Improving Communications Between You and Your Cleaning Company

Cleaner talking to client Cleaner talking to client

Hiring a commercial cleaning company to keep your business or workplace clean has several benefits. These include the health and safety of your employees, improved productivity, as well as time and cost savings, just to name a few.

To ensure that you’re getting the best of the best, however, you need to look for a company that communicates well. With both parties having a perfect understanding of each others’ needs and goals, it’s easier to develop a lasting and rewarding business relationship.

If you already have a preferred cleaning company or want to hire a new one, here are some tips on how to improve communications:

Assign a “Point Person”

A good commercial cleaning company has personnel who are easy to talk to. However, remember that the members of the cleaning crew likely don’t know about the finer details of your contract. Thus, if you have significant concerns, they may not be able to address your questions.

Ask for a “point person” in the company who will serve as your go-to contact. This individual, likely a manager or supervisor, will then be the one to communicate with you, particularly for big concerns. These include significant changes you want made to the cleaning routine or any questions about the contract.

Of course, you should also have an equivalent person within your business. In addition, you should establish your preferred method of communication. For something urgent, phone calls are ideal. Meanwhile, for follow-ups and other non-urgent concerns, email may be more preferable.

Find a Cleaning Company With a Ticket System

A ticketing system is an easy way for both you and the cleaning company to keep track of all of your concerns. Whether you have complaints or requests, or simply want to give feedback, a ticketing system can simplify communications between parties.

One of the biggest advantages of such a technology is that everyone who needs to be notified gets alerted. Once you send a ticket or report, a corresponding manager will receive and address it. As soon as the issue is resolved, the point person can label the ticket accordingly and then you will get notified.

Some ticketing systems also have integrated comment functions. This way, as the issue is in the process of being rectified, all parties involved can easily exchange information. Ticketing systems will also ensure that no concerns are left unresolved. Moreover, this kind of software can store your records so that you and the cleaning company can refer to previous tickets whenever you need.

Be Straightforward About Your Expectations

Before hiring a commercial cleaning company—or indeed, any service provider—it’s good practice to discuss your needs with them. Do you need a one-time service or are you looking for a long-term cleaning contract? Do you have equipment or furniture that need specialised care?

Make sure to itemise everything you want and expect. Be as thorough as you can. This way, there are no surprises or disappointments. Moreover, the cleaning company can also personalise a cleaning routine for you. After all, no two clients are the same and each cleaning job should be approached in ways that suit unique needs.

Make Checklists

In relation to the above, making a checklist can help ensure that all your needs are met and that the cleaning company knows exactly what to do. Usually, commercial cleaners already have a list of their available services. With your own checklist ready, you can make side-by-side comparisons to see if the cleaning company you’re talking to is the right choice.

Checklists can also help you manage your finances better. Depending on the cleaning services you want, you may end up paying more (or less) per visit. For example, if you want the carpets shampooed and vacuumed every week, there may be an extra charge if the service you’ve availed only includes basic cleaning.

Be Vigilant With Documentation

Communication isn’t all about the verbal exchanges between you and your chosen cleaning company. It’s also about keeping a record of all these exchanges, particularly those made through electronic means. For example, an important phone call or chat message should be documented in an email.

You should also ask the cleaning company for a business proposal, as well as a copy of the final contract once you’ve finalised all the details. Many prefer digital over printed copies these days, because this is the more eco-friendly and space-saving choice. Either way, you should have copies of all official documents between you and your service provider.

Other types of communiques that you should keep records of include cancellations, incident reports, and special requests. Insisting on proper documentation is beneficial to both you and the cleaning services company you’re working with. It prevents confusion and disputes, stopping issues from getting worse.

The bottom line here is that communication is a two-way street. You should be open to receive calls, emails, and messages from your chosen cleaning company, just as you expect them to be easy to contact.

With healthy communication between you and your cleaning company, each and every transaction will go more smoothly, solidifying a mutually beneficial business partnership.