Communicate About Green Cleaning

Frequent two-way communication with everyone involved is critical throughout the process of planning and implementing a Green Cleaning program.

Communications Goals

The objective of this communication effort is to build support and engage building occupants in the process. The best way to do this is to educate and inform all stakeholders about the value of Green Cleaning and the purpose of the program, policy and plan. People need to understand why the program was initiated, the expected benefits, how they fit into the implementation and on-going success of the program, and the benefits as they are realized. The intention is not to simply tell people what you are doing, but to help them understand their role and what is expected of them, as well as how the improvements positively affects them.

Communications Media

There are many communications vehicles available in the school environment. The most effective communications programs use more than one media to reach important constituencies. Use those that are most appropriate for the audience or particular message being communicated. Some of your options include:

Simple flyers or bulletin board posters,
Articles in the school newsletter,
Articles or notices sent home in students’ backpacks,
Staff e-mails,
Daily loudspeaker announcements,
Health and Safety Committee programs,
In-service educational programs,
Earth Day celebrations,
Recycling events,
Tent cards left on desks,
Stickers on restroom mirrors,
News releases to local newspapers.

Introducing the Green Cleaning Program

During the start-up phase, it is important to hold small meetings or briefings with different stakeholder groups about the program and answer some common questions before they arise. Be sure to include outside groups that use the school facility, such as PTAs and scouting groups, in these sessions. Concepts to communicate in an introductory presentation include:

What is Green Cleaning all about?

Define Green Cleaning,
Stress the value of protecting health and the environment,
Cite examples of successful programs in other schools.

Setting Expectations

Stress that we are NOT saying the current program is bad,
We can’t make it perfect, but we CAN make it better.

What changes they should expect:

New procedures,
New chemicals, paper products and equipment,
Why are these better?

What are the various stakeholders’ responsibilities?

Participate in surveys,
May be as simple as calling to report a spill,
Provide honest and constructive feedback,
Ask questions,
Pay attention to their areas; do not “wait” for the custodian to clean it up.

Communicating Major Activities

After the Green Cleaning program is up and running, it is important to keep the stakeholders informed of major or significant cleaning events and milestones. These can include:

Major floor work

Strip outs
Scrubbing and recoating

Carpet spotting or cleaning
Pesticide application
Lawn chemical application

Other Communication Opportunities

Sometimes communication is important even when no one is asking questions. With a new program, it is important to keep the successes top-of-mind. You should look for unique opportunities to keep the message vital and current. Some additional opportunities include:

Tooting your horn: Tell people when something good happens. The more your stakeholders come to understand the benefits of the Green Cleaning program, the more resources your team will have to continue and expand the program.

When making changes that occupants will notice: Typical events are those that leave a smell or odor (even a pleasant fragrance, or better yet a lack of fragrance, will be perceived as something different). Changing floor coatings, resulting in a higher or lower gloss attracts attention. The key is to communicate prior to the event whenever possible. A proactive approach is always better than being placed on the defensive.

Health and Safety Fairs, Science Fairs, and similar events: These are excellent venues for telling the Green Cleaning story. This might include a simple flyer with tips that can be used at home to send along with students.

Annual Observances such as Earth Day, Recycling Day and Environmental Awareness Days: these are obvious and too often overlooked opportunities to communicate the environmental benefits of the Green Cleaning program.

Promotional events: A “Clean out your files” or “Clean out your locker” event could be held to promote the recycling effort.

Communicating with Vendors, Outside Contractors and Visitors

Building occupants frequently complain because some roofing work was being done and the odors drawn in from outside caused irritations. The same is true for work conducted by other outside contractors from elevator and HVAC maintenance to pest control applicators and landscapers. These vendors play an important role in reducing the impacts on health and the environment in the delivery of their goods and services and should be aware of how they can support your program.

Visitors and groups using school property should be informed about the Green Cleaning program, as well. For example, a community group meeting in the library should understand how to set up, break down and clean up the room in keeping with the Green Cleaning policy. Establish a small set up and clean up fee as a deposit that covers the extra effort custodians must make to accommodate these outside groups.

As the Green Cleaning program matures, the Green Team may work with contractors and purchasing agents to incorporate language into vendor contracts that identify their roles and responsibilities with respect to indoor environmental quality.

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