Every day, facilities managers unknowingly lose customers and damage their brand reputation, all because of one overlooked factor: restroom maintenance.
Businesses may not realize it, but this can easily translate into tangible losses. A recent Tork survey revealed that only 1 in 5 public restrooms currently meet cleanliness standards, and a staggering 52% of people take action after a poor restroom experience—like leaving a negative review, avoiding purchasing food and beverages, or in the case of employees, leaving their job altogether.
This gap presents a powerful opportunity to evolve. By embracing a data-driven maintenance model, facilities can move from being reactive to proactively delivering excellence, transforming the entire operational ecosystem in the process.
Here are the essential strategies for making the shift to a data-driven model that meets today’s high hygiene expectations.
From Reactive to Proactive: The Power of Connected Dispensers
A practical and impactful entry point into data-driven facility maintenance is leveraging connected devices, such as dispensers for hand soap and sanitizer, paper hand towels, and toilet paper. These systems provide an accurate feed of real-time data based on usage patterns and supply levels, allowing facilities managers to shift from reactive, scheduled operations to a proactive, need-based model.
This visibility equips staff with precise insights into which areas need service, reducing physical exertion. For example, instead of regularly pushing heavy supply carts down long hallways, staff can spend time on detailed cleaning in the restroom—mirrors, hard-to-reach areas—so users can have a consistent excellent experience.
This targeted approach not only elevates hygiene standards, but also directly addresses the critical issue of cleaner burnout. Research shows that 80% of cleaners reported mental health issues because of their jobs, and 46% of those individuals reported feeling stressed. Leaders who provide data-driven maintenance tools create a less physically demanding and more supportive work environment, leading to greater overall satisfaction and reduced turnover.
Beyond Dispensers: Comprehensive Data-Driven Strategies
While smart dispensers offer immediate benefits, true transformation comes from integrating multiple data streams into a comprehensive maintenance strategy. By combining dispenser data with foot traffic analytics and other real-time data, facilities managers can build a truly predictive framework.
A holistic view allows facilities managers to anticipate needs before they become problems, such as a surge in traffic in a specific part of the facility alerting staff to service that area’s restrooms just before peak usage and ensuring they are pristine when needed most. This approach also furthers sustainability efforts—a key consideration, as research shows 67% of guests expect facilities managers to be more considerate of the environment when considering restroom solutions and operations. Optimizing cleaning routes reduces product waste by guiding staff to replace supplies based on actual need instead of a fixed schedule, directly supporting sustainability goals.
A comprehensive data-driven approach should also include training, as staff need to understand how insights translate into better outcomes for both users and operations. As one facilities manager noted, the innovation isn’t just about technology—it’s about changing how teams think about their work.
Driving Operational Excellence
Data-driven facility maintenance is no longer a futuristic concept—it’s the new standard for operational excellence. By leveraging smart technologies and real-time insights, facilities managers can move beyond reactive routines and toward an efficient and sustainable model that empowers cleaning teams, reduces waste, and enhances the overall experience for everyone who enters the facility.
Katrin Ferge is a regional manager of the commercial segment at Tork, an Essity brand.