The next frontier in modernising cleaning operations for education by Francis Lyons, CEO at ECAT
At the intersection of high expectations and sometimes limited resources, the education sector has long faced a myriad of challenges when it comes to cleaning operations. But smart auditing is helping to modernise things. That’s because, as institutions strive for excellence in both education and environment, one operational pillar is being reimagined: cleaning. In today’s schools, colleges, and universities, smart auditing is revolutionising cleaning operations, making them more transparent, efficient, sustainable, and ultimately more aligned with health and safety goals.
This transformation is powered by data. Specifically, data captured in real-time via smart auditing platforms that deliver consistent, comparable, and actionable insights. And when implemented effectively, these solutions go far beyond compliance, actively supporting performance, morale, and sustainability.
In this article, ECAT CEO Francis Lyons explains how smart auditing is modernising cleaning, ensuring the right emphasis on health and safety, and enabling a better overall performance in educational environments.
Activity Tracking: Visibility into the Day-to-Day
One of the biggest wins from smart auditing is its ability to track where, when, and how cleaning tasks are performed. With the use of mobile devices and cloud-based platforms, cleaning operatives log activities in real-time, creating a live map of site coverage.
“Activity tracking not only gives managers a factual account of what’s been done, but it also enables them to verify that key high-risk zones – such as toilets, canteens, and science labs – receive the attention they require,” said Francis.
This visibility reduces uncertainty, promotes accountability, and supports both reactive and planned maintenance strategies. Schools can prioritise resources where they are needed most, improving student and staff wellbeing in the process.
Moreover, consistent tracking provides insight into task frequency and duration, which can be used to adjust schedules in response to changing requirements throughout the school year, such as during exam seasons or peak flu months.
Resource Management: Doing More with Less
Smart auditing also plays a vital role in resource optimisation. By monitoring how long teams spend on each task and tracking consumables used – from disinfectants to paper towels – institutions can better manage budgets and reduce waste.
“Instead of anecdotal estimates, managers get hard data on workforce utilisation and material consumption. This insight helps make informed procurement decisions and fine-tune operational strategies,” said Francis.
When data shows that a certain area takes longer to clean or uses more resources than expected, this prompts investigations that often lead to process improvements or retraining.
Additionally, data from resource tracking can support more accurate budgeting and funding requests, which is particularly beneficial for schools operating within tight financial parameters.
Quality Assurance: Proof of Presence, Proof of Performance
In education, as in other industries, proving that cleaning has occurred is critical. That’s where near-field communication (NFC) technology enters the picture.
NFC tags, like the tech used in contactless payments, can be discreetly placed throughout educational facilities. Operatives scan the tags during cleaning rounds, creating a time-stamped log of activity. They can also upload images or notes as evidence of quality.
“NFC doesn’t just provide proof of presence, it builds trust, supports compliance, and raises standards by enabling operatives to take pride in their work,” said Francis.
This digital trail enhances transparency and reassures stakeholders that hygiene protocols are followed rigorously, which is increasingly important to parents and carers, school staff, and to regulatory bodies.
Trend and Risk Analysis: Seeing the Bigger Picture
While moment-to-moment tracking is crucial, smart auditing’s real power lies in aggregating data over time. With consistent, standardised reporting, managers can identify trends, flag anomalies, and spot both risks and opportunities.
“The insights gained from this level of data analysis allow decision-makers to replicate what works and fix what doesn’t. It enables evidence-based decisions rather than gut-feel guesses,” said Francis.
For instance, if multiple schools report recurring issues in science labs, for example, cleaning schedules or team training can be reassessed collectively, saving time and resources.
This type of trend analysis is also essential in preparedness and response planning, where having historical data can inform contingency strategies quickly and accurately.
Supporting Sustainability Goals
Smart auditing is also proving instrumental in helping educational institutions achieve their sustainability targets. By going paperless and moving audits to the cloud, carbon footprints are reduced. Data-driven operations also reduce overuse of chemicals and consumables, and support the adoption of more environmentally friendly alternatives.
“Some systems have demonstrated up to 60% savings in review time and up to 30% boosts in operational efficiency. But beyond the numbers, it’s about building sustainable habits into the daily routine,” said Francis.
Sustainability also plays a role in student engagement. Increasingly, students expect their institutions to demonstrate environmental responsibility, and smart auditing provides a practical, visible way of aligning operational processes with those values.
Case Study: Real Life Lessons from the Field
When Sodexo deployed a smart auditing platform across two schools and a sports pavilion, the results were immediate. Hotspots were quickly identified, inconsistencies corrected, and best practices replicated. Perhaps most notably, the cleaning teams felt more empowered and received positive feedback from both students and staff.
“The technology eliminated ambiguity and gave us real data to work with,” observed one Sodexo advisor. “At the click of a button, we had six months' worth of insights to guide our decisions.”
This kind of digital empowerment is particularly valuable in educational settings where transparency and accountability underpin trust between administrators, parents and carers, and staff.
Looking Ahead: Smart Cleaning for Smart Schools
As educational institutions continue to evolve, so too must the services that support them. With smart auditing technology, cleaning operations can become a key driver of safety, performance, and reputation.
“This is more than a tech upgrade, it’s a mindset shift – one that values data, transparency, and continuous improvement. Smart auditing solutions help schools deliver cleaner, safer environments where students can thrive,” said Francis.
For the education sector, school leaders and facilities managers alike, the message is clear: the future of educational cleaning is smart, connected, and evidence driven. As the demands on schools continue to grow, solutions that deliver operational clarity and continuous improvement will be the ones that truly stand the test of time.