How Do You Define “Clean”?
Cleanliness isn’t a one-size-fits-all concept. What seems spotless to one person might not meet the standards of another. If you asked ten different people to define “clean,” you’d likely hear ten different answers.
Because cleanliness is subjective, it can be difficult to determine if your janitorial service is meeting expectations. The key is to set clear standards and create a system to track performance. Here’s how you can do that.
Set Clear Expectations
Since interpretations of “clean” vary, it’s important to outline exactly what you expect from your cleaning service. A detailed scope of work should specify the tasks to be completed in each area of your facility—such as offices, restrooms, and common spaces—as well as the frequency of those tasks (daily, weekly, or monthly).
For example, instead of requesting “clean breakrooms,” a clearer directive would be: “Wipe down counters and tabletops daily, sweep and mop floors every evening, and deep-clean appliances weekly.” The more specific you are, the easier it is to hold your cleaning vendor accountable.
Track Performance
Once expectations are established, you’ll need a way to measure whether they’re being met. Here are three simple yet effective ways to monitor your cleaning service’s performance:
- Track Complaints
A well-run cleaning program should prevent issues before they become distractions. Keep a record of employee complaints related to cleanliness—such as trash not being emptied or restrooms not being stocked. Over time, these complaints should decrease if your cleaning provider is doing a good job. - Monitor Response Times
Your janitorial provider should offer an easy way to report service issues, whether through a customer portal, email, or phone. Pay attention to how quickly they respond and resolve problems. Delays in response could indicate a decline in service quality. - Conduct Inspections
Routine inspections help ensure cleaning tasks are completed according to your scope of work. Ask your vendor for copies of their inspection reports, or conduct your own periodic spot checks to verify the quality of their work.
Addressing Service Issues
Even with clear expectations and performance tracking in place, problems can still arise. If your cleaning service isn’t meeting your standards, consider these steps:
- Have an Honest Discussion
Arrange a meeting with your vendor to discuss specific concerns. Instead of general complaints, use clear examples. For instance, “We’ve noticed that restrooms aren’t being stocked as agreed. Can you explain what’s happening?” - Reinforce Expectations
Revisit the scope of work and confirm that both parties are aligned on the expectations. Set a reasonable timeline for improvements and monitor progress closely. - Consider Switching Providers
If issues persist despite efforts to resolve them, it may be time to explore other janitorial services. Use your existing scope of work to evaluate new vendors and ensure a smooth transition for your staff.
Define What “Clean” Means for Your Business
Every company has its own definition of cleanliness. By setting clear expectations, monitoring performance, and addressing concerns proactively, you can create a cleaner, healthier work environment.
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