LESSON 2: Implementing Housekeeping Activities

Introduction
This module will go into the details or the hows of maintenance and housekeeping. It
will tackle housekeeping procedures and practices, the 5S housekeeping system, ways to
manage different kinds of wastes and ways to stay safe while performing maintenance activities.
5S is a simple method of organizing the workplace safely and efficiently to enhance
productivity. It is a systematized approach to organize work areas, keep rules and
standard, and maintain the discipline needed to do a productive workplace. 5S leans on the
idea that productivity is achieved by organizing the work area because it eliminates wasting of
resources, such as time. It traces its origin to the production techniques observed in some of the
world-leading manufacturing companies. This method is divided into five phases: Seiri, Seiton,
Seiso, Seiketsu, and Shitsuke. Each phase is named after a Japanese term recognizing the
Japanese companies which lead the practice of this method.

Seiri (Sort)

Seiri aims to eliminate hazard by decluttering spaces from unnecessary items that restrict physical
movement and interfere with productive work.

Sorting practices may include:

 Placing “red tags” to categorize items and identify the unnecessary;

 Moving the unnecessary items to a central storage area to free up valuable space; and
 Checking equipment and tools for functionality and any abnormalities.

Seiton (Systematize)

This step of 5S involves systematizing how tools, equipment and materials are arranged for easy
access.

Performing Seiton may include:

 Placing items into storage areas that are labeled, numbered and zoned for clear identification;
and
 Placing items into strategic locations and setting them according to the workflow to minimize
unnecessary movement and travel time.

Seiso (Sweep)

Seiso involves having a regular cleaning schedule to prevent workplaces from getting too dirty and
difficult to clean. This is about cleaning even if things are not dirty.

Seiso can be done through the following procedures:

  Mopping floors and wiping tables daily;
 Performing maintenance of equipment and tools regularly; and
 Observing proper personal hygiene and waste management

Seiketsu (Standardize)

Seiketsu involves maintaining the workplace in high standard housekeeping. This aims to make
everyone know what his or her responsibilities are in the regular housekeeping routines.

Observing practices of Seiso may include:

 Using visual materials to remind people of standard operating procedures or SOPs;

 Developing mechanisms and templates for regular procedures such as ordering supplies and
reporting activities and issues;
 Implementing color-coding for waste segregation;
 Standardizing common symbols.

Shitsuke (Self-discipline)

This step of 5S is concerned about doing things correctly and continuously without having to be
told. Shitsuke refers to maintaining standards and keeping the facility in a safe and efficient order day
after day and year after year.

Shitsuke procedures may include:

 Conducting refresher training and progress reporting regularly;

 Recognizing good 5S activities;
 Using bulletin boards or 5s corners to remind others of the 5S practices.

Topic 2: Guidelines for Implementing Good Housekeeping

Aside from preventing accidents, good housekeeping also encourages good habits among the staff
and trainees. The following are important guidelines when implementing good housekeeping.

 Keep aisles clear

 Improve storage facilities
 Keep floors, walls and the windows clean
 Maintain light fittings
 Get rid of dust and dirt and dispose of scraps
 Keep meal rooms and restrooms in clean and in order
 Keep tools tidy
 Look after your fire-safety and first aid gears
 Attend regularly to maintenance
 Assign responsibility for cleaning
  Prepare a checklist

LESSON 3: Waste Management

Introduction

Waste management is vital in the maintenance of training facilities. Waste management is the
collection, transport, processing, recycling or disposal of waste materials in an effort to reduce their
effect on human health or local aesthetics or amenity. In recent decades, there have been efforts to
reduce the effect of waste materials on the environment and to recover resources.

This lesson will discuss the waste management plan, laws other regulations related to waste
management and the proper disposal of hazardous chemicals.

Topic 1: What is Ecological Waste Management?

Ecological waste management is the proper handling of the thing we throw away in a manner that
does not harm anyone or anything, be it human, animal or the environment.

The waste hierarchy refers to the “3 Rs” Reduce, Reuse and Recycle which classify waste
management strategies according to their desirability in terms of waste minimization. The
waste hierarchy remains the cornerstone of most waste minimization strategies. The aim of waste
hierarchy is to extract the maximum practical benefit from products and to generate the minimum
amount of waste.

Concerned Laws and Regulations

Presidential Decree (PD) 1152, “The Philippines Environment Code,” which took effect in 1997,
provides a basis for an integrated waste management regulation starting from waste source to
methods of disposal. PD 1152 has further mandated specific guidelines to manage municipal wastes
(solid and liquid), sanitary landfill and incineration, and disposal sites in the Philippines.

Recent laws and its implementing rules and regulations on environment and waste management
include:
A waste management plan is a comprehensive record of the established procedures for proper waste
management. A waste management plan should answer the following considerations:

 Have all compulsory elements been included?

 Does the plan include full coverage of the institution concerned?
 Which types of waste management facilities are in place?
 Have responsibilities been distributed among concerned personnel?
 Have the cost of implementing the plan been estimated?
 Has a timetable been fixed for implementing new activities in the action plan?
 Does the plan include measures to support?

Topic 2: What is a Waste Management Plan?

Task Sheet: Preparing a Waste Management Plan

TYPES OF WASTE
Compostable / Biodegrable Wastes These are waste that decompose naturally such as food
wastes (fruit peelings and food scraps) and yard waste (fallen leaves and branches).

Recyclable Wastes Recyclables are non-biodegrable wastes that can be re-used for another or
the same purpose. Examples of recyclable wastes are old newspaper, plastic bottles and used
cartons.

Residual Wastes Toxic Wastes These are non-biodegradable wastes that cannot be re-used or
recycled. Examples are used rags, used sanitary napkins, candy wrappers and busted light bulbs.

Toxic Wastes These are waste that may harm or cause damage to a person or a property.
Examples of toxic wastes are used battery/ dry cells, busted light bulbs, and aerosol cans.

Topic 3: Proper Disposal of Hazardous Waste

The disposal of chemical waste must always adhere to the established local and national policies.
There are instances when your institution must coordinate with concerned agencies to dispose of
hazardous wastes. The following are examples of hazardous wastes and tips for their proper
disposal.

LESSON 4: Occupational Health and Safety

Introduction

Occupational Health and Safety (OHS) is an area of principle concerned with protecting the safety,
health and welfare of people engaged in work or employment. OHS minimizes the hazard and risk
faced by the staff and trainees.

OHS Standards should be implemented for the following reasons:

  The staff and the trainees should not have to risk injury at work, nor should others associated
with the work environment;
 Policy-makers realize that poor occupational safety and health performance results in a cost
to the state. Employers also sustain costs in the event of an incident at work.
 Globally, international labor groups and authorities have been in the watch for possible
violation of the international labor standards such as the 1998 ILO Declaration on
Fundamental Principles and Rights at Work. In the Philippines, occupational safety and
health requirements are imposed by legislation including the Social Security System Act of
1997, the Government Service Insurance Act of 1997 and the National Health Insurance Act
of 1995.

Topic 1: Good OHS Practices

Here are a few simple things you can do to practice good OHS.

Topic 2: Observing Security Measures

Some security procedures that you can apply to your institution are the following:
LESSON 1: Monitoring Maintenance Activities
Introduction

Monitoring should go hand in hand with maintenance. Monitoring maintenance activities will help
keep track of the state of the facilities and equipment as well as the performance of the responsible
maintenance personnel. Regular inspection of training facilities and equipment is vital in monitoring
the effectiveness of the maintenance and housekeeping programs. This is also an important part of
formulating a better maintenance plan.

This lesson will present the tools for monitoring maintenance and housekeeping inspections and the
procedures for recording and reporting maintenance activities. Documenting maintenance measures
will be discussed as well.

Topic 1: Inspection Checklists

This is one of the most common monitoring tools in maintenance. An inspection checklist should be
made according to the prepared schedule (maintenance or housekeeping). Using an inspection
checklist will confirm if the maintenance activities have been performed accordingly.

An inspection checklist commonly includes the following information:

 The qualification the equipment is being used for

 Equipment location
 Person-in-charge of the area/equipment being inspected
  Inspection items or the activities to be done with respect to the maintenance of the area/
equipment
 Status of the inspection item (done/ not)
 Remarks
 Name and signature of the person who inspected the area/ equipment
 Date when the inspection was conducted

Topic 2: Reporting Incidents/ Breakdowns

1. Identify the equipment. Depending on established policies, you may be asked to include its
ID code/ number, property name and location.
2. Identify the incident.
3. Analyze the incident to come up with a recommendation.
4. Submit the report to the appropriate personnel.

Topic 3: Reporting Maintenance Inspections

1. Study the inspection checklist.

2. Check the condition of facilities/ equipment based on the inspection checklist.
3. Prepare the inspection report putting into paper all the observations gathered in the
inspection. Include your findings and recommendations.
4. Consider the report for the continuous maintenance of the facilities and file the inspection
report properly.

Introduction

Documentation is seen by many to be as tedious as maintenance itself. As a trainer, you must realize
that proper documentation of maintenance activities is crucial to the daily use of equipment and
facilities. It also brings convenience especially in informing the users of the current state of a facility
or equipment.

Topic 1: Types of Documents in Maintenance

Complete, accurate and up-to-date documentation of maintenance is essential to an effective

maintenance program. The following are the types of documents to be included in the maintenance
documentation system:

 Equipment and Facilities Inventory

Sometimes called construction or engineering documents, documents of this type show a complete
list of all the equipment with the corresponding number, description and location. Equipment and
facilities inventory should also show the functional relation of equipment and the areas where they
are located.

 Technical Records
This type of documents includes the following:

1. Mechanical, electrical, architectural, plumbing and equipment plans

2. List of components and spare parts of each equipment
3. Parts and functions of areas inside the building
4. User’s manual of each equipment
5. Work and repair manuals or any document detailing how an equipment can be repaired
6. Maintenance manuals

 Historical Records

This is a complete compilation of all maintenance and repair activities of an equipment item
including preventive maintenance record, breakdown and repair records.

Topic 2: Basic Filing Methods

Different institutions may implement different filing systems. The following are some of the most
common filing methods you can use in the keeping your maintenance records and documents:

 Alphabetical – files are arranged either through the alphabetical order of the names of
authors or title of the files
 Numerical – files are assigned with codes and arranged according to their number
 Subject – files are arranged according to the subject matter they discuss
 Geographic – files are arranged according to where they come from or what location they
are related to
 Chronological – files are arranged according to dates

Topic 3: Guidelines for Keeping Records

 Keep a complete record of the inventory as well as the technical information operation and
maintenance manual for each equipment and facility.
 Maintain and file inspection records, breakdown records and repair and maintenance records
in a complete set.
 Arrange records according to the number of breakdowns, maintenance cost, repair and
maintenance details and material consumption.
 Record all other information concerning equipment and facilities effectiveness intervention.
 Record the necessary information (i.e. maintenance listing, manpower utilization, work
backlog, material cost and cost analysis) regarding the documentation of work.
 Keep available documents up-to-date.
 Give titles to every document and assign an internal control number for each.