Cleanliness might seem straightforward, but it’s actually quite personal. What feels neat and tidy to one person may seem lacking to another. That’s why defining “clean” for your business is so important—especially when working with a professional cleaning service.

To ensure your janitorial team is hitting the mark, you need to set clear expectations and track how well they’re meeting them. Here’s how you can take control of the cleaning standards in your facility.

Because people have different ideas of what “clean” means, don’t leave room for guesswork. Create a customized cleaning plan—often called a scope of work—that spells out exactly what needs to be done in each part of your building. Include task details for spaces like offices, bathrooms, kitchens, and common areas, and state how often each task should be done (daily, weekly, monthly, etc.).

For example, rather than saying “clean the lobby,” define what that means: “Vacuum carpets daily, dust furniture every other day, and clean glass doors each morning.” Specifics like these make expectations clear for everyone involved.

Once your expectations are in writing, you’ll want to regularly check how your cleaning partner is performing. Here are three useful ways to do that:

1. Track Employee Complaints
   If your staff is noticing problems like overflowing trash or dirty restrooms, that’s a sign something’s not working. Keep a simple log of complaints to identify trends. Over time, a good cleaning program should reduce how often these complaints come up.
2. Measure Response Speed
   Your cleaning vendor should offer a simple way to report issues—by email, phone, or a portal. Pay attention to how quickly they reply and resolve concerns. Slower response times can point to service breakdowns that need attention.
3. Do Regular Inspections
   Quality checks are essential. Ask your vendor for inspection reports based on your scope of work, or do your own walk-throughs. Inspections help you confirm that cleaning is being done as promised.

Even with a strong plan and tracking in place, there may be times when service slips. If that happens, here’s what you can do:

1. Talk Things Through
   Don’t assume your vendor knows there’s a problem. Schedule a meeting to go over concerns and look into why things are falling short. Be specific: “We used to get same-day responses, but now we’re waiting 48 hours—what’s changed?”
2. Reset the Standard
   Go over your scope of work again and make sure everyone is aligned. Set a clear timeline for improvements and follow up regularly.
3. Explore Other Options
   If improvements don’t happen, it might be time to look for a new provider. Use your detailed scope of work when meeting with potential replacements, and give your staff a heads-up about any upcoming changes.

When you define what clean means for your business—and you back it up with clear expectations and regular check-ins—you create a better, more consistent experience for your team and customers.

Need help creating or updating your cleaning plan?
Get in touch today for a free consultation. We’ll help you build a cleaning program that works for your business.