The importance of maintaining a clean and healthy environment in your facility cannot be overstated. Surveys have found that workers in cleaner office environments report fewer symptoms of illness, such as coughing, headaches, and fatigue. Meanwhile, a study on workplace hygiene found that office desks harbor more than three times the number of bacteria found on a typical toilet seat. As these two issues make clear, janitorial services play an important role in supporting workplace productivity.
An environment’s level of cleanliness directly impacts the well-being of your occupants, the productivity of your workforce, and even the reputation of your business. This is why—whether you manage an office building, healthcare center, or data facility—it makes sense to hire a reputable janitorial services provider to ensure your facility is thoroughly cleaned and sanitized.
Benefits of Using Professional Janitorial Services
The most compelling reason to outsource your cleaning needs to a professional service is the superior level of cleanliness they can provide. Professional janitorial services providers have the expertise, equipment, and resources to ensure that all aspects of your facility are cleaned properly. And there are other benefits as well.
Studies show that clean workspaces reduce absenteeism due to illness. And surveys indicate that clean, organized workplaces lead to higher employee satisfaction and improved focus and morale.
Fewer Sick Days, Increased Productivity
Studies show that clean workspaces reduce absenteeism due to illness. And surveys indicate that clean and organized workplaces can lead to higher employee satisfaction and improved focus and morale, which can contribute to increased productivity.
The Centers for Disease Control and Prevention states that regularly cleaning surfaces in your facility helps prevent the spread of germs that make people sick, and that using commercial cleaners that contain soap or detergent removes most types of harmful germs from surfaces.
A Focus on Your Business, Not Your Cleaning Regimen
Outsourcing your janitorial services allows you to focus on what you do best: growing your business. Cleaning and maintenance are essential tasks, but they are not the core competencies of most businesses. By entrusting these responsibilities to a professional service, you free up valuable time and resources that can be better spent on strategic initiatives that drive your business forward.
Reputable janitorial services providers also know when and how to go beyond normal cleaning. For example, high-touch items like pens, counters, door handles, stair rails, elevator buttons, restroom fixtures, and desks should be cleaned frequently, while less-used surfaces require less-frequent cleaning.
In addition to health benefits, there are also administrative advantages to using a professional cleaning service. One advantage is foregoing the time and cost of stocking cleaning supplies and equipment. But perhaps the biggest benefit is reducing the need to manage labor.
The cleaning profession suffers from high absenteeism and turnover rates, which can create significant challenges for businesses that attempt to manage cleaning services in house. By using a third-party janitorial services provider, you shift this burden onto your vendor, which has the experience and infrastructure to manage staffing issues effectively. This not only ensures consistent cleaning but also reduces the administrative headache of dealing with staffing problems.
Cost-Effective Solutions
Outsourcing janitorial services can be more cost-effective than managing cleaning operations in house. Professional janitorial companies can achieve economies of scale that are difficult for individual businesses to replicate. Not only do professional cleaners get the job done thoroughly, they also get it done efficiently and quickly. Additionally, because they purchase in bulk, they have access to commercial-grade equipment and supplies at lower costs, and in the competitive world of commercial cleaning, this savings is often passed on to the customer. When you factor in the cost of hiring, training, and managing an in-house cleaning team, outsourcing often proves to be the more economical choice.
Increased Tenant and Occupant Satisfaction
Research has found that 86% of office employees regard cleanliness as the most important aspect of a good work environment, and a survey conducted by Staples found that 94% of employees reported feeling more productive in a clean workspace. In tight labor markets, employee satisfaction is crucial.
Likewise, a clean, well-maintained facility is a significant factor in tenant retention and can make your property more attractive to potential occupants. This is particularly important in the current leasing climate—a report from August 2024 found that commercial vacancy rates averaged 18% nationwide. These days, it’s more important than ever to differentiate your property, and one way to do that is through superior cleanliness and maintenance.
Traits of a Good Janitorial Services Provider
There are many janitorial services providers competing for your business. To find the one that’s right for your needs, it’s essential to consider several key factors.
Proven Track Record
A good janitorial services provider should have a solid track record of success. Consider how long the provider has been in business and who its current clients are. Different facilities have different cleaning requirements, so it’s important to choose a provider with experience in your specific industry. Data centers, for example, have cleaning requirements that differ from office buildings. Make sure your provider has the relevant experience and expertise for your type of facility.
Licensing and Insurance
Make sure that your janitorial services provider is fully licensed, bonded, and insured. This is not just a legal requirement, but also the hallmark of a professional and reputable company. Proper licensing ensures that the provider complies with local regulations and industry standards, while insurance protects you from potential liability in case of accidents or damage during the cleaning process.
Certifications
Certifications are another critical factor to consider. Reputable janitorial services providers should hold certifications that demonstrate their commitment to quality and industry best practices. For example, the ISSA Cleaning Industry Management Standard (CIMS) certification is a widely recognized standard in the cleaning industry. Additionally, look for certifications related to sustainable cleaning practices, such as the CIMS-Green Building with Honors certification, which indicates that the provider uses environmentally friendly and nontoxic cleaning products.
Facility owners who have earned the Global Biorisk Advisory Council’s GBAC Star Facility Accreditation need to utilize cleaning staff that are specially trained in the safe use of powerful cleaners and disinfecting agents. And if your facility has yet to be granted this accreditation, the right cleaning service can help you earn it.
Experienced and Reliable Crews
The quality of the cleaning crew is just as important as the janitorial services company itself. Cleaning professionals may need access to sensitive areas of your facility, and since they tend to work after hours, they are often in your facility unsupervised. For these reasons, a full background check of all janitorial staff is essential.
Reliability is also important. It’s no secret that America is in the midst of a custodial labor shortage. This has led to high rates of turnover and absenteeism at some janitorial services providers, which can disrupt the delivery of contracted services. To make sure this doesn’t happen to you, look for a provider with high employee retention.
Use of New Technologies
The cleaning industry continues to evolve, and new technologies offer enhanced efficiency and effectiveness. Ask potential providers about the cleaning technologies they use. Electrostatic sprayers, for example, ensure even coverage of disinfectants, which is especially important in high-touch areas. Other technologies, like UV-C light disinfection, HEPA filtration vacuums, and antimicrobial surface coatings can further enhance the cleanliness and safety of your facility.
Sustainability and Employee Health
In today’s world, sustainability and employee health are top concerns for many businesses. Studies have shown that employees are increasingly concerned about the chemicals used in their workplaces, preferring low-toxicity options that nevertheless provide effective disinfection. Fortunately, the EPA has made it easy to ensure that your janitorial services provider uses nontoxic, environmentally friendly cleaning products. The agency manages the Safer Choice program, which certifies products that contain low-toxicity ingredients. And the EPA’s Design for the Environment label on disinfectants and sanitizers indicates that these products are both sustainable and safe. If sustainability and safety are important priorities, then check with your cleaning service provider to make sure that the products they use are EPA-certified.
Janitorial Services for Specialized Cleaning Needs
Certain facilities, such as data centers and healthcare centers, require specialized cleaning due to the sensitive nature of their environments. Choosing a janitorial services provider with expertise in these areas is crucial to maintaining the integrity and safety of these facilities.
Data Centers
Data centers house critical technology infrastructure, making their cleanliness a top priority. Dust and debris can cause equipment to overheat or malfunction, leading to costly downtime. So, it’s essential that the cleaning personnel in these environments have received proper training on the appropriate cleaning techniques, usage of cleaning agents, and handling of sensitive equipment.
A well-trained, knowledgeable, and experienced vendor is essential for working in these high-tech areas. Look for a provider experienced in subfloor/plenum cleaning, floor cleaning, and surface cleaning. Special care must be taken to ensure that sensitive technology is handled carefully to prevent damage. The cleaning requirements for data centers include the use of anti-static cleaning solutions and equipment, as well as regular maintenance schedules to prevent the buildup of contaminants.
Healthcare Centers
Healthcare facilities have stringent cleaning requirements to prevent the spread of infections and ensure patient safety. Gone are the days when a mop bucket and a rag were all that was needed in a hospital cleaning toolkit. Today, hospital cleaning services use high-tech systems that not only target visible dirt and grime but also the microscopic contaminants that hide beyond the naked eye. Hospital-grade disinfectants are formulated to kill pathogens for up to 24 hours after application. New technologies include ultraviolent light irradiation and disinfection robots that can access hard-to-reach spots.
Because of the high level of disinfection required in healthcare facilities, cleaning crews should be continuously trained in the latest techniques and equipment, including bloodborne pathogen disposal, proper handwashing, two-pass disinfection protocols, and airborne and contact precautions. Make sure to inquire about this type of training when vetting potential janitorial services providers.
How to Work with Your Janitorial Services Provider
Once you’ve chosen a janitorial services provider, effective collaboration is essential to ensure that your facility’s cleaning needs are met.
Communication is Key
Clear and open communication is the foundation of a successful partnership. Regularly check in with your provider to discuss any concerns or changes in your cleaning needs. This ongoing dialogue helps ensure that your facility remains clean and well-maintained at all times.
Request a Designated Contact
Having a designated contact person within the custodial service provider’s organization can streamline communication and ensure that your requests are handled promptly. This person should be someone who understands your facility’s needs and can manage the cleaning crew effectively—and will be available after hours in an emergency.
Emergency Protocols
Establishing protocols for emergency situations in advance is critical. For example, if there is a sudden outbreak of illness, you’ll need to ensure that your provider can respond quickly with enhanced cleaning and disinfection measures. Discuss these protocols with your provider to ensure they are prepared to handle any unexpected situations.
Spell Everything Out in the Contract
To avoid misunderstandings, make sure that all of the provider’s responsibilities are clearly outlined in the contract. This includes the scope of work, frequency of cleaning, and any specific requirements you may have. A detailed contract protects both you and the provider and sets clear expectations for the partnership.
Tips for Productive Custodial Visits
Maximize the effectiveness of custodial visits by preparing in advance. Provide clear instructions on any areas that require special attention and make sure that the cleaning crew has access to all necessary areas. Remove clutter from workspaces and common areas. These few simple steps will help your janitorial services provider do its job more efficiently, ensuring you get the services you’re paying for.
