Choosing the Right Office Cleaning Company: What to Consider

If you want your office to run with maximum efficiency, it’s important to keep it clean. A clean office environment has a substantial impact upon productivity levels, and the benefits of that to your bottom line should be clear. Keeping an office clean isn’t the same as keeping your home clean, so engaging the services of the right office cleaning company is important, but how do you choose the right one when there are so many out there?

Why Choosing the Right Cleaning Company Matters

No matter what your business, maintaining a clean office environment is essential to the wellbeing, not only of your staff, but of your business itself. Not only do dirty work environments increase the spread of harmful bacteria, leading to employee sickness and absences, but hazards such as spillages, blockages or rubbish left lying around can also contribute to workplace accidents. 

Sick days cost businesses money. In November 2023, the Office for National Statistics published its annual report on work-related ill health and injury, finding that the estimated cost of injuries and ill health from current working conditions in 2022/23 was £20.7bn. But important as it is, keeping your office clean isn’t all about health and safety. The benefits of a clean working environment for productivity are clear, and cleanliness matters in presenting the right first impression to your visitors, as well. 

woman wiping clean glass doors with reception on

Factors to Consider When Choosing an Office Cleaning Company

Experience and Reputation

Many business owners will have their own stories about selecting the wrong office cleaning company. One of the best ways to avoid becoming one of them is to pick a company with a proven track record. The office cleaning services trade is a highly competitive marketplace, but the companies with the best reputations are the best place to start. 

Services Offered

Not all offices are the same, and while finding a company that has a wide range of services and pricing is important, you should also pay attention to the specifics. The right cleaning company for you is the company which offers the correct range of services for your business.

cleaning detergent being sprayed on a door handle

Some businesses will need daily cleaning, whereas others will be better suited to a weekly cleaning schedule, and some might only need a monthly clean. Some may need specialised deep cleaning services. Service extends beyond the type of cleaning, as well. Cleaning often needs to be done at unsociable times, so finding a cleaning company which can fit in with your scheduling requirements also matters. 

The right commercial cleaning company for you should understand that there’s no one-size-fits-all approach to providing your facility with the services that you need, whether that means the type of cleaning needed or when it’s carried out. 

Customization and Flexibility

It may well be that your cleaning needs change over time, and the right cleaning company for your business should have the flexibility to be able to tailor their services to what you need and at short notice if required. Quality of service isn’t something that you should have to sacrifice because of these changes, so make sure that the company that you employ offers customization to your requirements. 

Certifications and Standards

All professional cleaning companies should adhere to industry standards and have the correct accreditation which demonstrates it. There are a number of potential hazards that should be borne in mind, with proper standards being adhered to at all times. Dangerous chemicals, tripping and slipping hazards or the improper use of equipment or cleaning materials, for example, could all increase the likelihood of workplace accidents.

Your staff and customers should be protected from these hazards to the greatest extent possible to ensure a safe workplace. Commercial cleaning companies should be fully compliant with all relevant health and safety standards and their staff should have the correct level of training for their role. 

Certification doesn’t end with industry standards, either. Accidents can happen, so what level of public liability insurance do they have? If you’re switching contractors, TUPE (Transfer of Undertakings and Protection of Employment) regulations may come into play. These relate to the rights of employees if their employment changes hands. If you have cleaners in place either employed in-house or via another company, they mayhave a legal right to remain in post with any new company. 

What Certifications Should a Professional Cleaning Company Have?

The certifications that you should look for in a commercial cleaning company may vary depending on your sector, but you should look out for accreditation from The British Institute of Cleaning Science (BICSc), Safety Management Advisory Services (SMAS), Contractors Health and Safety Assessment (CHAS) and Alcumus SafeContractor as a minimum. 

Pricing and Value for Money

Choosing the cheapest option could prove to be a false economy. You could be saving money, but you might not receive the most reliable service or the most experienced cleaners, nor the attention that your premises warrants, and this could come with significant hidden costs for you further down the line. Pricing structures could come with hidden costs or benefits to your business.

How Can I Compare Prices and Value for Office Cleaning Services?

Take the time to understand the pricing structures offered by the companies that you consider. By getting pricing quotations from a variety of different commercial cleaning companies for your specific needs, you should be able to accurately compare the value that they offer.

Client Testimonials and Reviews

Client testimonials and reviews are extremely important when considering which company to employ. They are usually the most reliable indicator of what will happen if you engage their services. So make sure that you check what others have to say about them, not only on their own website but also on independent review sites such as Trustpilot. 

Questions to Ask Potential Cleaning Companies

There are a number of questions that you should be asking any commercial cleaning companies before you sign a contract with them.

How many years have they been in business and what accounts do they service with a business similar to yours?

A commercial cleaning company that already works in your sector should have the required experience to offer you the services that your business needs. 

What is the pricing structure, and how might this change should your requirements change?

Getting the job done to your satisfaction is important, but your bottom line is too. Will they offer value for money, and will be affected should your requirements change? 

How do they screen their staff?

Commercial cleaning staff may be left alone on your premises, so they need to be trustworthy. Commercial cleaning companies should be screening their staff before hiring them to ensure that they can be trusted in this situation. Criminal record checks should be an absolute minimum.

What kind of training do their staff receive?

A company with plenty of experience is important, but employee training is also essential. Consistent training should include their staff receiving regular training on the latest cleaning techniques and safety protocols. Training encourages greater accountability and helps ensure that your facility is always cleaned to the highest standards, while reducing liability and increasing safety.

What industry standard certifications and insurance do they have?

A reputable commercial cleaning company should have industry standard certifications and insurance to cover both you and them in the event that something goes wrong. 

What kind of quality control checks do they use to assure reliability?

The person that you speak to when carrying out your initial checks may not be the person who’s actually carrying out the cleaning, and a reputable commercial cleaning company should carry out regular checks to ensure that their staff are meeting your standards and requirements. 

What are their environmental credentials?

Environmental consciousness should be at the top of every business owner’s priority list. Make sure that you establish whether they use eco-friendly materials to carry out their duties, and that they are committed to reducing plastic usage and thorough recycling.

Do they provide their own cleaning materials?

Some commercial cleaning companies may require you to provide or pay for the cleaning materials that they use. You’ll need to establish the extent to which this is reflected in their pricing structure, because this has the potential to be a considerable hidden cost for you, further down the line. 

Red Flags to Watch Out For

There are answers (or a lack of answers) to the above questions that should cause you to think twice about whether to hire a commercial cleaning company or not. Some of these may include: 

Extremely Low Pricing

When hiring cleaning services for your business, it’s important to be cautious of extremely low pricing. While it may seem tempting to choose the cheapest option, cheap commercial cleaning companies may be achieving these prices by skimping on reliability and quality.

They may, for example, not have the proper tools or offer specialised cleaning services that your business needs. In addition, haphazard work can have detrimental impacts on the health of your employees, customers, and visitors. Instead of solely focusing on cost, consider a reputable and reliable cleaning service that offers fair pricing based on the quality of their work.

Negative Reviews

Negative reviews could indicate problems with the quality of their work, reliability, or customer service. It’s important to take these reviews seriously and consider them as part of your decision-making process. Opting for a cleaning company with positive reviews will give you greater confidence in their ability and increase the likelihood of receiving the level of service that you should expect.

Lack Of Accreditation

It’s crucial to choose a cleaning company that is licensed and certified for your requirements. Accreditation ensures that the company has met certain standards and has undergone proper training. By hiring an accredited cleaning service, you can have peace of mind knowing that they have the necessary skills and expertise to provide quality service.

Skipping References And Background Checks

When hiring a cleaning company for your business, it’s important to ensure that they don’t skip references and background checks. If they do, it could lead to significant risks to your business. You should always ask for references and conduct background checks before making a decision.

Not Asking About Added Services

A reputable commercial cleaning company should inquire about any specific needs or requirements that your business may have, such as specialised cleaning services for certain areas or equipment. A failure on their part to ask these questions may indicate a lack of attention to detail which could result in unsatisfactory cleaning results. It’s important to choose a cleaning company that takes the time to understand and meet your unique business needs for long-lasting benefits.

No Written Agreements or Contracts

When hiring a cleaning company for your business, be cautious if they don’t provide written agreement or contract. A lack of these could lead to misunderstandings and disputes further down the line. Without a clear contract outlining the terms and expectations, both parties may have different interpretations of what was agreed in the first place, and this could make it difficult to resolve any issues that arise or hold the cleaning company accountable for their responsibilities.

Choosing a cleaning company for your commercial space is easy but finding an office cleaning company that arrives on time, does a great job, and maintains these standards in the long term can feel like a daunting task. But if you take the proper steps of getting a range of quotes, ensuring compliance and competence and ensuring that your specific requirements will be met, you can improve the cleanliness of your office space while also potentially improving your bottom line. At Hashtag Clean, we offer bespoke office cleaning services for businesses of all sizes across Kent, Surrey, and Sussex. Contact us for a quote today, and you can reap these benefits too!

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