HOUSEKEEPING

SYSTEM AT IITGN
ES 115: DESIGN, INNOVATION AND PROTOTYPING

SYSTEM DOCUMENTATION

TEAM AESTHELETES
Housekeeping System // April, 2024.

02
HOUSEKEEPING
Housekeeping is the management and routine
support of residential activities, such as those in our
student hostels.

Why apply system thinking in this scenario?

To inculcate empathy towards staff.

To uphold the dignity of labour.
To ensure the needs of the residents are met.
To make most efficient use of resources and
optimised use of time.

Index

Topic Page

The Stakeholders 3

The Staff 4

Tools and equipment 5

Process 6

Human interaction 7

Fascinating Management 8

Challenges 9

Our Team 10
 Housekeeping System // April, 2024.

03
THE
STAKEHOLDERS
Role:
-To clean washrooms on two-times a day
-To sweep and mop common areas on a daily basis frequency
-To clean rooms on a twice-a-week frequency
-To empty and wash dustbins on a weekly basis
STAFF
Involvement:
-Manual execution of the above tasks
-Interaction with both students and administration

Role:
-To maintain basic hygiene in washrooms and common areas.
-To segregate waste appropriately in the floor wise bins.
-To be present for room cleaning.
RESIDENTS
Involvement:
-Signing the sheet confirming room cleaning.
-Reporting to the administration in case of any complaints.

Role:
-To ensure staff attendance and duty completion
-Resident complaint redressal (including property damage)
-Staff complaint redressal
ADMINISTRATION
Involvement:
-Emails and notices with instructions for residents.
-Action against those causing property damage.
-Discussions with head of housekeeping staff.
Housekeeping System // April, 2024.

04
IN FOCUS...

THE STAFF

11 Hostels

44 Floors

132 Personnel

Hierarchy:
-Each hostel has a head caretaker, everyone else reports to him/her.
-Hostel caretakers report to Hostel Wardens.
-Students may also approach welfare secretary.

Salary:
-Daily compensation of Rs. 750 to Rs. 950 based on experience.
-Sample salary of Rs. 17,000 per month after taxes and other
deductions.
-Most of the workers are not the sole earner in their family.
Housekeeping System // April, 2024.

05
TOOLS AND
EQUIPMENT

Floor level:
-Buckets: Carrying soap and water
-Brooms: Sweeping
-Mops: Mopping
-Washrooms are equipped with toilet brushes
and brooms.

Hostel Level:
-Cleaning Liquid
-Long brooms for spider-web removal
-AC remotes for common rooms and study
rooms
-Pipes: To clean dustbins in large quantities.

Institute Level:
-Trolley: Assisting students during their inter-
hostel moving.
-Angle grinder: Cutting locks when keys are
lost.
-Ladders: Electrical and cleaning work.
Housekeeping System // April, 2024.

06
THE PROCESS
Washroom Cleaning:
-Frequency: Four times a day
-Work Division: 3 staff are assigned to each floor (3 washrooms per
floor)
-Duty: To clean washbasins, bathrooms and washrooms.
-Equipment: Stored right outside washrooms.
-Confirmation: Timing sheet outside washroom must be signed.-

Common Areas Cleaning:

-Frequency: Once a day
-Work Division: Staff must clean their assigned floor’s
pantry, fridge (once-a-month), lobbies and steps.
-Duty: To sweep and mop
-Equipment: Stored outside washrooms.
-Confirmation: Verified by the main hostel caretaker-

Room Cleaning:
-Frequency: Twice a week per room
-Work Division: 3 staff are assigned to each floor 20 to 40 rooms
per floor)
-Duty: To sweep and mop the room.
-Equipment: Stored right outside washrooms.
-Confirmation: Timing sheet must be signed by resident.

Dustbin Cleaning:
-Frequency: Once a week
-Work Division: A single person cleans dustbins, duty is
rotated every week.
-Duty: To empty and wash dustbins (total of 24 per hostel_
-Equipment: Pipe stored on groundfloor.
-Confirmation: Verified by the main hostel caretaker

-
Housekeeping System // April, 2024.

07

HUMAN
INTERACTION
Since it is a manual system, we are studying interaction
instead of intervention.

-Greetings and small talk

-Signing room cleaning sheets
STAFF RESIDENTS
-Assistance during moving
-General assistance requests

-Complaints ADMINISTRATION RESIDENTS

-Complaint redressal
STAFF ADMINISTRATION -Employee related benefits (holidays,
salaries, etc)
-Difficulties redressal
Housekeeping System // April, 2024.

08

FASCINATING
MANAGEMENT
No matter how tired she is,
Sangeeta didi is always smiling
and willing to help. She has
helped me move my bags
innumerable times.

-Hiteshi Meisheri, Ijokha Resident.

1. Extreme punctuality in reporting and cleaning.

2. Flexibility to accommodate residents’ schedules (they return
after our lectures when we are away)
3. Strict policy against accepting any monetary compensation
from residents.
4. No compromising on community hygiene and health.
5. Excellent record keeping. Each stage is tracked and checked by
their supervisor.
Housekeeping System // April, 2024.

09
CHALLENGES

-Unclean washrooms.
RESIDENTS -Clash of room cleaning timings with lectures and
other commitments.

-Resident non-cooperation (for example, wrapper

disposal, sanitary pad disposal, etc.)
-Lack of space to rest in the afternoon. They often
lie down on hard floors in lobbies itself.
STAFF -Long working hours even in extreme summers.
-Mess food is not a complimentary work benefit,
hence they must prepare and carry their own food.
-Improper escalation of complaints directly to
wardens, leading to discrediting of their work.

-Difficulties in establishing the nature of

complaints.
ADMINISTRATION
-Catching those responsible for damage of
property.
Housekeeping System // April, 2024.

10
OUR TEAM
We are grateful to Harini Ma’am, Priyanka Didi
and Solanki Bhaiya for sharing their valuable
insights which helped us understand this system.

Name Roll number

Deep Pradhan 23110087

Nandan Desai 23110088

Diya Nandan 23110103

Faayza Vora 23110109

Hiteshi Meisheri 23110135

Hridya Balachandran 23110137