Reviewing cleaning service annual contracts? It's that time of year again across many industries. This year, employees have higher expectations for office cleanliness. Is your facility up to par?

The post-COVID era has seen an exponential growth in the demand for quality commercial office cleaners.  In fact, 83% of businesses are “likely” or “very likely” to clean their facilities more frequently upon re-opening. Meanwhile, 73% of consumers believe their workplace should be cleaned every day and 56% want it disinfected every day. What does this mean for business owners? It’s time to invest in professional office cleaning services.

Keeping a clean and sanitary work environment has always been important, but it is now more crucial than ever. The following insider tips will help you choose the best local company in your area.

3 Insider Tips for Choosing an Office Cleaning Service

1. Hold interviews

Your company wouldn't hire just anyone, so why would you trust a cleaning service inside your doors? Understanding exactly what the team does and why they're qualified is critical before you hire them. To determine your top candidates, conduct preliminary interviews just as you would with potential hires. How did they get started in the industry? Ask about their experience. What are their hiring procedures and standards? Communication is one of the most important factors when deciding on a service provider. Is chat support, email, and text messaging available? Next, ask about their office cleaning rates and working hours. Your schedule needs to be compatible with the team's, and you don't want to be surprised later when you realize their availability doesn't match yours.  

2. Read Reviews & Call References

Use a search term such as “commercial cleaning company RI CT MA“ to find each commercial cleaning company online. Check out the accompanying reviews.

You should take your time with this step as 84% of people trust online recommendations as much as friends and family recommendations. Additionally, you can search the company's business profile on Google My Business, as well as online review sites such as Bark. During your search, do not forget to review their social media accounts. Read the testimonials they have posted on Facebook and LinkedIn to see how they compare.

Obtain a list of their past or current clients located near your geographic area or in your specific industry.  Get in touch with each one and find out what their experience has been. Is the team's professionalism and promptness commendable? Did they encounter any problems? Is it likely that they would recommend or use their services again in the future?

3. Ask about Liability Insurance and Business Documentation

Small businesses, like yours,  spend roughly 7% of their revenue on IT hardware and software. You probably have expensive computers, printers, scanners, and other capital equipment in your office. Therefore, it is prudent to protect these assets. Your prospective cleaning company needs to carry liability insurance. If a cleaner accidentally damages, breaks, or loses an item, you are covered.

Most policies include coverage for bodily injury claims as well as property damage. If a member of the cleaning staff is injured on the job, your company won't be responsible for the costs.

Is there anything else you need to know about the business, besides the company's liability insurance policy? It's also a good idea to request copies of their:

Business license

Business insurance

General insurance

Worker's compensation insurance

A company's credibility can be established through all of these documents. Check the company's license to do business in your region if you are unable to verify anything else. The temptation for an unscrupulous company to masquerade as legitimate is all too real.

Bonus Tip: 4. Understand the Cleaning (and Pricing) Process

Work schedules may be provided as part of the quote process. Depending on the nature of your facility, this may be a simple list or a very detailed checklist of the services you have requested. Your price and time estimate will depend on the level of detail work required. Prior to your service commencing, you may be asked to perform a walkthrough. As soon as the team arrives on site, how does the cleaning process begin? When they begin cleaning, do they have a set schedule, or do they just go with the flow? In most cases, trustworthy companies will develop a checklist based on your office's needs. Task lists help keep workers engaged and focused on their work. Furthermore, they ensure that every corner of your office is cleaned and sanitized.

Here are a few key questions to ask:

What are the specific areas you plan to cover (e.g. foyers, hallways, bathrooms, cubicles, kitchens, windows)?

When you find a mold or mildew problem, what do you do?

What is your cleaning procedure? Do you follow it every time?

Here is a sample checklist of what we would clean in a client’s office space:

• All Area Services
• Dust mop & damp mop all hard floor areas
• Empty trash & replace liners as needed
• Spot clean all partition glass
• Vacuum carpets
• Remove all cobwebs
• Dust all horizontal surfaces with a microfiber cloth (desks, tables, work surfaces, shelves)
• Dust blinds and wipe window sills
• Clean all ceiling vents & returns
• Clean baseboards
• Entrance / Lobby
• Arrange magazines neatly
• Clean entrance glass, remove all smudge marks
• Clean receptionist glass, remove all smudge marks
• Same as above All Areas
• Vacuum walk off mats
• General Office
• Same as All Areas
• Vacuum carpets
• Clean all light switches, door knobs and picture frames
• Clean and disinfect all phones
• Clean desks and tables
• Conference Room(s)
• Arrange all chairs and desks in orderly fashion
• Polish conference room table and chairs
• Same as All Areas
• Dust televisions
• Kitchen / Breakroom
• Clean and disinfect exterior of appliances and vending machines
• Clean and disinfect inside of microwave
• Clean and disinfect kitchen countertops, tables, sinks
• Dust mop and damp mop all hard floor areas
• Restock paper and soap products
• Restrooms
• Clean and disinfect all counter tops, sinks, toilets, and urinals
• Clean and polish dispensers, fixtures and mirrors
• Detail clean and disinfect tile walls and partitions
• Restock paper and soap products
• Wash floors and baseboards with germicidal cleaner
• Common Areas
• Dust mop and damp mop all stairs and landings
• Clean and disinfect handrails
• Dust sills and ledges
• Closing Procedures
• Clean and organize janitorial closet
• Document any abnormalities or concerns in log book
• Lock appropriate doors and set alarm as directed
• Report any abnormalities

Bonus Tip: 5. Talk about Disinfection Procedures

Your commercial cleaning company must be able to do more than empty wastebaskets, refill paper products, and dust bookshelves following this year's COVID-19 pandemic. Sanitizing and disinfecting all surfaces, especially those where germs tend to congregate most, requires a professional team. To prevent illnesses and diseases, ask what products they use to disinfect your offices.

The take-away: Hire the Right Professional Office Cleaners Today

Office cleaning is too important for your company to compromise on. Beyond offices, our specialties include medical facilities, manufacturing plants and large property management firms, such as, Peregrine Group, Moran Properties, Simon Konover Properties, Trinity Property Consultants, and POAH Communities. 

It pays to partner with a local team that is qualified, experienced and well-regarded, as these services have always added value to any workplace. By knowing these 5 insider tips, you'll be able to navigate through the options and find the right cleaning team for your needs.

Looking for the best office cleaning team in Rhode Island, Connecticut or Massachusetts? You’ve come to the right place. With offices throughout Southern New England, we’re the area’s go-to resource for professional commercial janitorial cleaning. Contact us to request a free estimate and let’s connect via a virtual meeting right away.

Wondering about increased cleaning for your workplace?  Here’s a comprehensive study  that shows exactly what workers are saying about cleanliness.

Lacking janitorial staffing

Concerned about a staffing shortage and whether you are using the right cleaning service for your workplace? It's not too late to find the perfect janitorial team that will keep your workplace clean and safe. Look for solid custodian referrals and consult with System4 IPS. 

Which custodian or janitorial team is best for you? System4 IPS specializes in creating customized janitorial programs that meet the unique need of businesses like yours!



If your workplace experiences a singular COVID-19 positive case or outbreak, call System4 IPS and schedule your disinfection service today. Our professional team listens to your needs, requirements, and timing. See our many satisfied customer testimonials and public Google ratings.