Time is a precious commodity. Every minute your staff spends scrubbing floors or disinfecting desks is a minute taken away from their core tasks. However, maintaining a clean and healthy workspace is non-negotiable. So how do you strike the perfect balance? It’s with hiring commercial cleaning companies.
If you’re a business owner wondering how to hire a commercial cleaning company that aligns with your needs and budget, this guide is for you. We’ll break down the process step-by-step, offering practical tips and insights to ensure you make an informed decision that leaves your workspace sparkling and your mind at ease. Let’s dive in
Have a clear understanding of the cleaning your business needs. Doing so narrows your options and helps you choose the perfect commercial cleaners for your business.
Here are a few key factors to consider:
Type of Facility
The type and size of your facility will significantly impact the cleaning approach and the resources needed.
- Offices: Whether a cozy co-working space or a multi-story corporate office, consider the number of desks, meeting rooms, and common areas that need cleaning.
- Retail Stores: Customer-facing areas, high-traffic aisles, and inventory storage areas all require different cleaning strategies.
- Medical Facilities: Hygiene is paramount in healthcare settings. Consider specialized cleaning for exam rooms, waiting areas, and high-touch surfaces.
- Industrial Facilities: Large warehouses, factories, or manufacturing plants may need heavy-duty cleaning for machinery, equipment, and high ceilings.
Other: Restaurants, schools, gyms, and other unique spaces have their cleaning challenges. Identify the areas that need the most attention and any specialized cleaning requirements.
Specific Tasks and Frequency
Figure out how often you need cleaning. Do high-traffic areas need daily attention or would a weekly, or bi-weekly schedule suffice for the entire facility? Prioritize the tasks most important to your business.
Do you need basic cleaning like dusting, vacuuming, trash removal, and restroom sanitation? Or do your floors, carpets, or windows need more attention with deep cleaning and waxing? Perhaps you have specialized needs, such as disinfection services for medical facilities or pressure washing for industrial spaces.
Frequency
Consider when you need your cleaning done. Do you prefer cleaning to occur during business or after hours to minimize disruptions? Additionally, consider special requests or preferences you may have.
For example, if you prefer green cleaning products or have specific methods in mind, it’s best to communicate all these with the company.
Budget
Finally, set a budget for your cleaning needs. Keep in mind the costs will vary depending on your facility’s size, frequency, cleaning type, and other specialized services.
Being budget-conscious is important, but remember investing in high-quality cleaning can offer significant long-term value.
#2. Research Potential Companies
Researching potential commercial cleaning companies helps you find the right fit. Don’t rush into a decision. Take the time to gather information and compare your options.
Start by tapping into your existing network and asking for referrals from other businesses. Firsthand experiences provide valuable insights into the reliability, quality of work, and customer service of various cleaning companies.
Use the internet at your disposal. Online directories like Yelp and Google Business Profile list numerous cleaning services, along with customer reviews and ratings. Industry-specific platforms can also be a helpful resource.
Look for companies with experience in your industry and check for certifications like the ISSA Cleaning Industry Management Standard (CIMS), which indicates a commitment to quality and best practices. Verify that the company has liability insurance and worker’s compensation insurance to protect your business.
#3. Request and Compare Quotes
Once you’ve identified a few promising commercial cleaning companies, get down to the nitty-gritty: the cost. Request and compare quotes to help you find a service aligning with your budgets and cleaning needs.
Here’s how to get a commercial cleaning quote
- Step 1: Contact multiple companies. Do not settle for the first quote you receive. Reach out to at least three different companies to get a broader sense of the market and pricing options. Most companies offer free quotes, either online or through an on-site assessment.
- Step 2: Provide detailed information so you can receive an accurate quote. You’ll need to disclose details like square footage, facility type, frequency of cleaning, specific tasks, special requests, etc.
- Step 3: Ask about the pricing structure so you understand how each company charges. Common pricing structures include hourly rates, square footage, flat fees, and custom quotes.
Step 4: Don’t just focus on the bottom line. Compare the quotes side-by-side, taking into account the specific services offered, the company’s experience and reputation, and any additional fees or charges. Look for a company that offers a comprehensive cleaning plan that meets your needs at a price that fits your budget.
#4. Verify References and Reviews
Before finalizing your decision, verify references and reviews. Request the company for references from current or past clients.
Don’t just settle for reading reviews at face value. Take it a step further by examining the reviewer’s profile. For example, in Google Reviews, click on the person’s name to see their review history. Legitimate reviewers often have established profiles with a history of reviewing various local businesses.
If a profile seems new or only has reviews for the cleaning company in question, it might be a red flag. Look for detailed and specific feedback that demonstrates a genuine experience with the company.
Additionally, look for patterns in the feedback:
- Are there common themes among positive or negative reviews?
- Do multiple customers praise the company’s responsiveness or thoroughness?
- If there are negative reviews, does the company actively engage with them, promising to rectify the situation or offer compensation? This demonstrates a commitment to customer satisfaction and can help you assess the company’s professionalism and willingness to resolve issues.
#5. Interview and Shortlist
Now that you’ve narrowed down your list, it’s time to roll up your sleeves and dive deeper into getting to know your potential cleaning partners.
Reach out to each company and schedule an interview, either in person or virtually. This is your chance to ask questions, clarify details, and get a sense of their professionalism and expertise.
During the interview, inquire about their experience, particularly in your industry, as well as their staff training and screening procedures.
Ask about their cleaning methods and products, ensuring they are attuned to your preferences and specific facility requirements. Don’t hesitate to ask about their insurance coverage and licensing – a reputable company will be transparent about these details.
Beyond the logistical aspects, pay attention to their communication style and responsiveness. Are they quick and earnest in answering questions? Do they seem genuinely interested in understanding your unique needs? Gauge their flexibility and willingness to customize their services to your specific requirements.
#6. Verify Insurance and Licensing
It’s easy for commercial cleaning companies to claim their staff is licensed and insured, but words aren’t enough when it comes to protecting your business. You must verify these claims to ensure you’re partnering with a legitimate and responsible company.
Request for proof their workers are insured as well as, liability and workers’ compensation coverage. Request copies of their insurance certificates and verify their validity by contacting the insurance provider directly. You can also check with your state or local government to see if there are online databases where you can confirm a company’s licensing status.
#7. Make a Decision and Sign the Contract
After thoroughly researching and interviewing potential companies, it’s time to decide. Weigh the pros and cons of each company based on experience, services, pricing, and overall impression.
Trust your instincts and select a provider you feel confident will deliver exceptional services and build a long-term partnership with your business.
Once you’ve made your choice, carefully review the contract before signing. Ensure that it clearly outlines the scope of services, pricing details, payment terms, insurance coverage, termination clauses, and any other relevant details. Don’t hesitate to ask questions or negotiate any terms that you’re not comfortable with.
A well-defined contract sets clear expectations for both parties and helps prevent misunderstandings or disputes down the line.
While researching, why not consider Craddock’s Cleaning Services? We’ve been providing commercial cleaning and janitorial services to the Dallas-Fort Worth Metroplex and nearby cities like Lancaster, Arlington, Red Oak, Cedar Hill, Grand Prairie, and more.
Please give us a call and the owner Jeremy will secure your free, personalized cleaning quote in under 24 hours.