Kalli Folk

Smart restrooms are no longer a futuristic concept; they’re a practical solution to one of the most scrutinized areas in any facility. In today’s custodial landscape—where every second counts—technology plays a pivotal role in streamlining operations, optimizing labor, and enhancing the user experience. Restrooms reflect a facility’s overall quality, and any cleanliness issue is quickly noticed. Maintaining pristine environments can be challenging, but smart restrooms offer a promising path forward. They combine data analytics and automation to maintain quality while reducing unnecessary labor hours. Labor efficiency While results vary by facility, buildings that adopt smart restroom solutions often report significant efficiency gains—up to 80% in some cases. For example, one ESFM-managed facility reallocated approximately 360 annual labor hours after implementing smart restroom technology. This gave custodial team members more time to address priority areas and unplanned needs, resulting in better service delivery and higher satisfaction scores from facility guests. Smart systems also contribute to sustainability goals, reducing waste and cutting inventory costs by aligning supply with actual usage patterns. However, not all smart restroom solutions are created equal. Choosing the right data strategy starts with understanding the available options: QR codes and sensors. QR codes pros and cons Quick-response (QR) codes are easy to implement. When integrated with digital forms or facility management systems, they provide a low-cost, low-effort method to gather real-time feedback. QR codes offer numerous benefits, including: Cost-efficiency: The use of QR codes entails few expenses besides printing the labels. Occupant engagement: QR codes empower users to flag cleanliness concerns, request services, or share needs and preferences, enhancing occupant satisfaction and custodial responsiveness. Real-time reporting: Feedback collected through QR codes helps identify areas needing attending and track service trends over time. Despite their benefits, the use of QR codes can present the following challenges: Durability: The printed labels can become frayed, worn, or damaged over time, making them difficult or impossible to scan. Access limitations: Poor lighting, lack of connectivity, or device restrictions can hinder scanning. Security risks: QR code phishing (or“quishing”) poses a potential cybersecurity threat if people tamper with labels. Sensor pros and cons Installing sensors can take data collection to the next level by providing automated, predictive insights without relying on occupant input. Advantages of sensors include: Clear and specific insights: Sensor programs can track foot traffic and supply levels to determine cleaning thresholds, allowing teams to clean based on actual usage rather than static schedules. Predictive power: When integrated with machine learning, sensors can reveal trends and enable proactive adjustments, such as shifting labor during low-occupancy periods. Both of these insights empower facility managers to make smarter, data-driven decisions that enhance both service quality and operational efficiency. However, the use of sensors also poses potential drawbacks, such as: Higher costs: In addition to the cost of initial purchase and installation, facilities will likely have ongoing maintenance fees to consider. Technical difficulties: Integrating sensors into existing facility systems and processes requires IT support. Like any equipment, the potential exists for breakdowns and malfunctions over time, which may lead to operational disruptions or unreliable data. Privacy concerns: Sensor tracking can raise questions about occupant comfort and data ethics. Determining the right choice To identify the smart restroom solution that best fits your operation, start by identifying your priorities. Is your goal to manage upfront costs or to drive workflow automation? Consider how the factors below apply to your needs: Cost: QR codes are relatively inexpensive, while sensors are more of an investment but unlock deeper insights. Technical complexity: QR codes are easy to deploy, while sensors require more integrated infrastructure support. Consider your facility’s technical resources and capabilities. Application: Sensors are great for real-time monitoring and automation, while QR codes are best for static information assessment, asset tracking, on-demand requests, and ad hoc scheduling. If user engagement is important, QR codes offer flexibility and simplicity. A hybrid option More sophisticated facility operations may consider a hybrid approach—integrating both QR codes and sensors for a more complete view. This layered strategy gathers data from multiple sources and allows facility leaders to make smarter recommendations based on multiple variables. These hybrid solutions are more complex and require either an investment in building technology or integration with current facility technology, such as a building automation system (BAS) or a computerized maintenance management system (CMMS). You must ensure the systems are integrated properly, and the captured data is actionable. Smart restroom technology is only as effective as what you do with it. Whichever smart restroom application you choose, the key to success is remembering to act on the data collected. Smart restrooms are not just about efficiency; they’re about creating a cleaner, more responsive, and more enjoyable environment for everyone who uses your space.

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Kalli Folk

National Director of Hospitality & Cleaning Programs, ESFM

Articles by Kalli Folk

QR Codes Versus Sensors

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