Cleanliness isn’t always black and white. One person’s idea of a well-maintained space might not match someone else’s. When it comes to managing a workplace, this difference in perception can cause confusion—especially when evaluating a janitorial service.

To avoid misunderstandings, it’s crucial to clearly define what “clean” means for your business and put systems in place to ensure those expectations are met. Here’s how to make that happen.


Be Specific About Your Needs

Rather than leaving things up to interpretation, take the time to create a clear, itemized scope of work. This document should outline which tasks need to be completed, how often they should be done, and which areas they apply to—such as conference rooms, kitchens, restrooms, or entryways.

Instead of general instructions like “keep the floors clean,” include direct tasks such as: “Vacuum carpets daily, mop hard floors each evening, and polish tile weekly.” When everything is spelled out, it’s easier for the cleaning team to deliver consistent results.

Monitor Performance Effectively

Once your cleaning plan is in place, you’ll want to regularly check that it’s being followed. These three tools can help you stay on top of performance:

  • Record Complaints
    Complaints from employees or visitors can be a signal that your cleaning program isn’t working. Track how often people mention cleanliness issues like overflowing trash or dirty restrooms. Fewer complaints usually indicate better service.
  • Log Response Times
    Whether it’s an email, call, or online request, make sure your vendor has a reliable way to report issues. Note how long it takes them to respond and fix the problem. A quick response shows professionalism and attention to detail.
  • Request or Conduct Inspections
    Regular inspections ensure your scope of work is being followed. Ask your cleaning provider to share their inspection reports—or do occasional checks yourself. These reviews help catch any issues early and keep standards high.

Take Action When Things Go Wrong

Even with everything in place, you might still run into issues. If your vendor isn’t living up to expectations, here are some steps to take:

  • Have a Direct Conversation
    Bring up your concerns in a clear, constructive way. Focus on specifics, like “Our breakroom isn’t being cleaned daily as outlined. Can we talk about why that’s happening?”
  • Revisit the Plan
    Review your scope of work with the vendor and make sure you’re both aligned. Set a clear path forward with a timeline for improvement and follow up to ensure progress.
  • Explore New Options
    If performance doesn’t improve, it might be time to consider other providers. Use your scope of work as a guide when evaluating new vendors. Be sure to communicate any changes to your staff ahead of time to ensure a smooth transition.

Set the Standard for Clean in Your Business

When your expectations are clear and you have systems in place to measure results, it becomes much easier to maintain a clean, professional environment.

Need help setting up a cleaning plan that fits your facility?

Get in touch with us today for a free consultation. We’ll help you create a custom solution that works.