Route & annual planning: weekly schedule, routes and maintenance for cleaning and upkeep
Plan weeks, routes and maintenance throughout the year, in one place and always up to date.
The workloads become a concrete plan: who does what, when and where. Nothing is forgotten, everything is scheduled, including deep cleaning, windows and winter service.
Everything scheduled, nothing forgotten.
Recurring work, seasonal tasks and maintenance automatically end up in the plan, so you keep an eye on the whole year without maintaining Excel lists.
- Weekly schedule per person from the allocated workloads
- Routes across several objects and locations
- Annual plan with deep cleaning, special cleaning and maintenance
- Holiday and operating weeks taken into account automatically
Four steps from workload to annual plan.
Derive the weekly schedule from the workloads
The annual hours distributed in Workloads & allocation are spread across the weeks: which rooms are cleaned on which day, how long does a route through the school building take? The weekly schedule per person is created from the intervals, not from an empty table.
Create routes
Objects that are looked after together form a route: the caretaker with the school building, kindergarten and gym, the cleaning team with three administration buildings. Sequence, time slots and travel are defined once and apply to every week.
Annual plan with holidays and special work
During the school holidays, routine cleaning stops; instead, deep cleaning, window cleaning and maintenance work take place. The annual plan knows operating weeks, holidays and seasonal work such as leaves, lawns or winter service and places them in the appropriate weeks.
Schedule maintenance
Recurring inspections and servicing, such as the heating before the heating season, ventilation filters, emergency lighting or playground inspections, get fixed dates and responsible persons. Due work automatically appears as a task in the module Tasks & notifications.
A year in the school building.
This is how the work of a primary school building with 3,000 m2 and 39 school weeks is spread over the year. Routine cleaning runs during the school weeks, while the holidays are reserved for deep cleaning and maintenance.
| Period | Work | Hours |
|---|---|---|
| School weeks (39) | Daily routine cleaning, ancillary work, inspection rounds | 2'240 |
| Summer holidays (5 weeks) | Deep cleaning of all floors, coating, windows, supervising painting work | 260 |
| Autumn and spring holidays | Interim cleaning, window cleaning, ventilation filters, play equipment | 120 |
| Sports holidays, Christmas | Interim cleaning of hall and changing rooms, heating inspection | 80 |
| March to October | Lawn, planted areas, playground, leaves | 280 |
| November to March | Winter service, around 20 call-outs | 70 |
| All year | Gym lettings, events, administration | 200 |
| Total | 3'250 |
The 3,250 hours correspond to the workload from the example in the module Workloads & allocation. The annual plan shows that the summer holidays, with deep cleaning and maintenance, are the most intensive time for the caretaker, not the school weeks. More on this topic in the guide Maintenance planning for public buildings.
Municipalities, care homes, schools and cleaning companies.
Public institutions
Caretakers and works departments see in the weekly schedule what is due today. In the annual plan they see what is coming up in the holidays. Management sees whether the workloads add up and where cover is needed. Maintenance becomes plannable instead of reactive; damage is detected earlier. Find out more: easyCAFM for public institutions.
Cleaning companies
Cleaning companies plan routes across several customers and locations: which team goes where and when, how long does each object take, where can a new contract be fitted in? The plan is based on the calculated object hours, so quote and deployment match. Find out more: easyCAFM for cleaning companies.
About route and annual planning.
Does the weekly schedule have to be maintained by hand?
No. It is generated from the intervals in the calculation and the allocated workloads. You only adjust what works differently on site, such as the sequence or the weekday.
What happens during holidays or illness?
The absent person's work remains visible in the plan and can be allocated to a substitute. Nothing is missed unnoticed.
How does maintenance get into the plan?
Recurring inspections and servicing are recorded with an interval and a responsible person, for example an annual heating inspection in September. easyCAFM generates tasks from this at the right time.
Can plans be printed or shared?
Yes. Weekly and annual plans are available as an overview in the software and as PDFs, for example for posting in the cleaning room or for the school management.
More easyCAFM modules.
Objects & areas
Record buildings, rooms and areas in a structured way.
Learn moreCleaning calculation
Calculate cleaning workload objectively using standard values.
Learn moreWorkloads & allocation
Translate workload into FTE percentages and distribute it.
Learn moreQuotes & reports
Tender-ready quotes and reports as a PDF.
Learn moreTasks & notifications
Assign tasks and report defects.
Learn moreSee Route & annual planning using your use case.
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