Keeping your office space clean should be a top priority, but it’s easy to let things slide when you’re busy with day-to-day operations. However, poor cleaning practices can lead to a dirty, unhealthy environment for your employees and clients. That’s why it’s important to streamline your office cleaning routine to maximize efficiency.
In this blog post, we’ll discuss some key factors to consider when inspecting your Commercial Inspection Services cleanliness. We’ll also provide tips to help improve your office cleaning procedures. With a systematic approach, you can ensure your business makes the best possible impression.
Assessing Cleaning Thoroughness
One of the most important aspects of an office cleaning routine is how thoroughly your janitorial staff cleans each area. During inspections, examine both high traffic zones and infrequently accessed spaces. Key areas to evaluate include:
Entryways and Lobbies: Pay attention to glass doors, walls, floors, furniture, and decor. Look for dirt accumulation, scuffs, fingerprints, trash, and other debris. The lobby should look pristine at all times.
Individual Offices: Inspect desktops, floors, wastebaskets, and windows. Look for dust buildup, clutter, and stains. Organization is also important for optimized cleaning access.
Conference Rooms: Scrutinize tables, chairs, whiteboards, TVs/tech, and storage areas. Check for spills, smudges, writing leftovers, and trash. Tidiness is essential for guest use.
Break Rooms: Focus on countertops, sinks, appliances, floors, and storage areas. Watch for food mess, drips, grease, and odor. These high-traffic spaces need frequent disinfecting.
Restrooms: Examine toilets, sinks, mirrors, walls, floors, doors, and wastebaskets. Look for dirt, grime, spots, mildew, and trash. Restrooms should be sanitary above all else.
Other Areas: Stairwells, storage closets, machinery rooms, and outdoor spaces also need attention. Document any visible soilage or disorderliness.
Develop a detailed inspection checklist to ensure you evaluate every area consistently. Assign cleanliness scores as needed to track progress.
Using the Right Tools and Equipment
Providing your cleaning crew with proper gear improves efficiency and outcomes. Evaluate what products and equipment your janitors currently utilize. Important tools include:
- Vacuums: Choose commercial models with strong suction for carpets and hard floors. Canister vacuums offer versatility for various spaces.
- Microfiber Cloths: These grab and trap dust and dirt effectively. Color code cloths for different areas.
- Dusters: Invest in extendable dusters to easily reach high spaces like vents and ceiling fans.
- Mops: A solid mop that can stand up to frequent use is ideal. Make sure to use separate mops for restrooms.
- Brooms: Look for sturdy brooms with firm bristles for sweeping lobby areas and hard floors.
- Disinfectants: Stock sprays, wipes, and cleaners specifically formulated to kill germs and sanitize surfaces.
- Gloves: Provide gloves to protect hands and prevent spread of contaminants.
- Carts: Carts allow janitors to organize and transport tools efficiently between tasks.
Choose ergonomic equipment like long-handled mops to enhance safety. Track inventory and replace any worn-out, low-quality, or missing gear.
Establishing Thorough Cleaning Procedures
Detailing precise cleaning steps for each area ensures consistency. Evaluate your current procedures and outline improvements as needed. Focus on:
Emptying Trash: Set a schedule for daily, weekly, and monthly waste removal. Provide enough bins and liners.
Tidying Clutter: Straighten spaces by returning items, filing papers, and discarding unneeded materials before cleaning.
Dusting: Wipe down surfaces and fixtures to remove accumulated dust regularly before it builds up.
Disinfecting: Clean high-touch surfaces like handles, switches, keyboards, and restrooms thoroughly with disinfectant.
Sweeping/Mopping: Floor cleaning should start with sweeping or vacuuming then mopping from the farthest corner inward to avoid tracking dirt.
Glass/Windows: Clean glass doors, partitions, mirrors, and windows inside and out to keep them streak-free.
Carpets: Vacuum traffic areas and spot clean stains daily. Schedule periodic deep carpet cleaning.
Machinery: Follow specialized steps to clean machinery like copiers, filters, and appliances.
Outdoors: Keep walkways tidy by sweeping debris. Disinfect exterior handles and other high-touch areas.
Post detailed procedures and schedules for staff reference. Conduct periodic spot checks of completed work.
Implementing a Consistent Schedule
To prevent messes from accumulating, cleaning must occur regularly. Evaluate your current schedule and adjust frequencies as needed. Important factors include:
- Traffic flow and usage to determine when spaces require cleaning
- Enough time between cleaning and use for surfaces to dry
- Coordinating with building occupants to access spaces
- Staffing adequate janitors to complete tasks without cutting corners
- Allowing extra time for periodic deep cleaning tasks
Focus on cleaning at the end of each day or first thing in the morning. Implement daily, weekly, monthly, and annual cleaning checklists. For restrooms and lobbies, multiple daily cleanings may be warranted. Adjust schedules seasonally based on building usage.
Enhancing Staff Training
Your cleaning crew’s expertise significantly impacts outcomes. Provide initial and ongoing training to teach proper techniques. Topics should include:
- Equipment and chemical use
- Company procedures and checklists
- Industry best practices
- Safety and ergonomics
- Area-specific training like restrooms, carpets, and outdoors
- Inspecting their own work to identify improvement opportunities
- Reporting maintenance needs
Shadow janitors periodically to monitor progress and skills. Offer refreshers after inspections reveal oversights. Focused training ensures cleaner, more sanitary, and safer spaces.
Maintaining Floors and Carpets
Floors endure heavy use and require special attention. For hard flooring like tile or wood, focus on:
- Sweeping, mopping, and scrubbing regularly using proper products
- Immediately cleaning spills to avoid stains
- Addressing dull spots or grime buildup through deep cleaning
- Checking for damaged tiles or grout needing replacement
For carpeting, key maintenance tips include:
- Vacuuming high-traffic areas like hallways daily
- Periodic carpet extraction or steam cleaning
- Spot cleaning stains quickly to avoid setting
- Keeping carpets dry and reporting any flooding
- Replacing worn, ripped, or badly stained sections
Preventative tactics like entryway mats and prompts for occupants to report spills also help limit damage. Evaluate flooring maintenance frequently as part of inspections.
Improving Air Quality and Ventilation
Poor indoor air quality from pollution, allergens, or stale air can impact worker health and comfort. Enhance ventilation through:
- Checking HVAC filters monthly and replacing per manufacturer specifications
- Opening windows regularly for fresh outdoor air if weather permits
- Considering air purifiers for reception areas, conference rooms, and other gathering spaces
- Deep cleaning air vents and ducts periodically
- Using fragrance-free cleaners to avoid irritating chemicals
- Promptly removing mold or moisture from leaks, plant soil, or flooding
- Providing separate enclosed spaces for equipment like printers that output pollutants
Setting policies like fragrance avoidance can also improve air purity. Monitor stuffiness, odor, dust, or complaints as potential signs of issues.
Dealing with Clutter and Storage Needs
Excess clutter makes cleaning more difficult and contributes to a chaotic impression. Work with occupants to:
- Sort through materials and discard anything unneeded
- Use storage bins and cabinets to tuck away supplies
- Organize desk surfaces, files, and shared storage areas
- Limit personal decorations to a reasonable number
- Provide sufficient wastebaskets conveniently located throughout spaces
- Remove paperwork and files following document retention policies
Promoting paperless processes also cuts down on clutter. For public areas, keep decor minimalist and tidy. Adequate storage ensures each space can easily be wiped down and swept.
Responding to Repairs and Damages
Even well-maintained buildings experience wear and tear. During inspections, note:
- Loose or damaged flooring that needs repaired or replaced
- Leaks from roofs, windows, or plumbing needing immediate fixes
- Furnishings in need of repair or replacement
- Any other structural or equipment issues
Damages like mold or big stains also require prompt response. Ensure repairs blend seamlessly with existing decor. Keeping up with building needs prevents safety hazards and improves cleanability.
Enforcing Clear Usage Policies
Occupant activities can prevent proper cleaning. Set policies such as:
- No eating or drinking in carpeted spaces or near equipment
- Properly disposing of food waste instead of leaving scraps out
- Reporting large spills instead of attempting self-cleaning
- Securing permission before hanging posters or signage
- Following cleaning requirements like clearing desks before vacant shifts
Communicate reasons for policies to gain buy-in. For special events, outline clean-up expectations. Consistent rules make cleaning staff’s job easier.
Inspecting After Hours or Special Events
Most cleaning occurs outside standard business hours. However, also schedule inspections following:
- Evening or weekend events
- Usage spikes such as a seasonal rush or campaign
- Extended facility closures like holidays or weather shutdowns
Monitor cleanliness of spaces after hours when used differently than typical daytime operations. Update procedures and supplies to account for unique needs.
Addressing Special Materials and Challenges
Some office features have particular cleaning demands:
- Electronics: Use wipes and sprays specifically formulated to avoid damage. Prevent moisture buildup which can lead to dangerous shorts.
- Whiteboards: Erase fully then wipe down with a soft cloth and cleaner designed for glass. Avoid harsh chemicals that might stain frames.
- Grease: Use a heavy-duty degreaser for vent hoods and heavily soiled spots in break rooms. This prevents slick surfaces that could cause falls.
- Outdoor Features: Choose cleaners suitable for exteriors made of materials like concrete, metal, or siding. Factor in weather exposure when gauging cleaning frequency.
Provide extra training for difficult materials requiring specific methods. Stock specialty cleaning products as dictated by your office environment.
Consulting Professional Services Periodically
For periodic deep cleaning or specialized needs, consider hiring professional services. Examples include:
Carpet/Upholstery Cleaning: Steam extraction removes embedded dirt from fabrics. Schedule every 6-12 months.
Window Washing: Interior and exterior window washing is best left to professionals with pole equipment. Arrange 1-2x per year.
Pressure Washing: Pressure wash outdoor areas like sidewalks, loading docks, and parking lots to control grime. Schedule every year or as needed seasonally.
Duct Cleaning: HVAC system cleaning removes built-up allergens and debris from ductwork. Arrange every 3-5 years minimum.
These intensive services supplement regular janitorial duties. Budget accordingly. Thorough periodic cleanings enhance air quality and presentation.
Motivating Occupants to Help Maintain Cleanliness
Your occupants play a pivotal role in cleanliness. Encourage them to:
- Wipe up spills and messes promptly
- Take waste directly to bins for disposal
- Clean appliances like microwaves after personal use
- Avoid messes from food spills, grease, or clutter
- Report issues needing attention from cleaning staff
Friendly signage can remind occupants about cleanliness policies. Thank them for efforts and compliance to gain cooperation. A culture of shared responsibility facilitates cleaner spaces.
Investing in Adequate Cleaning Staff and Budget
Preserving a polished environment requires allocating sufficient labor hours and budget. Consider:
- Facility size and usage levels to determine necessary person-hours
- Higher traffic spaces needing multiple daily cleanings
- Providing ample supplies and equipment
- Periodic carpet cleanings, pressure washing, and other contracted services
- Offering competitive wages to attract and retain quality cleaning staff
Avoid cutting back on labor or supplies simply to reduce costs. This will degrade cleanliness and send the wrong message. Prioritize spending to keep spaces truly spotless.
Following Up After Inspections
The true test of any inspection process is measurable improvement. After assessing cleanliness:
- Share results with cleaning staff, highlighting successes
- Review areas needing improvement and set deadlines for updates
- Discuss causes and solutions, like added training or procedures
- Provide additional equipment or tools if needed
- Reinspect to ensure issues are corrected fully
- Express appreciation for excellent execution and results
Use inspections as opportunities for constructive feedback. Cleaning crews will take pride in positive progress. Follow-up verifies effectiveness.
Staying on top of commercial property cleanliness pays valuable dividends for occupants and visitors alike. Following these tips will help streamline your process to maximum benefit. Comprehensive inspections, adapted procedures, proper supplies and staffing all play key roles. With a strategic approach, your business can present an impeccable image.