Does your facility’s appearance and cleanliness continuously take a back seat because you don’t have a dedicated team to get the job done? Or maybe you have a cleaning service that’s dropping the ball, and you’re looking for a new, more reliable and efficient provider.
Either way, it’s time to find a professional cleaning service that’s right for you. But … where do you start?
This article will teach you how to choose a janitorial service that’s right for your commercial facility – starting with the qualifications you should be searching for. Then, we’ll walk through the step-by-step process for selecting the right janitorial team.
What Should You Look for in a Janitorial Service Provider?
You may think that every cleaning service is the same, outside of price, but you’d be mistaken.
Each provider is unique, down to the specific services and add-ons they offer.
Before choosing a janitorial or cleaning service, it’s important to know how to determine if they’re reputable, experienced, and flexible, to name a few. Below, we’ll lay out each quality a commercial-level cleaning service should have:
- Several Referrals
- Reliable Equipment
- Flexibility
- Pricing Within Your Budget
- Quick and Clear Communication
- Industry Certifications and Insurance
- Quality Assurance Procedures
- The Services You Actually Need
Several Referrals
Ideally, a reputable janitorial service will have plenty of clients with long-standing relationships – and those clients will be able to provide references. Past or existing clients will be able to speak to a janitorial service provider’s quality of work, responsiveness, and reliability. The more referrals, the better – if you notice a pattern of red flags like hidden fees or poor-quality work, you’ll be able to sooner identify which provider is the wrong fit.
Reliable Equipment
Your future cleaning service provider should also have state-of-the-art equipment, like backpack vacuums, floor scrubbers, iMops, KIAVACs, autonomous floor cleaners, and more.
Better equipment leads to safer practices, better quality cleaning, and faster turnaround times. Even further, top-quality supplies and equipment provide more consistent, reliable results, and reduce liability for your facility by minimizing fall risks and improving sanitation. This is especially crucial for facilities with higher standards for cleaning, like medical facilities.
Flexibility
Flexibility is of the utmost importance for a janitorial service partner. Is the provider able to work with your schedule? Can they adjust to seasonality, specific events, or changing hours?
The right provider should also be able to scale with your business. In other words, if your business doubles in size in the next year, your provider should be able to work with you to accommodate that growth.
Pricing Within Your Budget
Your provider should be transparent and fair about their pricing, and also be willing to work with you to find a cleaning solution that suits your business’ budget. It should be clear early on which services are and aren’t included in a contract, how much those services cost, and the frequency of those charges.
Quick and Clear Communication
Similar to how a provider should be clear and communicative about their pricing, they should be responsive in addressing obstacles or surprises. If a cleaner doesn’t show up, there are inconsistencies in the quality of cleaning, or another emergency pops up, your provider should be reachable and responsive, prepared to resolve your issue in a timely manner. Ideally, an area manager is available to oversee the project and step in to settle any mishaps.
Quality Assurance Procedures
Your cleaning team should have quality assurance procedures in place to ensure that problems are solved fast, and quality stays consistent. With procedures in place, you can trust your provider to be proactive, and rest assured that recurring issues won’t get in the way.
Industry Certifications and Insurance
A reputable cleaning service will have proper certifications relevant to your facility’s industry standards and proper insurance. Keep in mind, certifications may vary depending on the industry. If you require a specific certification from your prospective provider, ask them early on in the process whether or not they have it, or if they hold a similar certification.
Other more general certifications that ensure your provider is both compliant and reputable might include (but aren’t limited to):
- Background checks and other state-mandated employee clearances
- Standard-setting industry organizational memberships like IFMA, BSCAI, and ISSA
- Stericycle and bloodborne pathogen certifications for medical facilities
The Services You Actually Need
Make sure the service provider offers all the services you actually need, whether that’s:
- Recurring services
- Window cleaning
- Carpet cleaning
- Hard floor care
If they don’t offer something you need, do they have relationships with vendors who can perform these tasks?
How to Choose a Janitorial Service Provider
Now that you know what it takes for a janitorial team to be a good partner for your business or facility, it’s time to decide. Below are the steps you’ll take before choosing a provider.
1. Ask for Referrals from Local Businesses
You know you need referrals, but how do you get them? The companies you’re considering hiring should offer references. You can also do a quick search online for reviews.
If you heard about a potential vendor by word of mouth, you’ve likely already found a good prospect for a reference. Don’t be afraid to ask about their experience with the company. Be sure to ask about how long they’ve worked with the company, how they resolve issues, and if they’d hire that vendor again. Remember that their proximity to the provider may have impacted service speed – your mileage may vary.
2. Send a Request for Proposal (RFP)
For the best chance at finding the right fit, evaluate 3–5 requests for proposals from different providers. When publishing RFPs, make sure to include as much specific information you can so a potential vendor can decide early on if you’re ideal partners, including:
- Location of your facility
- Scope of work
- Frequency of work and timeline
- Specific janitorial services needed
- Pricing expectations
3. Complete a Walkthrough
Once you narrow down your proposals, complete an in-person walkthrough of your facility with a representative from the janitorial service provider. On the walkthrough, be sure to show all the areas you’ll need cleaned, lay out your expectations, and take notes so you can compare them to other vendors later.
4. Ask the Right Questions
Either during the walkthrough or after, you’ll need to get clarification on any questions left unanswered so you can finalize your choice of provider. If it’s your first time going through this process, you may not know where to start. Below are some examples of important questions to ask a cleaning service before you decide between prospects:
- Do you service other facilities in our industry?
- Do you have clients with facilities of a similar size?
- What standard services or add-on services do you offer that make you the right fit?
- How do you recruit and train cleaning staff?
- How do I request assistance if an issue arises?
- How do you price your services?
5. Compare Potential Vendors
Once you have all the information you need from each prospective vendor, it’s time to compare them. Consider the factors most important to you and then weigh them against each vendor.
One provider may be more expensive, but they might offer additional services that the lower-priced vendor cannot. One provider may say they offer affordable pricing, but they don’t have a quality assurance process in place. Or maybe a vendor is affordable and reputable, but they don’t have scheduling flexibility.
Consider the specific needs of your facility and let that guide your decision.
6. Review Your Contract and Sign
If you’ve decided on the right vendor for you, walk through the contract with your chosen provider. Ask questions, make sure terms and conditions are included and transparent, including the timeline and price – down to the billing method. Your provider should work with you to ensure the I’s are dotted and T’s are crossed before signing.
Ready to Find Your Professional Cleaning Team?
The right janitorial team is reputable, flexible, experienced and compliant. It’ll have structured processes in place to ensure you’re receiving consistent, quality cleaning services.
When searching for the right partner, make sure you get references, ask questions, and weigh their pros and cons.
If you’re looking for a customized janitorial service to clean your facility on a routine basis, B&T is here to help. Contact us today to see how our flexible plans and extensive industry-specific experience can help you.
