4 Essential Questions to Ask Before Hiring a Cleaning Company

4 Essential Questions to Ask Before Hiring a Cleaning Company

Choosing a new cleaning company involves much consideration and scrutiny. Concerns about their performance, the quality of the startup, and handling complaints better than the previous service are common. The goal is to find a cleaning provider that can deliver top-notch, worry-free services. Here are four critical questions to guide you in determining if a cleaning company is the right fit for maintaining your facility.

1. How do you handle hiring, training, and paying your staff?

The competency and reliability of the cleaning staff are crucial for ensuring high-quality service. It's important to ask about the company's hiring and training processes and how they compensate their employees. A reputable cleaning company should be transparent about its practices, ensuring their workers are well-trained and fairly paid. A robust hiring strategy, good pay, and thorough training are good indicators of a positive customer experience.

2. What does your service model look like?

Understanding the service model of a janitorial company is essential. A strong service model goes beyond just sending out cleaners; it involves a proactive approach to managing your service expectations. Ask about their startup process, frequency of inspections, manager availability, and the regularity of partnership meetings. A detailed and proactive service model is a sign of a company committed to delivering consistent, high-quality service.

3. Who will manage our account?

Knowing who will be in charge of your account and whether the management is local is vital for effective communication and quick resolution of issues. Inquire about the company’s management structure, including who conducts site visits, handles complaints, and oversees the daily cleaning operations. A cleaning company that can provide detailed information about its management practices typically indicates a higher level of organization and customer service.

4. Can you provide references from similar-sized companies?

References are a direct testament to a company’s capabilities and reliability. Request a list of references from businesses similar in size and type to your own. This specificity helps ensure that the cleaning company has experience handling facilities with needs similar to yours, whether it’s a small office or a large specialized facility like a manufacturing plant or a medical center. Quality references from comparable organizations can greatly aid in making an informed decision.

These questions are designed to give you a clearer picture of a prospective cleaning company’s operations and suitability for your needs. By getting detailed answers, you can make a well-informed decision, potentially leading to a successful and hassle-free partnership with the right janitorial service.

How to Choose the Perfect Cleaning Service for Your Business

 Selecting an ideal cleaning service for your facility is a crucial decision that can enhance productivity and ensure peace of mind. This guide outlines four strategic steps to identify the most suitable commercial cleaning company for your business needs.

Step 1: Opt for a Local or Regionally Based Service with a Presence in Your Area

Local or regional cleaning services often outperform national chains by providing more personalized, consistent service. This localized approach can significantly reduce complaints, allowing you and your team to concentrate on core business operations without unnecessary interruptions. Exercise caution during your online search; some entities may claim to be local while essentially being marketing fronts for huge corporations. Always confirm their local capabilities in your area to ensure legitimacy.

Step 2: Summarize Your Cleaning Needs

While a detailed request for proposal (RFP) isn't mandatory, drafting a concise outline of your cleaning requirements can greatly aid the process. This summary should detail critical aspects such as the employee count in your facility, desired cleaning schedules, specific areas requiring attention, and any logistical details like waste disposal sites. Reputable cleaning companies typically offer to develop a tailored scope of work based on this information, facilitating a more accurate service proposal.

Step 3: Facilitate an On-site Assessment by Prospective Providers

A proposal might seem reasonable even without an on-site visit, but allowing potential vendors to physically assess your building can yield more accurate and effective service plans. This visit enables them to collect essential data, such as the types of flooring, area usage intensity, current cleanliness levels, and access logistics, which are crucial for estimating the necessary labor hours. This is also an opportune moment to discuss their company's service approach, staffing policies, and how they prefer to structure proposals and agreements.

Step 4: Meet with Your Top Choices

After receiving and reviewing proposals, arrange a concise meeting with the top candidates. This can be done in person or virtually and serves as a platform to discuss proposal specifics, clarify any doubts, and talk about start dates and contract terms. This step is essential for gathering all necessary information for a smooth vendor onboarding process.

Following these steps diligently will not only guide you in selecting a cleaning company that aligns with your needs but also pave the way for a long-term partnership based on reliability and mutual satisfaction. The aim is to find a service provider that not only meets your current requirements but is also committed to adapting and growing with your business over time.

From Toilet to Tabletop: The Hidden Hazards of Improper Office Cleaning

When you enter your office after a cleaning service, the gleam of your desk should reassure you of its cleanliness. But what if the unseen truth is that the gleaming surface is a façade that hides the fact that your desk was cleaned with the same rag used to wipe down the toilet? Yikes!

This is a classic case of cross-contamination, a lapse where germs from one area are unwittingly transferred to another, potentially compromising your health. It's an easy slip in the world of cleaning—without a clear system, a rag from the restroom might end up on your desk or, worse, where you eat.

To prevent this, let's reiterate and expand on the essential steps cleaning services must take:

Color-Coded Microfiber Cloths

In an ideal world, every cleaning tool would serve a single purpose. A simple yet effective innovation in the cleaning industry is the use of color-coded cloths. These aren't just for show; they're a visual guide that helps cleaners remember which rag is for which area, making it less likely for them to grab a restroom rag for a kitchenette or office.

Extensive Training Regimen

Training should be as much about theory as it is about practice. New cleaners should be educated not just in what to do, but why it's important. Understanding the 'why' can instill a sense of responsibility and lead to better adherence to the rules. Periodic refresher courses can reinforce this knowledge and ensure standards don't slip.

Ongoing Evaluation and Feedback

A process is only as good as its implementation. Regular checks and feedback loops can help maintain high standards. These evaluations can identify gaps in understanding or performance, leading to immediate rectification and continuous improvement.

With these processes firmly in place, a cleaning company can assure its clients that their spaces are not just clean in appearance but also in hygiene. It's a commitment that goes beyond the surface, ensuring a safe and healthy environment for all. Before you choose a cleaning service, inquire about their processes, training, and quality control measures. It's a step that takes a bit of time but offers immense peace of mind, safeguarding you from the silent shuffle of germs across spaces you trust to be clean.

This comprehensive approach, when implemented correctly, is the cornerstone of a clean and safe office environment. Always remember, the quality of your office cleaning service is not just about the shine—it's about the unseen dedication to hygiene.

OnPoint Co-Founder, Blake Dozier Featured on Academy of Cleaning Excellence Podcast

This week Blake sat down with Dave Thompson from the Academy of Cleaning Excellence on the “Beyond Clean with ACE” podcast. ACE provides professional development, education and certifications to facility maintenance operations around the globe through live, online and virtual instruction. Blake shared about how a commitment to employee well-being and industry enhancement has been a top priority for OnPoint over the last nine years. Blake and Dave discuss ways to embrace new technologies in floor care for enhanced safety and productivity with a high focus on employee care and recognition.

Check it out here:
https://lnkd.in/erCfxM2w

The Warning Signs of a Failing Cleaning Service and Steps to Take Control

Recognizing when a cleaning service isn't meeting the mark is crucial for maintaining the standards of your facility. There can be various reasons for a drop in service quality, such as an underquoted contract, changes in ownership, or a shift in focus to other clients. Below are six red flags that your janitorial service might be falling short, and what actions you can take to address the situation.

1. Increased Complaints from Your Team

You've hired a cleaning service to simplify your life, not complicate it. A spike in grievances, from recurring shortages of bathroom supplies to unaddressed dust bunnies, can signal a lack of commitment from your cleaning provider.

2. Diminishing Communication from the Contractor

Remember how management used to be a constant presence? If those days are long gone and proactive updates have ceased, it's time to question the consistency of their service. Consider when you last had a check-in that wasn't initiated by you.

3. Sluggish Response to Cleaning Issues

Occasional oversights are understandable, but a pattern of slow responses to missed tasks, like unemptied trash bins, can point to a cleaning service that's either overextended or disinterested in maintaining your business.

4. High Turnover Within the Cleaning Crew

While the cleaning industry is known for its high turnover rates, excessive changes in personnel cleaning your space can indicate instability or dissatisfaction within the janitorial team, which often reflects broader issues within their company.

5. Poorly Maintained Equipment

A cleaning crew's tools should be in good repair. If you're seeing duct-taped vacuum cords or shabby mops, it's a telltale sign that your provider might be cutting corners or disinvesting in their relationship with your business.

6. Frequent Changes in Your Primary Contact

If you're continually being introduced to new managers, this instability can forecast potential turmoil within the cleaning company, suggesting a problematic company culture.

Taking Action: Your Strategy for Addressing Cleaning Service Shortfalls

Step 1: Address the Issues Directly

Schedule a meeting with your vendor to discuss the specific problems. Inquire about the reasons behind the high turnover and delayed responses.

Step 2: Clarify Expectations

It's possible that service expectations weren't clearly established from the start. Communicate what's important to you clearly, and provide a reasonable timeframe for improvements.

Step 3: Be Ready to Switch Providers

Most cleaning contracts include a clause that allows you to terminate the agreement within 30 days due to service issues. If there's no progress, be prepared to look elsewhere.

Step 4: Prepare for the Future

While your current vendor is on notice, draft a Request for Proposal (RFP) for potential new providers. This preparation puts you in a good position whether you switch or stay at the end of the contract term.

By staying vigilant and addressing these signs promptly, you can ensure your facility maintains the high standards of cleanliness and order you expect and require.

New Position at OnPoint!

We're celebrating exciting news here at OnPoint Building Services! As of January 1st Miranda Brown will officially be transitioning from her Operations Manager role to Customer Success Manager! We feel that Miranda is uniquely gifted for this newly created position as she has shown great care for our customers over the last 8 years and has a thorough understanding of the industry and the challenges our customers face.

Miranda possesses a deep desire to see customers and OnPoint Team Members all succeed and we know this move is going to be a great benefit to all those who depend on OnPoint for their janitorial services needs.

Congratulations, Miranda, and thank you for all that you do for OnPoint!

Shine On: 4 Tips for Keeping VCT Floors Looking Good

When potential clients reach out for cleaning service proposals, a common concern often mentioned is the dissatisfaction building owners feel toward lackluster, damaged flooring, sometimes even more than the dislike for messy restrooms and break rooms.

This reaction shouldn't be surprising to anyone who thinks about their own experiences. Think about the places you visit—doctor's offices, grocery stores, department stores, restaurants. Do you notice when the floors shine? Do you notice if they look dull or dirty?

This article explores vinyl composite tile (VCT) flooring, explaining what it's made of and providing insights into effective ways to keep it looking good.

So, what exactly is VCT flooring?

Vinyl composite tiles are made of polyvinyl chloride (PVC) chips pressed into solid sheets through heat and pressure. Even though the surface of VCT may feel smooth because of wax, it's actually porous. This means it can easily collect dirt and grit. That's why it's crucial to regularly apply and maintain a sufficient amount of wax coating on this type of tile.

How can you make sure VCT floors stay clean? Here are some tips:

Use Mats to Minimize Foot Traffic Abrasion

Place walk-off mats strategically to catch dirt and grit from people's shoes, reducing the abrasion caused by foot traffic. In places like industrial settings, it's especially important to have mats at entry and exit points. While the mats won't catch everything, regularly replacing them and vacuuming them nightly can significantly improve their effectiveness.

Effective Maintenance with Microfiber Mops

A good way to prevent floor dullness is to regularly remove dust and dirt using a microfiber mop. Microfiber materials are great at trapping debris. After that, use a damp mop with a mild soap to get rid of any remaining dirt. In areas with a lot of foot traffic, damp mopping should happen every day, while areas with lighter traffic may need less frequent attention.

The Power of Occasional Buffing

To bring back the shine to VCT floors, occasional buffing is necessary. Floor buffers create shine by smoothing the surface of the tile, making it reflect more light. Over time, daily foot traffic and other factors can create small scratches and pits on the surface. Buffing, with an abrasive pad and heat, can smooth out these imperfections and create a more reflective surface.

Scheduled Floor Restoration for Maintenance

As time goes on, the wax on VCT floors wears off due to scratching, pitting, and buffing. To restore the surface, it's important to strip off the old wax and apply several layers of new wax. The frequency of this restoration process depends on factors like how much traffic the area gets. Generally, for places with medium to high traffic, an annual floor restoration is recommended.

With consistent care and a proactive maintenance plan, VCT floors can look good for a long time.

Specialized Cleaning Services to Make Your Facility Shine

Is your facility plagued by stained carpets, scuffed floors, dirty windows, or hazy VCT?

While routine janitorial services address everyday needs, there's a spectrum of additional requirements for maintaining cleanliness and appearance. Cleaning exterior windows, not typically part of routine cleaning, becomes crucial post-winter to make a positive impression. Some services, like buffing VCT floors, should be scheduled regularly to enhance shine and longevity.

We recommend incorporating these more frequent projects into your janitorial maintenance program. Yet, certain services, like electrostatic disinfection, are performed on an as-needed basis. During flu season, for instance, when germs are rampant, electrostatic disinfection proves effective in minimizing spread.

Our team understands that the appearance of your facility significantly impacts both customers and employees. Regular services, like buffing and burnishing, not only maintain a polished look but also extend the life of your floor finish. Window cleaning ensures a clear view for everyone, enhancing the overall atmosphere.

Electrostatic disinfection is a powerful tool during specific seasons or events, providing an added layer of protection against the spread of germs. We understand that certain services are more urgent and offer timely estimates for any specialty service you may require.

At OnPoint, we offer a comprehensive array of specialty services to address these needs, including:

·      Carpet cleaning

·      Strip and wax VCT floors

·      Ceramic tile and grout cleaning

·      Buffing and burnishing

·      Window cleaning

·      Electrostatic disinfection

·      Pressure washing

·      Overhead cleaning

If you need a quote for any of these services, we can provide a complimentary and prompt estimate.

Please contact our office at 757-550-1616 or email support@onpointserviceco.com

Is Your Cleaning Company Missing the Mark?

Is your cleaning company falling short?

Setting Expectations

It can be challenging to determine whether a cleaning company is not fulfilling your expectations. We've put together this article to help you establish meaningful expectations with your cleaning service provider. Additionally, we've provided some useful tips on how to proceed if your cleaning vendor is not meeting your needs.

The Challenge of Defining "Clean" in Facilities Management

The definition of "clean" can vary from person to person, much like the concept of beauty. As a result, developing a standard for cleanliness can be difficult, particularly when it comes to managing facilities. This can lead to frustration for both you and your cleaning vendor. Rather than relying on a vague definition of "clean," it's better to establish a well-defined scope of work. This document should outline the specific tasks to be completed in each area, such as offices, restrooms, and break areas, as well as the frequency of these tasks, such as daily, weekly, or monthly. After you and your vendor have agreed on the scope of work, routine inspections should be conducted to ensure that the tasks are being completed as specified. This approach provides a clear standard for cleanliness and ensures that expectations are being met.

Determining the Effectiveness of Your Cleaning Company

If you're struggling to determine whether your cleaning company is meeting your expectations, there are a few metrics you can consider that will help you keep things in check. Here are three key metrics to consider:

·      Number of Complaints – Reducing the number of complaints is one of the primary goals of any janitorial program. To keep track of issues, maintain a log of complaints that have been received. You can easily use your email inbox to keep track of these issues. Even if the complaint is verbal, you can simply send yourself an email message to add to the log.

·      Response Time – Establish a method for submitting service requests to your cleaning vendor. If they don't have a service portal, email is an effective means for submitting these requests. Keep a log of response times and note when the service issue was completed.

·      Inspection Scores – Inspections are essential to any cleaning program. Request that your vendor submit inspection reports to you once they've been completed.

These metrics are mostly objective, easy to manage, and can help create accountability within your cleaning program.

Dealing with Underperformance from Vendors

While setting expectations and measuring performance can increase the likelihood of success, they do not guarantee it. If your vendor is underperforming, take these steps to get your program back on track:

·      Schedule a meeting with your vendor – Get to the bottom of the issues by asking specific questions like "What is causing such high turnover on my cleaning team?" or "Why are you taking two days to respond when you used to reply in three hours?".

·      Reiterate your expectations – Remind your vendor of your standards and establish a timeline for improvement. Give them enough time to resolve the issues.

·      Prepare for change – If the problems persist, be prepared to switch vendors. Create a list of potential replacements and meet with each one. Create a well-defined proposal for services, then inform your team of the changes so they can be prepared.

Apples to Oranges: Comparing Janitorial Bids

Have you ever gotten cleaning service price quotes that were quite different? It's common to receive multiple janitorial service quotes with big differences in their prices. Have you ever wondered why this happens?

Well, most of the time, it's because each cleaning company estimates how many staff hours they'll need to get the cleaning job done. But more things go into these cleaning proposals. Here are six items that every cleaning proposal should have:

Direct Staff Wages

This is the biggest part of your cleaning service cost, usually about 60%. Cleaning companies figure out two things: how long it'll take to clean your place (the number of staff hours) and how much they need to pay their cleaners (the market hourly wage). The more info you give them about your cleaning needs, the better they can estimate.

Direct Staff Taxes & Benefits

Besides payroll taxes, there are other costs for the cleaning staff that cleaning companies should include in their price. This covers things like vacation pay, employee benefits (e.g. insurance and retirement plans), background checks, drug tests, and uniforms. The costs for these things can vary depending on the cleaning company and where you are.

Supplies

Cleaning companies need certain items to do their job, and there are two types: cleaning supplies (like chemicals and rags) and consumable items (like toilet paper and soap). Most cleaning quotes include cleaning supplies in the base price. You can also ask them for the price per unit for consumable supplies, and many local cleaning companies can offer good deals on these items.

Equipment

To clean your place, cleaning companies might need special equipment. The cost and how much they need can vary depending on what needs cleaning. They also consider the cost of wear and tear on their equipment when figuring out their price.

Indirect Costs (Overhead)

Cleaning companies have other costs, like managing bills and payments, human resources (including hiring), insurance, and supervision. These costs don't change much from one customer to another. So, cleaning companies have a set percentage they add to each customer's bill to cover these expenses.

Profit

Cleaning companies need to make a profit to stay in business and provide good service. Companies with a healthy profit margin usually offer better service and stick around longer. It's a good idea to choose companies that have been around for a while and have good references.

If you get cleaning quotes that don't include all these items, be sure to ask about them. Otherwise, you might choose a low-cost option that doesn't cover everything you need, and you could regret it later.