Workloads & allocation: calculating cleaning and caretaker workloads in FTE percent
The calculated workload turns into concrete workloads in FTE percentages, distributed transparently across teams and individuals.
This is how the calculation becomes a transparent staffing requirement: for caretakers and cleaning teams, fairly distributed and justifiable at any time to the municipal council, school board or executive management.
From workload to staffing needs.
Because the workloads come directly from the objective calculation, the distribution is fair and transparent for everyone, a solid basis for staff planning, position requests and costs.
- Annual hours translated into FTE percent
- Net annual working time from your master data
- Fair, transparent distribution across people and teams
- Workload states as versions, target and actual compared
Four steps to a justifiable workload.
Define master data
Weekly hours, paid breaks, holiday entitlement and public holidays are stored once per tenant. This gives the net annual working time of a full-time position, the reference value for every workload. New workloads adopt these values automatically.
Take the annual effort from the calculation
The annual hours per building, floor and room come directly from the Cleaning calculation: routine cleaning, deep and special cleaning, ancillary work, outdoor areas. Nothing is retyped, nothing is forgotten.
Create and allocate workloads
You create workloads, for example caretaker 100 percent and cleaning 80 percent. You allocate buildings, floors or individual jobs to these workloads. easyCAFM continuously shows how many hours have been allocated and whether the workload adds up or overflows.
Compare target and actual, save states
Each workload state is saved as a version. This makes it possible to show what the workload looked like before the extension and after. The justification for position requests and budget discussions is thus always ready.
From annual hours to FTE percent.
A 100 percent workload is not 52 weeks times 42 hours. Holidays, public holidays and absences reduce the available time. easyCAFM calculates with the net annual working time from your master data.
| Item | Hours |
|---|---|
| Gross annual working time (42 hours times 52 weeks) | 2'184 |
| less holidays (5 weeks) | -210 |
| less public holidays (9 days) | -76 |
| less absences (around 3 percent) | -58 |
| Net annual working time at 100 percent | 1'840 |
Example: school building with 3,000 m2
| Task block | Hours per year |
|---|---|
| Cleaning | 2'300 |
| Ancillary work | 150 |
| Outdoor areas and winter service | 350 |
| Technical maintenance | 250 |
| Administration and lettings | 200 |
| Total annual hours | 3'250 |
| Divided by 1,840 hours | 177 % |
The 177 FTE percent can be split, for example, between one caretaker at 100 percent and cleaning staff totalling 80 percent.
Municipalities, care homes, schools and cleaning companies.
Public institutions
Is an 80 percent caretaker enough for the new school building? With easyCAFM, municipalities, school boards and care home managers answer this question with a calculation rather than a rule of thumb. Every FTE percent can be traced back to areas and tasks. Changes such as an extension can be quantified in advance. toolsuisse AG has been determining workloads with this method for over 20 years. Find out more: easyCAFM for public institutions.
Cleaning companies
Cleaning companies plan staff deployment per customer and route from the calculated object hours: how many FTE percent does the new contract need? Which employees still have capacity? The workloads are the basis for Route planning and for post-calculation. Find out more: easyCAFM for cleaning companies.
About workloads and allocation.
What is the difference between workload and FTE percent?
The workload is the calculated effort in hours. The FTE percent is the conversion to a full-time position: annual hours divided by the net annual working time, times 100.
Can we compare several workload states?
Yes. Each state is saved as a version. You can compare today's state with the state before a renovation or with a variant without lettings and justify the difference.
How do we handle outsourced cleaning?
Buildings or floors whose cleaning is handled by a service provider are flagged as "ancillary work only". Routine cleaning is then not included in the internal workload, but the ancillary work is. The comparison between in-house and external remains possible because the hours stay recorded.
Does winter service count towards the workload?
Yes. Winter service is part of the outdoor areas and is planned as an annual budget, for example 20 call-outs of 3 hours each. It occurs irregularly but is part of the annual hours.
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 moreRoute & annual planning
Weekly, route and maintenance planning.
Learn moreQuotes & reports
Tender-ready quotes and reports as a PDF.
Learn moreTasks & notifications
Assign tasks and report defects.
Learn moreSee Workloads & allocation using your use case.
Send a non-binding inquiry, together we'll calculate the workload for one of your properties.