Everyone sees cleanliness a little differently. What looks clean and well-kept to one person might not pass inspection for someone else. That’s why relying on general ideas of “clean” can lead to confusion when it comes to professional janitorial services.
To get the results you expect, you need a clear definition of what cleaning should include and a way to make sure your provider is staying on track. Here are a few steps to help make that happen.
Define the Details
Rather than using broad terms like “keep the building clean,” it’s much more effective to build a detailed cleaning checklist, often referred to as a scope of work. This document should list specific tasks for each area of your facility—such as cleaning desks, restocking supplies, or mopping floors—and specify how often each task should be done.
For example, instead of saying “clean the bathrooms,” be more specific: “Disinfect toilets and sinks daily, refill hand soap each shift, and deep clean floors weekly.” Laying things out clearly removes any guesswork and helps both you and the cleaning crew stay aligned.
Use Metrics to Stay Accountable
Once you’ve set expectations, the next step is monitoring performance. Here are three straightforward ways to measure whether your cleaning vendor is living up to your standards:
-
- Count Complaints
A successful cleaning program should reduce complaints from employees or visitors. Keep track of any issues brought up—like full trash bins, dirty windows, or empty soap dispensers. If your provider is doing their job, you should see fewer complaints over time. - Track How Quickly Problems Are Handled
Make sure your vendor has a way to report issues—through email, phone, or an online form. Keep tabs on how quickly they respond and how soon they fix the problem. Fast, reliable responses are a good sign you’ve got a dependable partner. - Review Inspection Results
Your vendor should be doing regular inspections to check that the agreed-upon work is being done. Ask to see their inspection reports—or do your own checks. Regular oversight helps prevent small problems from becoming big issues.
- Count Complaints
When the Service Isn’t Measuring Up
Even with clear plans and regular checks, problems can still come up. If you’re not happy with the service you’re getting, here’s how to address it:
-
- Talk with Your Provider
Bring up the issues in a calm, direct conversation. Point out exactly what’s going wrong—like “You used to restock supplies daily, but now it’s happening every other day. What changed?” - Reinforce the Agreement
Go back to the scope of work and make sure it’s still accurate. Set a time frame for improvements and let your vendor know you’ll be reviewing results closely. - Be Ready to Move On
If the problems continue, it might be time to look for another provider. Use your existing scope of work as a tool to compare new vendors, and let your team know about any upcoming changes to keep things smooth.
- Talk with Your Provider
Take Control of Your Cleaning Standards
By being clear about what “clean” means for your workplace, and by checking in regularly on how your vendor is doing, you can build a cleaner, more comfortable space for everyone in your building.
Need help figuring out where to start?
Reach out today for a free consultation—we’ll help you define and deliver the right cleaning plan for your business.
Everyone sees cleanliness a little differently. What looks clean and well-kept to one person might not pass inspection for someone else. That’s why relying on general ideas of “clean” can lead to confusion when it comes to professional janitorial services.
To get the results you expect, you need a clear definition of what cleaning should include and a way to make sure your provider is staying on track. Here are a few steps to help make that happen.
Define the Details
Rather than using broad terms like “keep the building clean,” it’s much more effective to build a detailed cleaning checklist, often referred to as a scope of work. This document should list specific tasks for each area of your facility—such as cleaning desks, restocking supplies, or mopping floors—and specify how often each task should be done.
For example, instead of saying “clean the bathrooms,” be more specific: “Disinfect toilets and sinks daily, refill hand soap each shift, and deep clean floors weekly.” Laying things out clearly removes any guesswork and helps both you and the cleaning crew stay aligned.
Use Metrics to Stay Accountable
Once you’ve set expectations, the next step is monitoring performance. Here are three straightforward ways to measure whether your cleaning vendor is living up to your standards:
- Count Complaints
A successful cleaning program should reduce complaints from employees or visitors. Keep track of any issues brought up—like full trash bins, dirty windows, or empty soap dispensers. If your provider is doing their job, you should see fewer complaints over time. - Track How Quickly Problems Are Handled
Make sure your vendor has a way to report issues—through email, phone, or an online form. Keep tabs on how quickly they respond and how soon they fix the problem. Fast, reliable responses are a good sign you’ve got a dependable partner. - Review Inspection Results
Your vendor should be doing regular inspections to check that the agreed-upon work is being done. Ask to see their inspection reports—or do your own checks. Regular oversight helps prevent small problems from becoming big issues.
When the Service Isn’t Measuring Up
Even with clear plans and regular checks, problems can still come up. If you’re not happy with the service you’re getting, here’s how to address it:
- Talk with Your Provider
Bring up the issues in a calm, direct conversation. Point out exactly what’s going wrong—like “You used to restock supplies daily, but now it’s happening every other day. What changed?” - Reinforce the Agreement
Go back to the scope of work and make sure it’s still accurate. Set a time frame for improvements and let your vendor know you’ll be reviewing results closely. - Be Ready to Move On
If the problems continue, it might be time to look for another provider. Use your existing scope of work as a tool to compare new vendors, and let your team know about any upcoming changes to keep things smooth.
Take Control of Your Cleaning Standards
By being clear about what “clean” means for your workplace, and by checking in regularly on how your vendor is doing, you can build a cleaner, more comfortable space for everyone in your building.
Need help figuring out where to start?
Reach out today for a free consultation—we’ll help you define and deliver the right cleaning plan for your business.
