How to Communicate the Expected Cleaning Standards to Your Office Cleaning Service Provider

Office cleaning services are the most important for any facility manager. This, however, is not an easy task because determining how to convey your cleaning standards to the cleaning service provider can be challenging. Proper communication is the key for a cleaner workplace, one that is healthy and productive.

We’ll focus on the communication of cleanliness expectations to the office cleaning service provider to ensure effective and fruitful interaction.

1. Start with a Detailed Cleaning Plan with Office Cleaning Services

It is important to bear in mind that before any cleaning service is hired, there must always be a highly detailed cleaning plan which highlights the specific activities that are expected to be done. This plan should include:

Scope of Work:

This involves listing all areas of the office that require to be cleaned, like toilets, workstations, boardrooms or even the kitchen.

Frequency:

Specify the number of times each activity should be performed for instance each day, weekly, once a month etc.

Standards:

State what the word “clean” means for your office. For instance, does “clean” include only apparent dirt or does it include any deep cleaning and sanitation?

Special Instructions:

Mention intended special cleaning, such as cleaning of delicate instruments.

Ensuring that the cleaning company is in possession of this plan prevents it from overestimating or underestimating what it is required to do, and enables it to plan for it.

2.Conduct an Initial Walkthrough

Providing a walkthrough on the very day that the office cleaning service provider is engaged, is a good chance to clarify standards and expectations.

This initial walk-through helps to align the expectations of the service provider with the client’s expectations.

Provide Guidelines:

Explain the areas that require more effort, such as the restrooms, cafeteria, high areas, especially busy areas, and areas likely to spill and stain.

Discuss Preferences:

It would be best also to elaborately explain to the team which products, methods, or even tools you would prefer used during cleaning.

Set Priorities:

Indicate which services/activities are of utmost importance to you so that the cleaning team might know which areas should be worked on the most.

This initial walk through helps to create a common ground on what has to be done in order to encourage the provision of timely and effective service.

3.Create a Clear Communication

It is important to maintain a communication channel of any form with your office cleaning service. This could be through appointments, telephone calls, or a set up email address for fast notifications and responses.

Periodic Follow Ups:

Make it a habit, that at regular intervals you follow up to know if there are any hitches that need to be addressed, updates that need to be made or changes in the cleaning requirements. This ensures that both parties follow the plan and any changes that are valid are made on time.

Comments Inbox:

Encourage your employees to communicate any issues concerning the cleaning process and pass them on to the cleaning staff. This makes it so that no problem is ignored for too long.

4.Set Specific Expectations and Standards

From the very start, it is necessary to explain what you really expect from your Office Cleaning Services. This includes:

Performance Standards:

Describe which quality of work will be expected of the cleaning provider. For instance, does the premise require a cleaning of hospital standards or is any cleaning of the premises  acceptable?

Response Times:

Inform the company about how fast the cleaning team must respond to a situation, for example, spilling or any pending request related to emergency cleaning.

Reporting Procedures:

Inform when the cleaning service will be able to report what they have done or how they have done it including the problems and tasks.

In short, by putting forth detailed instructions, there will be no confusion about how the cleaning service will be, and it will meet the expectations of your business.

5.Use Written Agreements With Your Office Cleaning Services

Written documents help to clear any misunderstandings. The level of cleanliness, the expected end results, and the reporting practices must all be captured in one contract. This document should include:

Scope of Work:

It includes the entire range of work that will be executed and the period regarding execution and achieving quality standards.

Service Performance Expectations:

Relevant service performance expectations, for the assessment of the service provider’s delivery of service such as the cleanliness.

Contractual Obligations:

The parties’ obligations under the scope including, payment schedules, terms of cancellation, and procedures for resolving disputes.

Written agreements are necessary as a common point of reference, both for the client and the provider of the cleaning services to complete the task.

6. Provide Constructive Feedback

Constructive feedback among other things assists in ensuring the cleaning service always meets the set standards. When providing feedback:

Be Specific:

There is always room for improvement and explaining what should have been done better. For instance, rather than stating ‘the bathroom wasn’t clean,’ you can elaborate that the sinks ‘were not properly cleaned or wiped.’

Providing Recommendations:

Advise how the potential shortcomings can be avoided in future such as the cleaning team using a particular cleaning solution or concentrating on some areas more.

Giving Positive Reinforcement:

Always appreciate positively when a certain task is performed well by the cleaning team. This is because positive feedback makes good practices and enhances the team’s efforts in providing better services.

7.Regularly Review and Update Standards With Your Office Cleaning Service Provider

Requirements for office cleaning may change with time, especially where there is a change of office design or increase in the number of employees. Therefore, there is a need to adapt your cleanliness policies to such changes regularly.

Annual Reviews:

Conduct an annual review of your cleaning services to assess their effectiveness and make any necessary adjustments.

Adjust for Changes:

When your office grows, require changes to current cleaning practices, let your cleaning provider know about such changes and revise cleaning practices accordingly.

Stay Informed:

Be informed of the new developments and techniques that are emerging in the area of professional office cleaning as well as the policies, and try to implement them in your cleaning strategy.

The accurate specification of your cleaning standards to your office cleaning service provider remains paramount in ensuring that the service provider understands your expectations. And that there is a clean, healthy, and productive work environment. Once proper standards are set, proper support and feedback are offered, and constant communication is upheld, a healthy working relationship is developed with the cleaning service.

Power Bright is a professional office cleaning company serving for over 20 years. We get all the necessary concerns from the beginning, and we develop our services so that the office is always in great shape. Facility managers in areas like North Side, Lincoln Park, and Downtown Chicago count on us for cleanliness. Tired of cleaning companies that fail to meet your expectations, reach out to us at (312) 312-7866 or email: Info@powerbrightcleaning.com.