Vacuum Troubleshooting, Spare Pickup, and Replacement Process

Purpose:

To ensure vacuums are properly troubleshooted and repaired whenever possible before offering a spare, and to set clear expectations for repair, replacement, and internal communication.

When a CT Reports a Vacuum Issue:

1. Troubleshoot First

Always guide the Cleaning Technician (CT) through troubleshooting steps before offering a spare:

• Overheating: Let the vacuum cool down for 20–30 minutes before retrying.

• Loss of Suction (Clogging):
  ➔ Check for clogs, especially in the corner of the hose handle (hairballs, coins, and debris often get stuck here).

• Power Cord Issues:
  ➔ Test using a working outlet.
  ➔ If the cord is damaged, escalate to Becky — Becky can fix/replace plugs as needed.

👉 Training Video for Power Plug Replacement: Click Here
(Becky should maintain spare replacement plugs on hand.)

2. Confirm the Vacuum Issuance Date

➔ CT must provide the date written on their vacuum before a spare is approved.

• Less than 9 months old:
  ➔ Must troubleshoot and attempt repair first.
  ➔ Replacement requires Anita’s approval if the vacuum cannot be repaired.

• 9+ months old:
  ➔ Eligible for replacement (handled by Becky).

3. If Troubleshooting/Repair Does Not Resolve the Issue:

Spare Pickup Process:

• CT must pick up a spare from the office (spares must always be available).

• CT must send a photo of the spare they are taking to the office team.

• Notify the Operations Manager and Operations Assistant immediately whenever a spare is issued so they are in the loop.

• CT must leave their broken vacuum next to Becky’s desk with:

  • A clear note describing the issue (example: “No suction,” “Cord damage,” etc.)

  • Take a photo of the vacuum + issue note and send it to the office chat.

Turn-In Day Protocol:

• Becky will personally troubleshoot the broken vacuum left at her desk.

• If the vacuum is fixable, Becky will repair it.

• If the vacuum is 9+ months old and unfixable, Becky will approve a replacement.

• If under 9 months old and unfixable, Becky will escalate to Anita for final approval.

Key Reminders for Office Staff (Celina and Team):

✅ Always share troubleshooting tips before offering a spare.
✅ CT must provide vacuum date before being approved for a spare.
✅ CT must send a photo of the spare they pick up.
✅ Always notify the Operations Manager and Operations Assistant whenever a spare is issued.
✅ CT must leave broken vacuum next to Becky’s desk with a written issue note and send a photo to the office. ✅ Becky handles all troubleshooting during Turn-In Days.
✅ Full replacement of vacuums under 9 months requires Anita’s approval.