If you’re reading this article, you’re likely feeling some frustration (or even anger) at the level of janitorial service that you’re receiving. But if you’re considering making a change, you have the daunting task of choosing between several seemingly-similar commercial cleaning companies that may or may not deliver on the promises they make. To help you avoid being in this same situation in three months, below are some tips on how to hire a janitorial company.
It may still end up taking more time than you’d like, but—like with many things—spending a little extra time up front can save you time and headaches later.
1. Find three or four commercial cleaning companies to give you a bid
Hearing from multiple companies gives you helpful context as you consider your favorite options. You will get a much better feel for what things cost, how problems are solved, and what kind of service you should expect.
Get referrals by asking around.
The easiest way to select these three or four companies is to ask friends or owners of businesses similar to yours who they use—and if they like them.
Do a web search.
If getting referrals doesn’t prove useful, then a few minutes of Googling should show you some local, reputable companies to choose from. Most of them will be willing to give you a quote for free. This usually involves a visit to your facility (lasting anywhere from 20 – 90 minutes depending on the size and complexity of your building) and then a presentation of their cleaning plan for you.
2. Compare those bids for price and levels of service
Does the price make sense?
Most people’s natural inclination when hiring a janitorial service is to choose the lowest price available. Be careful with that approach. You should be suspicious of quotes that are significantly lower than the others. The price difference sometimes comes out of the cleaner’s pay, which corresponds to higher turnover and/or lower-quality work. You’ll be dealing with toilet paper not being restocked, trash cans not being emptied, or the cleaner not showing up at all.
The lower price may also be a simple mistake on the part of the salesman. If that’s the case, the company won’t be able to deliver the level of service that you’re expecting.
While no cleaning service will be completely hands-off for you, you’ll often find that more of your time and energy is taken up by the janitorial companies that have razor-thin margins.
Ask prospective cleaning companies about inspections and employee pay.
Does the company perform regular inspections? Can they prove they do them?
Regular inspections by the janitorial account manager are an effective way for that manager to verify if the cleaner is doing a good job or not. Cleaners get feedback on what they’re doing well and what specific areas need improvement—without you having to tell them. Ask your prospective janitorial companies if they can show you inspection reports on some of their other accounts to see how thorough they are.
Identify the person that will personally manage your account and determine if you trust them.
Even with a good company that performs regular inspections, you’ll have issues that require communication with the account manager. If this is the person who is selling you the account, were they easy to connect with and/or reach during the sales process? Do they benefit financially by maintaining your account long term? What do their references say about them?
3. Ask for references for the companies that you’re considering hiring—and actually call them.
This may be the most important step to keeping you from having to shop for a new commercial cleaning service in a few months. You can learn more in a minute talking to a reference than you can in an hour with the janitorial salesperson. Ask the references about turnover, reliability, and the ease of getting problems resolved.
4. Request insurance certificates for general liability insurance and workers compensation insurance.
Accidents and injuries aren’t frequent, but they do happen. Make sure that your prospective companies are prepared for them.
5. Pick a provider and establish a start date.
Find out what your agreement is with your current cleaning service provider.
Many cleaning companies have requirements on how much notice must be given to terminate service with them. Some are as short as 30 days while some are multiple years. If you currently have a contract with a janitorial company, review that agreement to determine termination requirements.
Request a copy of their insurance certificates
6. Focus on transition issues to reduce problems that occur during the change over.
You’ve hired a new cleaning company, but you’re not out of the woods just yet. They’ll need a few days or weeks (and sometimes even months) before they are cleaning your building at peak efficiency. These first few cleans are also when key or alarm mishaps are most likely to happen. Head these problems off with a thorough walk-through with the account manager and maintaining thorough communication. (Read more about transition problems here). These are the finishing touches that will get you off to the best start possible.
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