If you’re like most business owners and office managers, finding a reliable, high-quality cleaning service for your office can feel like a daunting task. You likely know how demoralizing it can be for your team to come into a dirty or disorganized workplace day after day. But hiring a professional office cleaning crew isn’t as simple as just picking a name out of the phone book or going with the lowest bidder. The horror stories of filthy bathrooms, ineffective cleaning routines, rude staff, and unexpected price hikes are enough to make anyone think twice.

The key is conducting your due diligence upfront and taking the time to thoroughly interview and vet potential cleaning companies before extending a contract offer. I know this takes effort on your part when you already have a million other things demanding your time and focus. But trust me, spending a few hours interviewing now can end up saving you countless hours of frustration, inconvenience, and needless expense in the long run.

In this blog post, I want to walk you through the most important things to look for, ask about, and evaluate when interviewing office cleaning candidates. My goal is to give you a strategic framework and list of vital questions that will help ensure you find the perfect fit for your business. I’ve made plenty of hiring mistakes over my career that I want you to avoid! Hopefully by the end, you’ll feel empowered to interview like a pro and find an office cleaning crew that exceeds your expectations. Shall we get started?

Why Interview and Vet Potential Cleaners Thoroughly?

You likely wouldn’t hire an employee without multiple rounds of interviews. Follow the same careful vetting approach when hiring an office cleaning service. There are several important reasons to conduct comprehensive interviews before selecting a cleaning company:

– Avoid hiring the wrong fit – Not all cleaners are made equal. Conducting detailed interviews prevents you from hiring a company that doesn’t meet your specific requirements or service standards.

– Verify abilities – Interviews allow you to dive into a company’s expertise and capacity to deliver the precise services your business needs.

– Assess professionalism – How a company conducts itself in an interview provides insight into its overall professionalism, organization, and customer service approach.

– Clarify expectations – Interviews give you a chance to clearly communicate your expectations and have the cleaning company validate they can fulfill them.

– Compare options – Interviewing multiple candidates makes it easier to compare and determine the best option for your business’s needs.

– Save time and money – Vetting thoroughly upfront prevents wasted time and money from hiring a cleaner that ends up being a poor match. It’s smarter to invest time interviewing than dealing with the aftermath of hiring the wrong service.

Essential Background Information to Gather

When interviewing potential office cleaning companies, come armed with a list of key background details to inquire about. This information will provide insight into the company’s overall track record, experience, capabilities, and approach to customer service. Be sure to gather:

– Years in business – More experience is better when it comes to cleaning services. Look for companies in business for 5+ years.

– Business licenses and insurance – Reputable cleaners should hold all necessary state and local licenses. They should carry general liability insurance and worker’s compensation at minimum. Require documentation. 

– Staff screening processes – Ask about background check, drug screening, and reference checking procedures for all cleaning staff. Well-vetted staff is a must.

– Staff training programs – Look for thorough initial and ongoing training programs for all cleaning personnel. These indicate committed investment in skill development.

– Sample client list – An established company should be happy to provide references from current clients you can contact.

– Example service packages – Have the cleaner provide sample service plans and pricing so you can assess their offerings.

– Guarantees – Many cleaning companies offer satisfaction guarantees. See if any warranties or guarantees apply should you be dissatisfied with services.

Taking time to gather this foundational information helps you evaluate each cleaner objectively and make apples-to-apples comparisons between options.

Key Cleaning Services Questions to Ask 

Naturally, you will want to dig into the cleaning company’s specific services, processes, and capabilities. Explore these key areas:

– Cleaning checklist – Have the company outline their cleaning checklist by area (offices, cubicles, conference rooms, breakrooms, restrooms, lobby, etc.).

– Cleaning products – Ask about the types of cleaning products and equipment used. Look for green-certified, non-toxic brands. Inquire about steam cleaners, HEPA vacuums, microfiber cloths, and other high-quality equipment.

– Processes – Understand step-by-step processes for critical cleaning tasks like sanitizing, disinfecting, dusting, vacuuming, taking out trash, and more.

– Scheduling flexibility – Discuss how schedules are set and changed. Look for flexibility to accommodate variable office hours, events, holidays, etc.

– Quality assurance – Ask how cleaning quality is measured, monitored, and ensured daily. Does supervisory staff inspect? Are checklists completed? How are deficiencies or issues addressed?

– Reporting – Find out how the cleaning crew will communicate with your team. Will they leave daily or weekly recaps of areas serviced, any issues, supplies needed, etc?

– Staff – Clarification on whether the same staff clean each visit or if personnel rotate. Request brief bios for each staff member that would service your office.

Get comfortable with every aspect of the cleaning program. The interview answers here demonstrate the company’s thoroughness, systems, and expertise.

Important Company Policies and Procedures to Discuss

A cleaning company’s policies and operational procedures also require discussion and alignment during interviews. Key areas to explore include:

– Security protocols – Validate specific steps cleaning crews must follow related to maintaining security, wearing ID badges, alarm codes, building access, and more. You need reassurance tight protocols are in place.

– Personnel conduct – Discuss expected code of conduct for cleaning staff in client offices. Things like professionalism, language, attire, communication etiquette, and respect for property and privacy.

– Staff supervision – For some businesses, having a supervisor onsite during cleaning services is essential. Discuss options for direct oversight and supervision of the cleaning crew while working. 

– Confidentiality – There should be clear non-disclosure and confidentiality agreements in place covering any sensitive documents or information cleaning staff may come across.

– Supplies – Review if cleaning supplies are provided by the cleaner or if you must supply. If the latter, discuss supply re-ordering processes.

– Billing – Confirm billing and payment terms. Look for detailed monthly invoices outlining services performed each date.  

Get all company protocols documented in a service agreement. Make sure to read the fine print and clarify any areas of question before signing. 

Vital Customer Service Topics to Cover

For a cleaning service to succeed, they must prioritize top-notch customer service. Discuss expectations, communication processes, and service recovery protocols. Key questions include:

– How do you prefer we contact you – email, phone, work order system?

– What are response time commitments if we have an urgent need or issue?

– How can my team provide cleaning feedback or make change requests?

– How are complaints handled if we are dissatisfied with quality or service?  

– Will you provide an account manager for ongoing communication and consultation?

– Do you conduct customer satisfaction surveys or reviews? If so, how often?

Positive responses focusing on open communication, quick issue resolution, and delivering exemplary service are ideal here.  

Necessary Equipment and Supply Questions

Understanding a cleaning company’s equipment and supplies helps determine service quality. Explore:

– Will your team bring all necessary equipment and supplies for the job?

– Do you utilize industrial vacuums, steam cleaners, and other commercial-grade equipment?

– What types of microfiber cloths, mops, gloves, buckets, and other tools do you use?

– What brands of cleaning products and paper supplies do you provide? Are they green certified?  

– How do you ensure adequate supplies are on hand for each cleaning?

– Is restocking consumable supplies like soap, paper towels, and toilet paper included?

Quality equipment paired with green products indicates a higher caliber of service.

Critical Safety and Security Issues to Address

Office cleaners access sensitive areas, so safety and security questions are imperative. Be sure to ask:

– What insurance policies do you carry? Do you have general liability and workers compensation at a minimum?

– Do you conduct criminal background checks on all cleaning staff prior to hire?

– How often are background checks re-run? 

– Do cleaners receive health and safety training? Does it cover areas like chemical handling, equipment use, and ergonomics?  

– Do your staff participate in ongoing safety training sessions?

– Do you have a safety manager we can contact with any concerns?

– How do you ensure your staff’s security credentials stay up to date?

– How does your staff identify themselves while working?  Do you provide branded attire and ID badges?

Requiring documentation around safety protocols and insurance gives peace of mind.

Conclusion

Conducting comprehensive interviews is time well invested when hiring office cleaning services. Follow this framework of essential questions to gather key details, evaluate abilities, and ensure a meticulous vetting process. By digging into a cleaner’s policies, procedures, customer service, safety record, and expertise upfront, you can make a confident hiring decision that meets your business needs and sets up a successful ongoing cleaning partnership. Do your due diligence, and you’ll avoid major headaches down the road.