This guide is designed to help you manage the situation when your colleague does not arrive for their scheduled shift, ensuring the work is handled effectively and safely.
Step 1: Stay Calm and Assess the Situation
Take a moment to breathe: It's natural to feel stressed, but staying calm will help you handle the situation better.
Survey the workload: Quickly assess what needs to be done and identify the most urgent tasks.
Look at the cleaning schedule and determine which areas need immediate attention.
Note any areas that may require more time or additional resources to clean.
Step 2: Inform Helpdesk
Contact help desk immediately on 02393 6000 03
Provide the following information:
Your name and location.
The name of the colleague who has not arrived.
Details of the tasks for the shift.
Any immediate concerns (e.g., high-traffic areas requiring urgent cleaning).
Follow any instructions your supervisor provides. They may:
Arrange for a replacement.
Authorise you to prioritise certain tasks over others.
Provide guidance on documenting the incident.
Change your work times so you can get paid for the time on site.
Step 3: Prioritise Your Work
Focus on essential tasks:
High-priority areas: Toilets, kitchens, and high-traffic zones should be addressed first as they impact health and safety the most.
Health and safety concerns: Ensure spills, hazards, or urgent cleaning issues are addressed immediately to prevent accidents.
Communicate task prioritisation: If you cannot complete all tasks, let your supervisor know which ones have been prioritised.
Use checklists: Refer to your cleaning checklist to ensure no critical tasks are overlooked.
Step 4: Use Time Efficiently
Work systematically: Focus on one area at a time to avoid feeling overwhelmed or duplicating effort.
Group similar tasks together: For example, clean all restrooms in one go before moving on to another area.
Minimize movement: Plan your route through the site to reduce unnecessary backtracking.
Track your progress: Tick off completed tasks to stay organized and motivated.
Step 5: Request Assistance if Needed
Check if help is available:
Ask your supervisor if another colleague from a nearby site or shift can assist.
Confirm whether additional time can be allocated to complete the tasks.
Be specific about what you need: Clearly explain the areas where you need support or extra time.
Stay in communication: Keep your supervisor updated on your progress and any issues that arise.
Step 6: Document the Incident
At the end of your shift, make a detailed note of:
The colleague’s absence, including the time you noticed they were missing.
Tasks you completed and any that were left incomplete.
Any challenges you faced or adjustments you made to prioritiae tasks.
Suggestions for improvement in handling similar situations in the future.
Submit this report to your supervisor for their records and to support future planning.
Key Contacts
Helpdesk number : 02393 600 003
log a ticket: HERE
Frequently Asked Questions
What if I’m unsure which tasks to prioritise?
Focus on safety and hygiene first. For example, clean high-traffic areas, spills, and restrooms before tackling less urgent tasks.
Document your decisions and communicate them to your supervisor after your shift.
Can I leave tasks incomplete?
Yes, if tasks cannot be completed within the allocated time, inform helpdesk immediately.
Clearly communicate what has been done and what remains so that arrangements can be made.
What if this happens regularly?
Share your concerns with the operations or HR. Regular incidents should be addressed at a management level to prevent recurring issues.