As a building owner or property manager, it’s in your best interest to do your own janitorial cleaning audits in your facility. But it can be challenging to be objective about the process because most cleaning audits are subjective. This means that one person may find the dusting satisfactory while another may not. But it is in your best interest to assess whether your janitorial service provider is meeting or exceeding the specifications in the maintenance agreement, and to make sure you and the janitorial management are on the same page with the expected results.
Start by clarifying exactly what needs to be achieved through this audit. Here you’ll find several guidelines and best practices for janitorial cleaning audits.
The goal of regularly scheduled janitorial cleaning audits is to set the cleaners up for improved long-term results. It also allows the cleaning contractor to identify which cleaners and areas of the facility need improvement. But avoid being too predictable with scheduling audits. For example, if the janitorial management always audits on the last Friday of every month, or the property manager audits on the first Monday of the quarter, it will alert the cleaners to go the extra mile in anticipation of the audit.
By documenting the criteria for the audits in your facility, you’ll be able to train all auditors so they understand what results need to be achieved. For example, assessing each area of the building with a pass or fail is simply too broad, and leaves it open for interpretation. Instead, give the criteria a clear description. For example, “The entrance should be free of dust, cobwebs, and soil. Door glass should be free of fingerprints. Mats should be vacuumed and free of soil.” Then, your auditor can give a pass or fail based on this detail. When you give a clear description of what is expected, it allows both the auditor and the cleaner to do their jobs better.
When giving feedback to your cleaners, consider subjective and objective conclusions. Subjective feedback would be, “It looks like you didn’t do any vacuuming in the office cubicle area.” Whereas, objective feedback would be, “The vacuuming was good except for one area; several trash cans had trash under and around them, which indicates you didn’t lift them up to vacuum underneath.”
Another consideration in being objective with your cleaning audits is to always do the audits as soon as possible after the cleaning has been done. The longer you wait after the cleaning has been completed, the more subjective the results will be.
There is a tendency for some auditors to over complicate the rating system by using 1 – 5 or 1 – 10 ratings, which end up being too subjective. What is the difference between a 4 rating and a 5 rating?
A simple Pass or Fail, using the criteria mentioned above is one effective way to audit, along with a Notes section.
Another effective way to audit is to list 3 options:
100% rating isn’t a realistic goal, so you must decide upon what is an acceptable overall rating. In addition, you can score different areas in relation to their risk and/or importance. For example, a restroom will have more importance placed upon it than a conference room that is used infrequently, but the levels of measurement for cleanliness will remain the same.
Scores can also be weighted by task. For example, soil on entry mats will have a higher weight than dust build-up on high ledges.
There are many tools available to assist you in carrying out the audit:
Carrying out the audit within your facility doesn’t need to be a time-consuming process, particularly if scheduled in advance and with the help of your janitorial service provider.
Here at Cleaning Services Group Inc., we’d be happy to discuss how we meet these needs and stay within your budget by using our audits.