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?

Let's face it, the post-COVID workplace has a new obsession: cleanliness. Gone are the days when a quick once-over with a vacuum would cut it. Today's employees and customers have higher expectations, and frankly, a healthy dose of germaphobia. 

In fact, 83% of businesses are “likely” or “very likely” to clean their facilities more frequently. 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.

For facility managers, property managers, and business owners in Rhode Island, Connecticut, and Massachusetts, this means the pressure is on to find a commercial cleaning service that’s a cut above the rest.

But with so many options out there, how do you separate the grime-fighters from the… well, the grimy? Here are three insider tips to help you choose the best office cleaning service for your business.

3 Insider Tips for Choosing an Office Cleaning Service in RI, CT and MA

1. Hold interviews

You wouldn't hire an employee without an interview, right? The same goes for your cleaning crew. Before you even think about a contract, sit down with potential companies and ask the tough questions:

• • Experience is Everything: How long have they been in the business? What's their track record with businesses like yours? A company that specializes in medical facilities will have a different skill set than one that primarily cleans retail spaces.

  • The Nitty-Gritty of Hiring: How do they vet their employees? Are they conducting background checks? You're trusting them with access to your property, so this is non-negotiable.

  • Communication is Key: In this day and age, a company that doesn't offer multiple lines of communication (think chat, email, and text) is a red flag. What happens if there's a last-minute issue or a special request? 

2. Read Reviews & Call References

Time to put on your detective hat. A little online sleuthing can save you a world of headaches down the road.

• • Become a Review Guru: Head to Google, Yelp, and even social media to see what past and present clients are saying. Remember, 84% of people trust online reviews as much as a personal recommendation.

  • Ask for References (and Actually Call Them!): A reputable company will be happy to provide you with a list of current clients in your area. Give them a call and ask the real questions: Are they professional? Are they reliable? Have there been any issues? Is it likely that they would recommend or use their services in the future?

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

3. Ask about Liability Insurance and Business Documentation

This might be the most boring part of the process, but it's also the most important. Protecting your assets is paramount.

• • Insurance is a Must: Your cleaning company must have liability insurance. If a cleaner accidentally breaks a mahogony desk or takes a tumble, you want to make sure you're covered. It's also a good idea to request their:

    • Business License

    • Business Insurance

    • General Insurance

    • Worker's Compensation Insurance

  • License and Registration, Please: Ask for copies of their business license, business insurance, and worker's compensation insurance. This is your proof that they're a legitimate and credible operation.

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. 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

Choosing an office cleaning service is a big decision. By taking the time to do your homework, you can find a partner who will not only keep your facility sparkling but also provide peace of mind for you, your employees, and your customers.

Beyond offices, we specialize in 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. By knowing these 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 virus case or flu 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.