As a business owner with a storefront, office cleaning probably isn’t on your list of things to do. This is one item best left to the pros. When it comes to outsourcing office cleaning services there are many things to consider.
Each business has its special needs and security requirements when it comes to allowing people into their buildings.
An important factor a business should consider is cleaning hours. It is desirable to have the cleaning company work outside of their business hours. You do not want your employee’s workday disrupted. Having your clients to endure interruptions when receiving services is not an option either.
Are you in need of a professional cleaning company for your business? Keep reading for eight factors to keep in mind when looking for office cleaning providers.
Table of Contents
1. The Office Cleaning Services Fit Your Needs
Not all cleaning companies are created equal. Before you start interviewing potential candidates, make a list of your business needs. Consider things like:
HIPAA compliance
Hours of operations
Security access codes
How often will you need cleaning?
Speak with other business owners to get references. Talk to others offering services similar to yours. Remember, your office contains your client’s information and you have a legal obligation to protect their data.
The decision to bring in a cleaning service may have you thinking it’s time to update your security protocols.
2. Determine Your Cleaning Budget
Your cleaning budget plays a big part in how much you can afford to pay for office cleaning services. Office cleaning costs center on the size of your office and frequency.
Be realistic about how much you can afford to spend. Some companies will have a minimum number of days per week. Once you’re locked into a contract, you’re legally obligated to abide by the terms and conditions.
Understand the company you hire may need to hire additional staff to cover your contract. If you’re financially unable to proceed, the decision to terminate services has a trickle-down effect. (Strattera)
If the quote comes in higher than anticipated, reconsider the number of days. It is always wise to get a minimum of three bids.
3. Is the Provider Licensed, Insured, and Bonded
We can’t stress enough how important it is to hire contractors that are licensed and bonded. This is for your protection and the protection of your employees.
Licensing ensures the company is in good standing with your state and county. Check to make sure you fully understand what certifications and training they must have and if they’re current.
Every business has insurance requirements. A cleaning company needs insurance to cover loss or damage to your business. This could cover the replacement cost of damaged carpeting or broken items during the act of cleaning.
In addition to license and insurance, ensure their employees are bonded. Bonding offers protection to customers and implies the employees of the cleaning company are trustworthy. In the event of theft or other losses, the client can file a claim for their losses against the company held bond.
4. Do They Offer Green Cleaning
Everyone is going green. If this is something that is important to you, don’t assume the company uses green cleaning products. Ask questions to test their knowledge.
Don’t assume they’re knowledgeable of green cleaning simply because they say the service is offered. It is easy to place cleaners with toxic chemicals in a recycled bottle and state it’s environmentally friendly.
There is more to the process than just the products. Ask the cleaning company for a complete outline of their green practices.
5. Are They OSHA Compliant?
OSHA has a specific set of standards for the institutional and industrial cleaning industry. Cleaning services must abide by these standards to maintain their operating license.
Cleaners must have environmental control in both their facilities and the offices where they provide services. These standards include chemicals storage regulations. Proper ventilation when using products that could cause physical harm if inhaled.
In addition, there are protocols for the usage of office cleaning tools and relocation of furniture and heavy office equipment.
6. Performance Incentives
Don’t fear to negotiate performance incentives into your contract. These are ways to measure performance and ensure the provider is living up to your expectations.
The metrics can include:
Arriving on time
Completing tasks within a specified time
Thoroughness of cleaning
No damage to office furnishings, equipment, flooring, etc.
Securing the facilities when done
Professionalism of staff
If the company does not live up to the agreed performance metrics, there are financial penalties. A company may also include incentives to the client to encourage add-on services.
In cases where performance falls below standards, you can terminate the contract without penalty. It is important that the client and the business work together to address issues and create a mutually professional relationship.
7. Products and Equipment
Ask potential office cleaning providers what type of products and equipment they use to clean offices. This is vital if you or your staff have allergies.
Questions about equipment are important if you have staff working when the cleaners will be on site. You don’t want to impact other businesses in close proximity if equipment will cause a sound issue.
Buffers can make a lot of noise. Those services are best planned ahead and left to late-night when businesses are closed.
8. Dedicated Team
For security purposes selecting a company that can offer a dedicated team is a win. These individuals will have access to your office and workspaces. Having different people coming in and out during every cleaning causes confusion if something is missing or broken.
Plus, it is nice to get to know the people providing your services. You may want to reward them for a great job. In reality, a dedicated cleaning team is an extension of your staff.
Don’t Settle for Less
Office cleaning services can make your business appear more professional and inviting to your clients. The right company will want to form a long-term partnership. A clean office will create a happy and fresh atmosphere for any business.
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