

Smart work order automation

AI can analyze incoming maintenance requests and prioritize them by urgency and safety impact. This helps ensure that high-priority issues, such as HVAC failures or water temperature variances, are addressed first, while routine tasks are efficiently scheduled. CMMS (Computerized Maintenance Management System) software like TELS Platform already helps teams streamline this process, reducing delays and improving overall responsiveness.

Robotic and automated cleaning systems

Automation in housekeeping is transforming the consistency and reliability of environmental services. AI-powered tools, including TELS® Housekeeping, help communities standardize daily cleaning tasks, balance staff workloads, and maintain high quality across every room and shift. Robotic vacuums and smart disinfection systems maintain high standards of cleanliness while easing the workload on staff, a major advantage amid ongoing labor shortages. The result is a safer, cleaner environment that boosts both resident satisfaction and staff morale. 

Together, these applications show how AI and automation tools quietly improve quality of life behind the scenes. When buildings run smoothly, residents feel the difference. A consistent sense of comfort and cleanliness, supported by dependable service, contributes to a more welcoming and dignified living experience. 

Benefits for staff and residents 

Automation frees staff from constant troubleshooting, giving them more time for meaningful engagement and proactive planning. Predictive insights help maintenance teams prevent small issues before they become disruptions; while housekeeping automation tools help ensure consistent cleanliness. 

For residents, these advancements translate into steady comfort, faster service, and a sense of reliability that builds trust. 

This blend of AI use in buildings operations and technology for seniors reinforces a simple truth: when systems run smoothly, people thrive. 

Challenges of adoption in senior living 

Even with clear benefits, implementing new technology in senior living takes thoughtful planning. Each challenge offers a chance to build a smarter foundation for the future. 

Aging infrastructure

Many communities rely on legacy systems that weren’t built for digital integration. Modernizing doesn’t require a complete overhaul; small, strategic upgrades make an immediate impact. Start by connecting key systems like HVAC or water management to tools such as TELS Platform for real-time monitoring and insight. 

“Consistent compliance isn’t just a regulatory box to check, it’s a key competitive advantage. When your infrastructure and processes proactively ensure compliance, you not only reduce risk but preserve your reputation, pricing power, and long-term occupancy.” 

Roy Leneave

Regulatory Consultant, TELS Building Management

Data accuracy and readiness

AI is only as reliable as the data behind it. Standardizing preventive maintenance, inspection tracking, and asset logs help communities strengthen their data foundation and generate more accurate, actionable insights. 

Cultural adoption and team confidence

Introducing new technology takes collaboration and trust. Engaging staff early helps teams see how automation supports their expertise. Celebrating small wins like fewer emergency calls and faster response time builds momentum and confidence. Over time, teams see how AI applications support their expertise and simplify daily operations. 

The future of AI in senior living communities 

Future trends in senior care point toward fully connected ecosystems. Senior living technology solutions will increasingly integrate energy management, housekeeping automation, and asset data into unified dashboards, giving leaders a complete picture of building performance and operational efficiency. 

With tools like TELS Platform and AI-driven analytics, communities can respond more effectively to everyday challenges by aligning operational data with real-time decision-making, improving both the resident experience and staff performance. 

The bottom line 

With smarter insights and stronger outcomes, the benefits of AI in senior living are becoming increasingly clear. Communities that adopt AI-driven building management today are creating a foundation for lasting comfort, efficiency, and resident satisfaction. 

At Direct Supply, we’re committed to transforming innovation into practical solutions to help senior living teams run more smoothly with tools that support safer, more efficient, and more welcoming environments for residents and staff alike.  

*Results are based on 2024 usage data from customer groups within the TELS system. Standard assumptions are made based on a 100-bed facility with national average labor costs. Impact may vary by building and is not guaranteed. 

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How AI is transforming building operations in skilled nursing https://www.directsupply.com/blog/how-ai-is-transforming-building-operations-in-skilled-nursing/ Mon, 10 Nov 2025 14:00:38 +0000 https://www.directsupply.com/?p=39122 Artificial intelligence in senior living operations is no longer just theory; it’s showing measurable benefits in long-term care environments.

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In skilled nursing, systems in your buildings are the backbone of care. When HVAC, plumbing, or water safety systems fail, the impact goes far beyond comfort; it can jeopardize survey readiness, compliance, and safety. 

That’s why more providers are exploring AI in building operations and automation tools that simplify monitoring, documentation, and preventive maintenance. The growing use of AI is helping teams predict failures before they occur and automate compliance tasks that once took hours. 

Artificial intelligence in senior living operations is no longer just theory; it’s showing measurable benefits in long-term care environments. 

The role of building operations in survey readiness 

Reliable building performance is essential for regulatory compliance and inspections. Building maintenance teams must manage HVAC performance as well as water temperatures and life safety systems, all of which are major focus areas during surveys. 

“Consistent compliance isn’t just a regulatory box to check, it’s a key competitive advantage. When your infrastructure and processes proactively ensure compliance, you not only reduce risk but preserve your reputation, pricing power, and long-term occupancy.” 

Roy Leneave

Regulatory Consultant, TELS Building Management

Alongside staffing and food, building operations represent one of the top three expenses in care environments. To control these costs while safeguarding compliance and safety, forward-thinking providers are adopting AI-driven tools that streamline operations and uncover new efficiencies. 

The TELS® Platform already helps providers schedule inspections, document work, and centralize compliance reporting, all key to maintaining survey readiness and safety. 

How AI supports compliance and safety in SNFs 

In skilled nursing, compliance and safety are non-negotiable. A single missed inspection or system failure can trigger citations in addition to disrupting care and jeopardizing trust. AI tools and automation technologies now offer maintenance and facility leaders a smarter way to stay ahead, turning reactive work into proactive protection. 

Proactive maintenance powered by predictive analytics 

AI tools can analyze equipment data from HVAC systems, boilers, pumps, and refrigeration units to detect subtle changes that often go unnoticed. By identifying at-risk assets before they fail, teams can schedule timely service and avoid emergency calls that strain both budgets and staffing. Predictive insights also extend asset life, helping communities make the most of every capital investment. 

“When systems go unchecked, small issues become expensive problems. Smart tech gives you the foresight to act before failure which reduces emergency costs, increases uptime, and protects your margins.” 

Tim Ernst

Product Manager, TELS Platform

Compliance-driven automation

Survey readiness depends on consistency, and automation helps ensure nothing slips through the cracks. AI can automatically prioritize safety-critical work orders, flag missed inspections and verify that documentation is complete before surveys. With tools like the TELS® Platform, communities maintain real-time visibility into equipment status and fire protection logs, along with temperature data, helping ensure every system meets regulatory standards year-round. 

AI-driven HVAC optimization at Sherbrooke Village delivered a 20–30% reduction in HVAC-related energy use and 15–25% overall utility savings, while improving indoor air quality and compliance with F-Tag 584 standards. This initiative demonstrates how predictive insights and automation can strengthen compliance in addition to comfort and safety; key outcomes every skilled nursing community strives to achieve. 

AI-driven asset lifecycle planning

Knowing when to repair versus replace is one of the toughest calls facility leaders face. AI simplifies the decision with data. This empowers leaders to align operational budgets with safety priorities and capital project goals. 

Across the country, communities using TELS Platform are seeing a measurable impact, from fewer emergency service calls and reduced survey deficiencies to stronger documentation and improved uptime. The result: stronger compliance and smoother operations that build confidence across your team and protect everyone in your community. 

Benefits for staff and residents 

The heart of every skilled nursing facility is its people, both those providing care and those receiving it. AI in healthcare operations is built to empower, not to disrupt, that essential connection. 

For maintenance and environmental services teams, AI takes on time-intensive monitoring, scheduling, and reporting. With less time spent on manual work, teams can turn their attention to advancing safety and operational excellence. Leaders gain visibility across multiple systems, enabling smarter decisions and fewer surprises. 

For residents, these improvements translate directly into comfort and security. Reliable building systems mean stable temperature and safe water quality. They also ensure a calm, consistent environment, all critical to quality of life. Preventive maintenance reduces downtime and eliminates the frustration of repeated disruptions. 

Together, these advancements create a powerful ripple effect: a more resilient care environment, lower operational stress, and greater confidence across the entire community. By combining human expertise with intelligent automation, skilled nursing teams are redefining what operational excellence looks like in senior care. 

Barriers to adoption 

Even with clear benefits, adopting new technology in skilled nursing takes thoughtful planning. Each challenge presents an opportunity to build a stronger, smarter foundation for the future. 

Aging infrastructure

Many communities rely on legacy systems that weren’t built for digital integration. Modernizing doesn’t have to mean full-scale replacement. Start with high-impact systems like HVAC or water management. Incremental upgrades create immediate operational wins and pave the way for broader integration. 

Data accuracy and readiness

AI is only as strong as the data behind it. Inconsistent or incomplete information limits insights, but the solution lies in consistency. Using the TELS® Platform for preventive maintenance, inspection tracking, and asset management helps standardize data collection, giving AI a reliable foundation for precise, actionable recommendations. 

Cultural adoption and team confidence

Building trust in new tools takes time. Involving maintenance leaders, frontline staff, and administrators early helps teams see how automation supports their expertise. Celebrating small wins like fewer emergency calls and faster repairs or stronger documentation builds momentum and confidence. Over time, teams recognize how AI applications amplify their impact, freeing them to focus on what matters most: resident well-being. 

The future of AI in skilled nursing facilities 

AI in senior care is advancing rapidly, and skilled nursing is uniquely positioned to benefit. Soon, AI-driven automation will unify insights from across the operation. This will connect the physical environment with staffing patterns and resident outcomes to enable faster, more informed decisions. 

Emerging innovations like robotic cleaning, automated housekeeping tools, smart disinfection, and integrated HVAC controls are already changing the way communities manage cleanliness and air quality. Tools like TELS® Housekeeping now bring these same advantages to environmental services which help simplify scheduling, track quality, and ensure every room meets consistent standards across shifts. These technologies lighten staff workload while strengthening compliance and resident safety. 

At Direct Supply, we’re focused on bridging innovation with practicality, delivering AI solutions and survey-ready tools that help care teams stay compliant and future-focused. The goal is clear: enable safer environments, stronger operations, and better outcomes for every resident. 

The bottom line 

With fewer emergencies and stronger compliance outcomes, the benefits of AI in senior care operations are becoming increasingly clear. Skilled nursing communities adopting AI-driven building management today are setting the stage for a future of greater safety and operational resilience.  

As innovation continues to advance, leaders who explore these tools now will be best positioned to improve outcomes, extend asset life, and deliver exceptional care environments. 

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Proof of clean: How data-driven cleaning enhances senior care https://www.directsupply.com/blog/data-driven-robotic-cleaning-enhances-senior-care/ Thu, 10 Jul 2025 14:38:14 +0000 https://www.directsupply.com/?p=37802 The post Proof of clean: How data-driven cleaning enhances senior care appeared first on Direct Supply.

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Cleanliness is mission-critical in senior living communities—not just for health and safety, but to build trust with families, support compliance standards, and elevate the overall resident experience. Yet many communities still rely on manual cleaning processes that are difficult to standardize, track, and scale.

Robotic floor care solutions like Whiz by SoftBank Robotics and the Scrubber 50 Pro (S50 Pro) do more than clean. They deliver verifiable, autonomous performance backed by near-time data—what we call “proof of clean.” This modern approach ensures floors are cleaned consistently, thoroughly, and efficiently, with measurable outcomes that support your operational goals.

Common cleaning challenges in senior living communities

Limited visibility

Manual cleaning often lacks documentation, leaving building leaders unsure which areas were cleaned—and when. That uncertainty can become a liability during inspections or outbreaks.

Inconsistent results

Inconsistent staff availability and variability in cleaning methods can lead to gaps—especially in high-touch care environments like memory care and assisted living.

Healthcare staffing shortages

Labor-intensive tasks like vacuuming and scrubbing common area floors are often deprioritized in favor of resident room cleaning, leading to gaps in cleanliness—a challenge that robotic solutions are helping to address amid staffing shortages.

Verified performance with floor care robotics

Whiz and S50 Pro are autonomous robotic cleaning solutions that take a smarter approach to floor care. Whiz handles daily vacuuming with HEPA filtration, while S50 Pro tackles scrubbing with onboard water recycling for longer runtimes and more efficiency. Together, they offer an end-to-end solution for daily cleaning with trackable performance and free up staff to focus on higher-value tasks.

Near-time floor care cleaning metrics with SoftBank Robotics Connect

Both devices integrate with SoftBank Robotics Connect—an analytics dashboard that delivers on-demand performance metrics, including:

  • Coverage area (sq. ft. cleaned)
  • Cleaning frequency by zone
  • Route performance and missed runs
  • Autonomous runtime and battery usage
  • Assist logs and resolution speed

This level of visibility allows facility managers to confidently answer, “What got cleaned today, where, and when?”—with data to back it up.

Elevate confidence, boost compliance

Automated, time-stamped cleaning logs and proactive staff notifications help communities:

  • Prove compliance for infection control and regulatory surveys
  • Provide visible reassurance to families and prospects
  • Adjust protocols quickly in response to seasonal illness or outbreak
  • Recognize when a robot needs support to minimize cleaning lapses
  • Ensure equipment is being used consistently to maximize the value of their investment

This is more than a technological upgrade—it’s a proactive, confidence-building strategy with measurable savings.

Labor optimization and measurable ROI

Offloading repetitive cleaning to automation reduces strain on staff and drives efficiency. In one 120,000 sq. ft. community, implementing floor care automation saved 42 labor hours weekly—with no compromise to cleanliness.

Case studies: Proven results in robotic cleaning for senior living

Large assisted living campus

This multi-site community deployed both Whiz and S50 Pro to handle daily floor care:

  • 2X improvement in overall cleanliness
  • Enhanced audit readiness with documented cleaning logs
  • Boosted family satisfaction through visible use of robotic floor care

Memory care facility

Facing past challenges with compliance, this site turned to robotic automation:

  • Confirmed cleaning coverage in all required zones with daily digital logs
  • Cut staff floor care workload by 40%
  • Reclaimed staff time was redirected to higher-value tasks

Why combine Whiz and S50 Pro for robotic cleaning?

Whiz by SoftBank Robotics and the Scrubber S50 Pro side-by-side
Whiz and S50 Pro are designed to complement each other, providing full coverage for both carpeted and hard floor hallways and large common areas in your community. Through partnership with Direct Supply, you gain access to a complete, scalable floor care solution—streamlining operations, procurement, and support.

Together, they deliver:

  • Comprehensive cleaning across all flooring types with one integrated solution
  • Near-time performance insights via dashboard and SMS alerts
  • Fixed monthly costs that simplify budgeting and reduce operational unpredictability

Smarter cleaning starts here

Proof of clean is more than a metric—it’s a mindset. With autonomous floor care, communities can strengthen compliance, improve operations, and enhance the resident experience with confidence.

  • Strengthen compliance with verifiable cleaning logs
  • Reduce staff burden and increase consistency
  • Reassure residents and families with visibly clean spaces
  • Gain operational visibility with actionable insights

Ready to modernize your floor care cleaning strategy?

Contact us today to schedule a demo and learn how floor care automation can transform your community’s approach from reactive to strategic.

If selecting "Other", please specify below.

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The ROI of robotic cleaning in senior care: a real-world business case https://www.directsupply.com/blog/roi-robotic-cleaning-in-senior-care/ Tue, 13 May 2025 21:06:44 +0000 https://directsupply.com/?p=37182 The post The ROI of robotic cleaning in senior care: a real-world business case appeared first on Direct Supply.

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Senior care communities today are navigating unprecedented challenges: rising labor costs, staffing shortages, heightened cleanliness expectations, and a growing emphasis on infection prevention. Manual cleaning methods—though familiar—often fall short in delivering the consistency, efficiency, and scale required in today’s environments.

Robotic cleaning solutions like Whiz by SoftBank Robotics offer a proven alternative. As an autonomous vacuum sweeper, Whiz enhances cleaning quality, alleviates staffing strain, and delivers a measurable return on investment (ROI)—all with confirmed automated cleaning and proof of performance.

The hidden costs of manual cleaning in senior care

Labor strain and rising costs

With turnover rates in environmental roles often exceeding 200% annually, senior care communities face ongoing challenges in maintaining reliable floor care routines. Recruiting, onboarding, and training staff repeatedly strains both budgets and productivity. Rising wages only compound the issue.

Manual cleaning processes also leave operators vulnerable to missed cleans, staff burnout, and increased exposure to repetitive strain injuries—adding to absenteeism, safety risks, and inconsistent results.

Equipment downtime and inconsistent coverage

Traditional floor care equipment requires ongoing maintenance and is prone to inconsistent usage. In many communities, this leads to reduced equipment lifespan and uneven cleaning across high-traffic areas like dining rooms, hallways, and common spaces. Missed routes or delayed cleaning can ultimately shorten flooring life and contribute to operational inefficiencies.

Cleaning robots vs manual labor: the measurable differences

Fixed, predictable costs

With autonomous floor care, communities replace fluctuating hourly wages with a fixed one-time cost. With Whiz, communities can lock in a fixed capitalized cost for floor care, helping protect budgets from wage inflation and labor shortages. Operating costs can fall below $10 per hour—far lower than traditional staffing costs with cleaning robot technology.

Scalable productivity

Whiz can cover 4,000+ sq ft/hour and features a 6-hour runtime using two included hot-swappable batteries. That’s up to 24,000 sq ft cleaned per day — freeing your team to focus on high-touch areas, infection control and resident-centered care tasks instead of repetitive vacuuming.

Cleaner floors, healthier environments

HEPA filtration enables Whiz to capture 99.97% of particulates—including dust and allergens—creating a healthier environment for residents and staff. Studies in senior care communities have shown a 2x improvement in overall floor cleanliness and a 50% improvement in dust control after adopting robotic cleaning.

Real-world ROI: robotic cleaning success spotlights

Large assisted living community

A large senior living community integrated robotic vacuum cleaners into their cleaning routine, and reported:

  • A 30% reduction in cleaning labor hours
  • Closing staffing gaps at a lower, fixed rate — saving up to $35K annually
  • Improved cleaning consistency, increasing resident satisfaction and family trust
  • Added new, higher-value services by reallocating labor
Memory care community

A specialized memory care community implemented robotic vacuums in hallways and common areas, leading to:

  • A 40% reduction in staff workload for floor care
  • Enhanced infection control through daily vacuuming with HEPA filtration
  • More available time for staff to assist residents with personal needs
Senior living community

Faced with maintaining a brand-new facility, the team implemented robotic vacuum cleaners and saw:

  • Over 4.7 million sq ft cleaned since deployment
  • 1,179+ labor hours reclaimed
  • Delivered tangible proof of performance, building trust in automation
  • Residents and staff named the robot, turning it into a beloved part of the community

How senior care communities can get started with robotic cleaning

Investing in robotic floor care solutions doesn’t have to be complicated. Direct Supply and SoftBank Robotics offer a white-glove onboarding experience that ensures a smooth transition, with dedicated support for mapping, training, and change management.

Automated cleaning isn’t just about reducing costs — it’s about unlocking new operational efficiencies. Here’s how to begin:

  1. Assess your baseline by documenting current labor hours spent on vacuuming, equipment maintenance, and consumables.
  2. Calculate the ROI of automation based on projected labor savings and efficiency improvements.
  3. Request a demo or ROI assessment. Our team can help scope your buildings, identify opportunities for improvement, and show how quickly Whiz pays for itself.

Reimagine floor care for senior care

Whiz isn’t just a robot — it’s a strategic investment in the future of your community. With tangible benefits including labor savings, improved cleaning consistency, and enhanced resident experience, Whiz delivers confirmed cleaning and peace of mind in a scalable, affordable way.

Whether you operate a single building or a multi-site portfolio, cleaning automation offers a smarter, scalable approach to meeting your cleanliness standards and operational goals.

Ready to transform your floor care program?

Contact us today and see how Whiz can help your team do more—with less.

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How to combat staffing challenges with senior care robotics https://www.directsupply.com/blog/senior-care-robotics-labor-shortages/ Wed, 16 Apr 2025 15:31:24 +0000 https://54.224.90.101/?p=37016 The post How to combat staffing challenges with senior care robotics appeared first on Direct Supply.

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Direct Supply with SoftBank Robotics is leading the way in automation for senior care environments.

Healthcare staffing challenges aren’t new, but the urgency has reached a tipping point. Environmental services teams are stretched thin as communities juggle rising operational costs, growing resident expectations, and a competitive labor market. Traditional solutions—higher wages, temp labor, or outsourcing—can help in the short term but often don’t address the root of the problem: the need for scalable, sustainable support.

That’s where senior care robotics enters the equation.

The growing labor crisis in senior care

The senior care industry is facing a severe labor shortage, making it difficult for communities to maintain high standards of cleanliness and resident care. With an aging population and increasing demand for senior care services, operators must find innovative solutions to bridge the staffing gap.

Autonomous vacuums and robotic floor scrubbers are transforming how senior care communities manage cleaning, ensuring consistent cleanliness without adding strain to overburdened staff.

Rising wages are straining already tight budgets in senior care. Without robotic automation, staffing shortages can jeopardize cleaning standards. Autonomous solutions like Whiz help stabilize costs by replacing variable labor expenses with fixed, predictable cleaning costs—giving communities financial clarity and long-term budget control.

Reimagining floor care with senior care robotics

Direct Supply, in partnership with SoftBank Robotics, is at the forefront of redefining floor care through automation. With Whiz by SoftBank Robotics, an autonomous vacuum sweeper powered by BrainOS®, we’re solving more than just staffing shortages—we’re transforming how work gets done in senior care environments.

Key benefits of Whiz for senior care communities:

whiz floor care robot

Repeatable, reliable results
Whiz ensures consistency with every route, operating autonomously to deliver predictable, high-quality cleaning that supports infection control and enhances the “perception of clean”.

Proof of performance with SoftBank Robotics Connect
Track cleaning performance in near time with SoftBank Robotics Connect to ensure SOP compliance and accountability. Operators and leadership teams alike can track usage, runtime, and assists to ensure performance meets organizational goals.

Empowering—not replacing—your staff
By automating time-consuming vacuuming tasks, Whiz allows EVS teams to reallocate their time to more valuable, resident-focused work—like sanitizing high-touch areas or assisting with care services.

Learn more about Whiz →

How robotics alleviate staffing challenges in healthcare

Automate time-consuming tasks

Autonomous vacuum sweepers and robotic scrubbers clean hallways, dining rooms, and common areas—freeing your team to focus on critical cleaning that supports resident well-being.

Reclaim up to 90% of floor care labor time

Manual floor care can take up to 26 hours per week. Senior care robotics reduce that to just 2.5 hours of prep and monitoring—cutting labor time by 90% while improving cleaning consistency and extending carpet life.

Support staff retention by reducing physical strain

By automating repetitive, physically demanding tasks, robotics help lower injury risk and support staff well-being—contributing to greater job satisfaction and retention.

Deliver visible, consistent results

Residents and families notice a difference. Robotic cleaning provides a consistent, visibly clean environment that builds confidence in your community’s commitment to cleanliness.

Enhance infection control

Daily vacuuming with HEPA filtration helps reduce dust, allergens, and bacteria. Senior care robotics support your infection control protocols and help improve indoor air quality across your community.

Case studies: real-world impact of senior care robotics*

*Based on real-world outcomes from Whiz deployments in senior care communities across the U.S.

Senior living community

Increased operational efficiency and preserved a “new building feel” three years after opening thanks to over 1,100+ hours of autonomous cleaning and 4.7 million square feet vacuumed.

Memory care community

Faced with staff gaps, a memory care facility introduced Whiz to handle nightly floor cleaning. Outcomes included a 40% time savings, improved infection control compliance, and stronger staff engagement.

Assisted living community

A 150-bed community saw a 30% reduction in cleaning-related labor hours and improved staff morale, as Whiz reduced physically demanding tasks and brought structure to daily cleaning workflows.
Whiz floor care robot in a senior care setting

The future of senior care staffing: smart workflows with robotics

Robotics aren’t here to replace your team—they’re here to support it. By automating routine floor care, communities can ease staff workloads, reduce reliance on outside cleaning services, and deliver a consistently clean environment residents and families can trust.

Partnering with Direct Supply® and SoftBank Robotics means more than just cutting-edge technology—it’s a full-service solution. From onsite deployment and training to custom route mapping, real-time analytics via SoftBank Robotics Connect, SMS assist alerts, and a no-cost robot swap program, we help you build a cleaning operation that’s reliable, efficient, and aligned with your long-term performance goals.

Take the next step in solving staffing shortages in healthcare

Labor shortages in senior care will continue to challenge community operators, but robotics offer a scalable, cost-effective solution. By automating repetitive cleaning tasks, senior care communities can ensure high cleanliness standards without overwhelming their staff.

The future of senior care operations is intelligent, autonomous, and scalable. With Whiz, you gain more than just a cleaner building—you gain a strategic edge.

Ready to see how senior care robotics can support your community? Connect with our team today for a free, personalized consultation and discover how robotic automation can ease your healthcare staffing challenges.

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Commercial kitchen cleaning and preventive maintenance checklist for senior living https://www.directsupply.com/blog/commercial-kitchen-cleaning-and-preventive-maintenance-checklist-for-senior-living/ Sat, 21 Sep 2024 15:24:57 +0000 https://blog.directsupply.com/?p=1575 Kitchen equipment can be your best friend. Proactively maintaining your cooking, refrigeration and warewashing equipment not only helps ensure proper performance and improved energy efficiency, it can save you an estimated 12% to 18% over a reactive maintenance program.

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Kitchen equipment can be your best friend. Proactive maintenance of your cooking, refrigeration and kitchen equipment helps ensure proper performance and can save you an estimated 12% to 18% over a reactive maintenance program. Or, it can be your worst enemy. Improperly maintained equipment is more prone to failure, and that means problems like downtime, emergency charges, food spoilage and unhappy residents.

Keep your kitchen equipment running at peak performance to ensure staff can deliver high quality meals that help residents thrive and turn heads during walk-throughs and tours.

Complete the following commercial kitchen cleaning tasks at least semiannually

Cooking equipment

Stoves & ranges

  • Clean and inspect burners as well as connections for cracks or damage
  • Check oven seal and door alignment
  • Refer to your owner’s manual for manufacturer-suggested guidelines specific to your equipment

Recommended product: For dependable degreasing and disinfecting of hard, non-porous cooking equipment surfaces — like stove exteriors, oven doors, and combi-oven panels — use Spray Nine® Heavy-Duty Cleaner/Degreaser w/ Disinfectant, 32 oz. It’s EPA-registered and NSF C-1 rated for foodservice use, providing powerful cleaning without harsh solvents.

Steamers & combi-ovens

  • Any equipment using water requires descaling with a frequency based on mineral counts within your local water
  • Along with frequent deep cleanings, it’s recommended to check for mineral buildup or chloride corrosion
  • Look for buildup of scale greater than the thickness of a business card or peeling (in layers)
  • Follow manufacturer-specific guidelines or request service from an authorized provider
  • Check door gaskets for wear and reverse or replace when needed
  • Clean or replace filters

Using Convotherm combi-steam ovens? For cleaning cycles on compatible stainless-steel interiors, use the manufacturer’s cleaner like Convotherm ConvoClean Forte (stainless-only; avoid aluminum/galvanized components).

Recommended product: For descaling mineral buildup in steamers and combi-ovens, use a foodservice delimer such as Luster™ Professional Liquid Delimer ZP. Always follow your equipment manufacturer’s instructions and verify material compatibility before use.

Dishmachines

  • See the Steamers & Combi-Ovens section for guidance on determining the need to descale booster heaters and interior of units
  • Follow manufacturer-specific guidelines or request service from an authorized provider
  • Calibrate flow switches and maintain sensors to ensure proper performance
  • Clean or replace filters

Recommended product: To address mineral and lime scale buildup in booster heaters and dishmachine interiors, use Cleveland 109811 Descaler (Clv Dissolve Dynamix). Always follow the equipment manufacturer’s cleaning instructions and verify that the cleaner is compatible with internal surfaces.

Ice & refrigeration

Refrigerators & freezers

  • If your refrigerator runs but is not cold enough, you may need to clean your condenser coil
  • Wipe dust, dirt and other contaminants from the condenser coils with a coil or vacuum brush
  • Sweep or vacuum any refuse from the floor
  • Always unplug before any cleaning but remember to plug back in

Recommended product: For restoring airflow and cooling efficiency on condenser coils, use DiversiTech foaming aerosol coil cleaner, 19 oz. Follow equipment and chemical directions, and protect nearby food-contact surfaces.

Ice machines

  • Your ice machine should be cleaned and sanitized regularly to avoid problems. Cleaning will help remove the buildup of lime scale and other deposits from impure water; sanitizing is designed to eliminate organisms like algae, slime and bacteria
  • Refer to your owner’s manual for manufacturer-specific guidelines
  • Check filters and clean your condenser coils
  • Some filters are disposable and some can be cleaned with soap and water
  • See the refrigerators & freezers section for instructions on condenser coil cleaning

Recommended product: For safe and effective sanitation, use Manitowoc ice machine sanitizer, 16 oz to eliminate algae, slime and bacteria. Pair with Manitowoc nickel-safe cleaner, 16 oz to remove lime scale and mineral deposits.

Legionella and water management

As part of CMS guidelines, it’s important to include any equipment requiring the use of water in your water management plan and to continually test for the presence of Legionella bacterium.

Commercial floor care

Floor care and maintenance is another part of your commercial kitchen cleaning checklist. In today’s tough regulatory and reimbursement climate, floor maintenance and operations professionals are pressed to find savings amidst tight budgets. Discover how to extract savings with commercial floor care and equipment.

Take the next step in commercial kitchen care

Connect with Direct Supply’s TELS experts to explore solutions or get a customized consultation today.

Want more insights first? Explore additional maintenance and operations resources for senior living communities.

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Infection Control Best Practices for 2021 https://www.directsupply.com/blog/infection-control-best-practices-for-2021/ Thu, 20 Jun 2024 18:30:02 +0000 https://www.directsupply.com/?p=7045 Adhere to best practices for infection control and prevention. Refresh infection prevention tips for slowing the spread of COVID-19 in your community.

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It is imperative that caregivers adhere to best practices for infection control and prevention.

Our experts have put together this helpful refresher on proper cleaning techniques that your staff can use to slow the spread of disease in your Senior Living communities and help keep your patients safe from viral infections of all kinds.

Hand Hygiene

Washing your hands often is one of the best ways to prevent infection.  Rub your hands together under warm water with soap for 15 to 20 seconds, rinse off the soap and then use a disposable towel to turn off the faucet. Clean your hands whenever they are visibly dirty, before and after interacting with patients, prior to eating, and of course after using the restroom.

If you can’t wash your hands, alcohol-based hand sanitizer is the best alternative; it’s the most effective product for reducing germs.1 It should also be used before and after touching a resident or the resident’s immediate environment, after contacting blood, bodily fluids or contaminated surfaces, and immediately after glove removal.

Washing hands with soap under running water

However, alcohol-based hand sanitizer is ineffective against C. difficile spores, so it’s vitally important to wash your hands with soap and water after working with a person who has or is suspected of having C. diff. Additionally, alcohol-based hand sanitizer cannot be used in foodservice settings, so soap and water remains the best method in those areas.

Lastly, wear personal protective equipment (PPE) during direct patient interaction, especially isolation residents.  Change PPE after every use.

Cleaning, Sanitizing & Disinfecting

Daily cleaning of all hard surfaces – including countertops, sinks, toilets and flooring –  is essential for having a sparkling-clean community, but unfortunately it’s not enough for infection control. The next step is to sanitize and/or disinfect your surfaces.

Sanitizing is done in environments where food is prepared and eaten, like kitchens and dining rooms. 

Disinfecting is performed across all other hard, non-porous surfaces. Use chemicals with EPA-registered claims to kill germs, and focus on all high-touch surfaces like light switches, bedrails, handrails, doorknobs, TV remotes, call buttons/cords, armrests and toilet flushers.

Hand in rubber glove sanitizing a door handle with yellow sponge

Remember, to properly disinfect and sanitize, you must allow all surfaces to remain wet for the manufacturer’s suggested times – also known as “dwell times.” Use products with shorter dwell times for outbreak control and prevent future infections. Wipe down surfaces with a clean wet cloth after the dwell time has passed and the surface has dried. Bleach, for example, can be damaging to surfaces and harmful to skin and should be wiped off.

General tips

Encourage all staff and residents to get an annual flu shot.

Sick staff should stay home until free of symptoms.

Use PPE like masks and gloves during all patient interactions

Communication is critical – everyone in a facility is responsible for following protocol to keep all people healthy.

Family and visitors should be made aware of any contact precautions and encouraged to follow protocol.

When possible, certain medical equipment like gait belts and slings should be dedicated to individual residents to minimize the possibility of cross contamination.

Disinfect all shared medical and therapy equipment in between each resident use.

Disinfect all serving carts after each trip to a nursing unit.

To clean floors and hard surfaces, use microfiber rather than cotton mops and cloths. 

Review the CDC’s Enhanced Barrier Precautions for guidelines on the expanded use of PPE during high-contact resident care where the transfer of MDROs is particularly high.

We can help you find the right infection prevention solutions for your community. Contact us today to get started.

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How to Evaluate Labor Savings by Cleaning with Microfiber vs Cotton https://www.directsupply.com/blog/how-create-labor-savings-cleaning-microfiber-vs-cotton/ Tue, 11 Jun 2024 14:20:51 +0000 https://www.directsupply.com/?p=22027 The post How to Evaluate Labor Savings by Cleaning with Microfiber vs Cotton appeared first on Direct Supply.

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Microfiber vs Cotton: Which is the Better Choice for Healthcare Cleaning?

Cleaning with microfiber vs cotton can help create labor savings for your facility. When choosing the right cleaning materials for your buildings, there are certain aspects you may want to consider: cost, efficiency, safety and cross-contamination risk. Here are the top 5 benefits of using microfiber mops and cloths in medical facility cleaning. 

  1. Labor time: Eliminate the need for emptying and refilling buckets or wringing mops, plus, ergonomic handles reduce strain on staff, helping reduce employee burnout.
  2. Cross-contamination: Dedicate one pad per room to reduce the risk of cross-contamination from room to room; a color-coded system can aid in limiting the spread of germs.
  3. Spending: Microfiber pads usually withstand 250 – 500 standard washes, which is 5-10 times more than a traditional mop head.
  4. Chemical and water usage: Microfiber works effectively with only a little water and chemicals to significantly reduce usage.
  5. Environmental impact: Decreased consumption of water and chemicals helps reduce environmental impact.

Is microfiber better than cotton?

Microfiber helps with labor savings over cotton. If you’re considering microfiber for your facility, here are a few key things to know:

  • How microfiber works
  • How to take care of it properly
  • What surfaces to clean with it
  • Impact of microfiber in healthcare

How does microfiber work?

Microfiber contains tiny fibers made up of synthetic materials. Knit together, these fibers can access small grooves and crevices as you clean that larger fibers can’t, trapping bacteria, viruses, and particles with its static-charged fibers. Due to how microfiber is created, it also have a high absorbency level, which means you can clean more frequently and faster using a microfiber mop or cloth than if you were using a regular cotton or polyester mop or cloth.

How effective is microfiber vs cotton?

The tiny fibers of microfiber effectively pick up and trap 99.54% of dirt, dust and bacteria at the microscopic level using water alone, reducing the amount of chemicals your facility needs for maintenance. Standard cotton mops only pick up 67% of dirt and will re-deposit 33% of that back onto your floors1.”

microfiber vs cotton on surface image demonstration in three circles
cleaning washer and dryer icon

According to the CDC...

 “Launder mop heads, floor cloths, and soiled cleaning cloths at least daily (e.g., at the end of the day) and allow them to fully dry before storage and reuse2.”

There are four main types of useful microfiber tools in healthcare cleaning, including:

  • Dry mops: Use to remove loose particles on any hard floor – wood, tile, ceramic, vinyl, and linoleum – before the damp mop.
  • Dust mops: Use to remove dust and small particles from hard surfaces.
  • Damp mops: Use after dust mopping for disinfection on any hard flooring.
  • Cloths: Use to dust, disinfect, and clean anywhere you would typically use a regular cloth or paper towel – including non-carpeted areas such as baseboard, bathroom surfaces, countertops, flooring, door handles, etc.

Microfiber benefits: cleaning labor efficiencies for medical facility cleaning

Staffing shortages and budget concerns are creating turmoil in healthcare, costing precious time and resources as facilities attempt to create more efficiencies. Identifying time, money and labor savings is critical, and microfiber is one solution we see healthcare environmental teams turning to.

benefits of microfiber cleaning bucket with chemical supplies

Takeaway tip: reduce cross-contamination risk by using a fresh microfiber pad for each room, eliminating the need to empty and refill water buckets.

Does microfiber cost less than cotton?

Labor savings is an overwhelming need in the healthcare industry – now more than ever before. That’s why researching and purchasing the correct tools is essential. Switching to microfiber mops and cloths not only helps you save time, but also helps reduce strain on your staff and saves you money in the long run. We are here to answer three essential questions in terms of microfiber savings:

  • How much time will microfiber save me vs cotton?
  • Addressing common issues with microfiber
  • What microfiber brands should I choose?

Microfiber vs cotton comparison

Benefits and Costs Cotton Damp Mops Microfiber Damp Mops
Washings Per Mop w/out Bleach 50 500
Chemical Costs $1.32/day* $.055/day
Water Costs $.48/day** $.02/day
Labor Efficiency (sq ft/hour) 5,000 23,000
Overall Cleanliness 67.75% Microbe Removal 99.9% Microbe Removal (w/ detergent cleaner)

Shop Microfiber Brands at Direct Supply

microfiber vs cotton problems with non-recyclable symbol on blank background

Microfiber pollution problems to consider

We wish there was a one-cloth-fixes-all solution to your cleaning needs, but it is important to consider all the facets of utilizing microfiber, and that means addressing microfiber problems. We’ve told you what’s great about them, now it’s time to determine if they are the right fit for you and your facility. This type of cloth, while taking the industry by storm, is not without its disadvantages.

The table below outlines what microfiber problems you may want to consider before making the switch from cotton to microfiber.

Common negatives of microfiber Common solutions to microfiber issues
Environmental: most microfiber isn’t recyclable Microfiber reduces water and chemical consumption by up to 95%3, which drastically reduces environmental impact
Pollution: plastic threads come off in the washing machine and potentially end up in the ocean Fibers can add to pollution, but less water is used to wash it
Aesthetics: Microfiber can leave streaks when reaching end-of-life This serves as a great way to know when it’s time to order more
Efficiency: Microfiber stops working as efficiently when reaching end-of-life This is a common problem with all cleaning tools, and there isn't a true "fix" other than to replace the failing item

Microfiber brand comparisons: what are the best brands to use?

We have already discussed the effectiveness of microfiber vs  cotton cleaning materials. However, not all microfiber is alike. Direct Supply offers three different brands for you to choose from: Direct Supply® brand, PerfectClean®, and Rubbermaid®. Other microfiber brands you may want to investigate include:

  • Golden Star®
  • Boardwalk®
  • Impact® Products
microfiber mops vs cloth mops and mop heads on floor with two Rubbermaid buckets

If you are interested in learning more about the pros and cons of microfiber vs cotton and which brands to use, we encourage you to reach out to your Direct Supply representative.

Microfiber Brand Usage and Style Comparison

Product feature Direct Supply PerfectClean Rubbermaid
Coloring scheme Each color has its own function Each product comes in multiple colors Each color has its own function
Wet mop product size 18", 24", and 36" flat mops 12", 18", and 36" flat mop 11", 18", 24", 36", and 48" flat mops
Dust mop product size 18", 24", and 36" flat mops 12", 18", and 36" flat mop 11", 18", 24", 36", and 48" flat mops
Cleaning cloths product size 12" x 12" and 16" x 16" wipes 12" x 12" and 16" x 16" wipes 12" x 12" and 16" x 16" wipes
# of laundry cycles without Bleach 500 – 600 washes 500 washes 500 washes
# of laundry cycles with Bleach 250 – 300 washes 500 washes 200 washes
Folded-over edge mop pads? Yes No No
Antimicrobial? No Yes No
Bucketless system option? No Yes – SDX 50 or SDX 60 Yes - Pulse
Lifetime warranty (hardware)? No Yes No

Top microfiber products for healthcare cleaning

There are tons of different microfiber options floating around in the industry, so it can be difficult to figure out where to start. If you’re looking to get your building set up with microfiber products, we suggest checking out these top microfiber products for healthcare cleaning.

Floor care microfiber products

microfiber vs cotton: mop pads
Microfiber mop pads
microfiber vs cotton looped end mop
Microfiber looped-end mops

Microfiber hard surface cleaning products

microfiber cloth vs cotton cloth
Microfiber cloths
microfiber vs cotton duster
Microfiber dusters

Microfiber accessories & cleaning buckets

high security microfiber cart
Carts
microfiber mop bucket
Buckets

Find more labor savings solutions for healthcare!

For over 40 years, Direct Supply has been the one source of solution-driven platforms, products and services that address the unique needs of seniors across all care settings. Now, as more and more seniors make up the majority of your patient base, it’s essential you address their unique care demands.

With access to over a million products, Direct Supply is your single source for healthcare cleaning needs, including microfiber, EVS products and more.

 See how at DirectSupply.com

Sources
1. https://ecomm-cdn.directsupply.cloud/marketing/promotions/resources-page/category/pdf/microfiber-solution-program.pdf
2. https://www.cdc.gov/hai/prevent/resource-limited/supplies-equipment.html
3. https://rcp.structpim.com//media/18028/hygen-microfiber-selection-guide.pdf
Related notes:
*Assuming diluted chemical cost of $.055/gallon, filling 4 gallons/bucket and changing bucket every three resident rooms
**Assuming water cost of $.02/gallon, filling 4 gallons/bucket and changing bucket every three resident rooms
***Assuming 10 minutes/mop bucket change and the bucket is changed every three resident rooms

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5 Ways a Healthcare CMMS Can Conquer Maintenance Turnover https://www.directsupply.com/blog/how-a-healthcare-cmms-conquers-maintenance-turnover/ Thu, 09 May 2024 18:24:11 +0000 https://www.directsupply.com/?p=20170 A Healthcare CMMS is a solution that can help prevent and manage the effects of turnover in your maintenance department.

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Maintenance turnover is an inevitable part of any business, but in a year that challenged our healthcare system, the numbers for this industry are on the rise. According to the Bureau of Labor Statistics, the average annual turnover rate in the U.S. for 2022 was 73% in the healthcare and social assistance industry.* Our data suggests the turnover rate among maintenance departments in these industries could be even higher.

Turnover doesn’t just affect your bottom line – it disrupts your operations and can impact the quality of care your patients receive. A well-designed CMMS is the solution that can help prevent and manage the effects of turnover in your maintenance department.

What is a Computerized Maintenance Management System?

A Computerized Maintenance Management System (CMMS) is a healthcare maintenance management software solution that centralizes maintenance information to facilitate operations in any building. Many high-functioning facilities have adopted this approach to expedite everything from training and standardization to cross-departmental efficiency.

Discover the top 5 benefits a Computerized Maintenance Management System (CMMS) can bring to an organization just like yours.

Top 5 Benefits of Healthcare CMMS Software

1. Expands the healthcare maintenance labor pool

You want the best employees for your buildings, but it can be difficult finding the qualified help you need, especially in a field as nuanced as healthcare. You’ll be seeking maintenance professionals that know the ins and outs of such a demanding industry. However, candidates like this may not always be possible to find. While lacking some of the industry-specific knowledge, someone coming from an apartment or restaurant maintenance director position may still have the technical skills required to excel at this job.

With a CMMS, specific tasks, checklists, regulations, and language are pre-loaded to help new hires with any professional maintenance background get plugged in quickly. By accepting candidates from related industries, you greatly improve the size of your labor pool!

2. Helps new employees on-board maintenance activities faster

Much of the costs associated with new hires comes from training – in both time and dollars spent. Maintenance management for healthcare facilities can be improved with a CMMS. A CMMS contains all of your community’s crucial information in one convenient location, making it a centralized hub for important details, best practices and a robust training curriculum. Get your new employees up to speed and in the field faster by giving them easy access to the knowledge they need to succeed.

3. Enforces maintenance practices standardization

Your community runs a certain way, with processes and protocols in place to help you avoid citations, run more efficiently and save money. Ad hoc workflows and renegade workers threaten to sabotage those safeguards. A CMMS allows buildings to implement recurring tasks, streamline building walk-throughs, as well as assign and manage work orders.

4. Backs up industry-specific regulatory documentation, emergency procedures and safety protocols

It’s an unfortunate reality that maintenance directors don’t always leave on good terms. And when this is the case, the Life Safety binder, emergency procedures and safety protocols, Joint Commission Requirements, OSHA standards, facility blueprints, or other industry- and building-specific regulatory information could easily leave with them. Any binder that contains all the necessary paper documentation state surveyors  and regulatory inspectors could be lost. If it’s all you have, you’re out of luck. A CMMS allows you to keep a digitized backup of these documents so you can replace the binder quickly and with minimal effort.

5. Improves the relationship between administrator and maintenance

No one likes a micromanager, but sometimes it can feel like the only way for an administrator to get the answers they need. A CMMS eliminates much of the repetitive back-and-forth by keeping maintenance activities and information available at the click of a button or tap of the app. Was the monthly fire sprinkler test conducted? Check online. How many work orders were assigned today? Check online. A CMMS builds trust, frees up people to do their jobs and instills peace of mind that what needs to get done, gets done.

For more ways to improve your maintenance staff operations, view How to Improve Staff Efficiency and Effectiveness.

Want to improve your maintenance operations with a Healthcare CMMS?

The TELS® Platform CMMS works by giving you unparalleled control, efficiency and cost savings. Specifically designed for building management, this web-based solution helps you manage your building and conquer maintenance turnover with:

  • Customizable checklists of regulatory tasks to ensure anyone can pick up where someone else left off.
  • A robust on-demand training library to onboard new staff.
  • Best practices, turnover checklists and recurring tasks customizable for your building.
  • Electronic records of all documentation needed for surveys or inspections.
  • A centralized hub for both administration and maintenance to keep a pulse on operations.

TELS® has one low monthly fee for unlimited users to help streamline your buildings maintenance operations.

Contact us today or learn more about the TELS Platform CMMS.

*Table 16. Annual total separations rates by industry and region, not seasonally adjusted. (2023, March 08). Retrieved January 2, 2024, from https://www.bls.gov/news.release/jolts.t16.htm

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Unit Turnover Management in Senior Living https://www.directsupply.com/blog/managing-unit-turnover-in-senior-living/ Mon, 04 Mar 2024 15:26:38 +0000 https://www.directsupply.com/?p=14183 Current unit turnover processes make it difficult for Senior Living organizations to apply standards in data collection, evaluate spend decisions and identify cost-savings opportunities. Having effective technology and processes in place will help to make resident room and apartment turnovers efficient and cost-effective from start to finish.

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Unit turnover is unavoidable but it doesn’t have to be unmanageable. We’re currently seeing a median annual resident turnover of 46.8 percent1. The National Apartment Association estimates that unit turnover costs can be anywhere from $1,000 to as much as $5,000 per unit.

Current unit turnover processes make it difficult for Senior Living organizations to apply standards in data collection, evaluate spend decisions and identify cost-savings opportunities. Having effective technology and processes to implement it in place will help to make resident room and apartment turnovers efficient and cost-effective from start to finish.

Research and implement a unit turnover software solution

Operators and key stakeholders in the buildings can navigate and control the process better through property management software with unit turnover functionality, such as TELS® Unit Turns. The benefits are numerous, both from a corporate office process viewpoint as well as through the implementation at the building level.

Corporate operators gain control and visibility

  • See real-time data, notes and images providing immediate visibility into the decisions being made in the field.
  • Analyze existing processes, improve standards, and track spend to create cost savings.
  • Customize templates to specific rooms and for specific scenarios, such as a unit with possible exposure to COVID-19 that requires additional disinfection.

Building users gain tools to improve decision-making and communication

  • Repairs and expenses are well documented, tracked and housed
  • Maintenance teams can make better repair-or-replace decisions and executive directors can break down unit turnover expenses.
  • Better communication between maintenance and sales teams and executive director results in clear expectations and shorter vacancy windows.

Create a change management plan to implement the solution

Once you’ve decided on a property management software solution with unit turnover functionality, ensure you have a change management plan in place to ensure smooth and successful implementation.

    1. Identify stakeholders

    • Create a list of everyone at your organization that should be involved in the planning, decision making, or implementation of unit turnover.
    • From the highest level, identify the person that will own the unit turnover program (if using TELS, this person would be designated as a Power User).
    • Identify the team that will align and create the templates that will be used to create unit turnover standards. These templates will take the form of checklists for buildings in your organization to use each time they complete the Unit Turns process.
    • List out the major roles that will be working within the software, who will need to be notified of the program start, finish, and milestones, and those who will need instructions and training (maintenance personnel, regional directors, marketing, etc.)

    2. Determine objectives and action items

    Set clear objectives, goals and expectations up front for everyone involved in the transition. Once you’ve identified your objectives (e.g. reduce vacancy windows by 1 week on average), list out the goals that will need to be completed in order to meet them, as well as the timelines for completing these tasks.

    For example:

    • All facilities in your organization transition to property management software like TELS Unit Turns by a set date.
    • Standardize the unit turnover program by instituting checklists for all facilities to use.
    • Reduce carpet expenses/spend by requiring all carpet replacements include a picture to allow analysis by your teams.

    Create additional action items to touch base on progress and keep the project moving forward. Include meeting dates, target dates and deadlines in this list. These additional action items could include:

    • Create the team that will be standardizing the unit turnover process with checklists by room type or care and ask your designated TELS Power User to configure the checklists in TELS Unit Turns and align on a completion date.
    • Set target dates for communications to be sent so that maintenance teams can ramp up before launch.
    • Send messaging to internal teams to assign a date that unit turnover functionality will be turned on, and when they can begin using the tools.

     3. Create a timeline

    • Review your list of action items and be sure to highlight any which need to be completed in a certain order, such as those that can’t begin until a previous action item is done.
    • Create benchmarks when appropriate so that you can track intermittent progress up to your deadline date for each goal.
    • Ensure that each stakeholder has an understanding of the action items, expectations and timelines that will affect them, and enough time to seek necessary feedback and or training as they begin on these action items.

    4. Implement a communication plan

    A communication plan should list out any communications associated with the unit turnover project and elements that should be included in the messaging. Start with high-level messaging to leadership that notes the objectives, action items and timeline of the project.

    Plans to communicate to the maintenance teams should include:

    • An explanation of the upcoming change to start using a unit turnover software solution.
    • The reasons for the change and benefits they will see.
    • Start date, training materials and instructions on how to use the tools.

    Make sure to plan for communications after launching the unit turnover software to share how well the transition went and highlight some of the initial benefits teams are seeing.

    TELS offers a complete solution

    Control your resident room and apartment turnover process, reduce costs and save valuable time with TELS Unit Turns. Part of the complete TELS property management software solution, the easy-to-use module centralizes the process and delivers customized checklists, best practices, notifications, cost information and more wherever you work best – at your desk or on the go.

    Not a TELS customer? Learn more or request a free demo today! 

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