When it comes to cleanliness, everyone has their own perspective. What looks spotless to one person might seem inadequate to another. If you ask ten people to define “clean,” you’ll probably get ten unique answers.
This variability can make it difficult to judge whether your cleaning service is delivering the results you need. The solution? Clearly define your expectations and hold your janitorial vendor accountable. Here’s how you can achieve this.
Clarify What You Expect
Since “clean” can mean something different to everyone, the best way to avoid confusion is by creating a detailed scope of work. This document should specify the exact tasks required in each area of your facility (like offices, restrooms, and kitchen spaces) along with how often those tasks should be performed (daily, weekly, monthly, etc.).
For example, instead of saying, “Keep breakrooms clean,” a more effective description would be, “Wipe down counters daily, mop floors weekly, and restock supplies as needed.” Specific instructions leave less room for misinterpretation and make it easier to evaluate performance.
Track Performance
Once expectations are clearly outlined, you’ll need a way to measure whether they’re being met. Here are three easy-to-use metrics to assess the effectiveness of your cleaning program:
- Complaint Tracking
A successful cleaning program minimizes workplace distractions caused by cleanliness issues. Keep a record of employee complaints, such as unemptied trash bins or dirty bathrooms. Over time, you should see fewer complaints if your cleaning vendor is doing their job well. - Response Times
Your vendor should have a system in place for reporting service issues, whether through email, a client portal, or another method. Document how quickly they respond and resolve problems. Consistently slow response times could indicate larger issues. - Regular Inspections
Routine inspections—either conducted by your vendor or by you—are a great way to ensure tasks are completed as outlined in your scope of work. Request inspection reports from your vendor and consider doing your own spot checks to confirm the results.
Solving Problems
Even with clear expectations and monitoring systems in place, things may not always go smoothly. If you find that your cleaning vendor is falling short, here’s how you can address the situation:
- Discuss the Issues
Sit down with your vendor to address specific concerns. Be direct but constructive. For instance, you might say, “We’ve noticed the floors aren’t being mopped weekly as agreed. Can you explain what’s going on?” - Reinforce the Standards
Revisit the scope of work with your vendor and agree on a plan for improvement. Set a timeline for changes and provide feedback as needed to help them stay on track. - Consider New Options
If the problems persist, it may be time to look for a new cleaning provider. Use your scope of work as a guide when evaluating potential vendors, and communicate the transition clearly to your team to ensure a seamless handover.
Make Cleanliness a Priority
By clearly defining what “clean” means for your business and implementing ways to measure success, you can create a more pleasant and productive environment for everyone.
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