
Cleanliness is subjective—what one person considers clean might fall short for someone else. If you asked a group of people to define what “clean” means, you’d probably get a wide range of answers.
This subjectivity can make it challenging to assess whether your cleaning service is delivering what your business needs. To ensure your expectations are met, it’s important to define clear standards and put systems in place to evaluate performance. Here’s how to make that happen.
Establish Clear Standards
Because definitions of cleanliness can vary, it’s essential to create a detailed scope of work for your facility. This document should outline exactly what needs to be done in each area (such as offices, restrooms, and break-rooms) and how often those tasks should be completed.
For instance, instead of asking for “clean restrooms,” specify tasks like, “Empty trash bins daily, sanitize sinks and counters every day, and perform deep cleaning on tile surfaces once a week.” Being specific ensures that both you and your cleaning vendor understand the expectations.
Monitor Progress
Once you’ve defined what “clean” looks like for your business, the next step is to measure whether those standards are being met. Here are three simple ways to track performance:
Log Complaints
Effective cleaning services reduce workplace distractions by minimizing issues like overflowing trash or dirty floors. Keep a record of complaints from staff about cleaning-related problems. If your janitorial program is working well, those complaints should decline over time.
Evaluate Response Times
Your vendor should have a clear process for reporting service issues, whether through a portal, email, or phone. Document how quickly they respond to requests and how long it takes them to resolve the issue. Slow or inconsistent responses could signal a problem.
Conduct Inspections
Routine inspections help verify that cleaning tasks are being completed as promised. Your vendor should provide inspection reports based on the agreed-upon scope of work. You can also conduct your own periodic checks to ensure quality standards are met.
Addressing Concerns
Even with clear expectations and accountability measures, issues can sometimes arise. If you feel your cleaning vendor isn’t delivering, here’s how to address the situation:
Communicate Clearly
Set up a meeting to discuss the problems in detail. Be specific about what’s going wrong. For example, “We’ve noticed that response times for service issues have increased from same-day to several days. Can you explain why this is happening?”
Revisit the Agreement
Go over the scope of work with your vendor to ensure everyone is on the same page. Work together to set a plan and timeline for improvements.
Consider Other Options
If issues persist despite your efforts, it may be time to explore other cleaning providers. Use your existing scope of work as the foundation when reaching out to potential vendors. Be sure to communicate any upcoming changes to your staff to ensure a smooth transition.
Define Cleanliness for Your Business
Every business has unique needs, which means “clean” looks different for everyone. By setting clear expectations, tracking performance, and addressing issues promptly, you can create a cleaner, more comfortable environment for your team.
Not sure where to start?
Contact us today for a free consultation, and let us help you define what clean means for your business!
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