Start with a building map
List each usable area before discussing price: entrances, workstations, meeting rooms, restrooms, break rooms, stairs and storage. Identify floor materials, approximate areas and access restrictions. Two offices with the same square footage can require different workloads because of occupancy, restroom use and layout.
Give each task a frequency
Replace vague promises such as ‘clean as needed’ with an agreed task and schedule. Specify which bins are emptied each visit, which surfaces may be wiped and when periodic work happens. Note whether moving chairs, cleaning interior glass and replenishing dispensers are included. Keep clinical equipment and personal belongings outside routine tasks unless expressly approved.
Define exceptions and ownership
Record who supplies paper products, liners, chemicals and equipment. Agree on access, alarms, keys and the person authorized to approve extra work. Give spills, damaged fixtures and restricted rooms a reporting path. A written exception is more useful than asking a cleaner to guess what the customer intended.
Use the scope at the walkthrough
Bring the checklist to a joint walkthrough and revise it against actual conditions. In a Columbus office with a busy entrance, for example, entry care may need a different schedule from a lightly used conference room. Compare proposals against the same scope, then use that document during service reviews.
Your quick checklist
- Room inventory and floor types
- Task and frequency for every area
- Supplies, access and exclusions
- Approval process for extra work
This guide offers practical planning ideas. Agree on the actual scope, access and responsibilities with your facility and service provider.