Listen to “Do You Struggle To Get A Meeting With Your Contractor?” on Spreaker.  ​Effective communication between facility managers and their cleaning contractors is essential for maintaining a clean and safe environment. However, many managers face challenges in securing timely meetings and addressing concerns directly with their contractors. In a recent episode of The Cleaning Indy Podcast, hosts Tom and Sarah Moore delve into this prevalent issue, shedding light on its causes and offering practical solutions.​ The Communication Gap: A Common Frustration Facility managers often find themselves in situations where their attempts to discuss service quality, address specific cleaning issues, or provide feedback are met with delays or unresponsiveness from cleaning contractors. This communication gap can lead to unresolved problems, dissatisfaction, and potential disruptions in facility operations.​ Root Causes of Communication Barriers Several factors contribute to the difficulty in establishing effective communication with cleaning contractors: Use of Subcontractors: Some cleaning companies outsource their services to subcontractors without informing their clients. This practice can create layers of management, making it challenging for facility managers to identify and communicate with the actual personnel responsible for cleaning their premises.​ Independent Contractor Model: Companies that classify their workers as independent contractors (1099 model) rather than employees (W-2) may have less control over their workforce. This classification can result in a lack of accountability and commitment, leading to inconsistent communication and service quality.​ High Turnover Rates: The cleaning industry often experiences high employee turnover, which can disrupt established communication channels. Frequent changes in personnel make it difficult for facility managers to build rapport and maintain consistent communication.​ Real-World Implications The consequences of poor communication between facility managers and cleaning contractors are significant:​ Decline in Service Quality: Unaddressed issues can accumulate, leading to a noticeable drop in cleanliness and hygiene standards.​ Increased Costs: Inefficiencies and repeated issues may require additional resources to rectify, resulting in higher operational costs.​ Safety and Compliance Risks: Failure to address cleaning concerns promptly can lead to non-compliance with health and safety regulations, posing risks to occupants and potential legal liabilities.​ Strategies for Improvement To bridge the communication gap and ensure a productive relationship with cleaning contractors, facility managers can adopt the following strategies: Select Transparent Contractors: Choose cleaning companies that are open about their staffing models and do not rely heavily on subcontracting. Ensure they employ W-2 workers, which often correlates with better training, accountability, and communication.​ Establish Clear Communication Channels: From the outset, define the preferred methods and frequency of communication. Regular meetings, detailed reporting, and designated points of contact can facilitate smoother interactions.​ Set Performance Metrics: Implement clear performance indicators and service level agreements (SLAs) to set expectations. Regularly review these metrics with the contractor to ensure alignment and address any deviations promptly.​ Foster a Collaborative Relationship: Encourage a partnership approach where both parties work together to achieve common goals. Recognize and address challenges collaboratively, fostering mutual respect and understanding.​ Effective communication with cleaning contractors is vital for maintaining facility standards and ensuring occupant satisfaction. By understanding the underlying causes of communication barriers and implementing proactive strategies, facility managers can cultivate strong, transparent, and responsive relationships with their cleaning service providers.​ For a deeper exploration of this topic, listen to the full discussion in the latest episode of The Cleaning Indy Podcast: https://youtu.be/uKGuM_WRlr0

Listen to “Help! My Cleaners Quality Dropped After Initial 90 Days” on Spreaker. Why Cleaning Quality Drops After 90 Days & How to Prevent It In the latest episode of the Cleaning Indy Podcast, hosts Tom and Sarah Moore from American Facility Care tackle a prevalent issue in the janitorial industry: the noticeable decline in cleaning service quality after the initial 90 days. This phenomenon, often referred to as the end of the “honeymoon phase,” can lead to dissatisfaction among clients and challenges for service providers. Understanding the causes and implementing preventive measures are crucial for maintaining consistent cleanliness standards.​ The Initial Cleaning “Honeymoon Phase” At the onset of a new cleaning contract, companies frequently conduct a comprehensive deep clean, leaving facilities immaculate. This sets high expectations and showcases the company’s capabilities. However, without a structured maintenance plan, the effects of this initial deep clean diminish over time, resulting in a gradual decline in cleanliness.​ Common Signs of Declining Quality Clients may observe several indicators of reduced cleaning standards, including:​ Missed Trash Cans: Overflowing or unattended waste bins.​ Dust Accumulation: Visible dust on surfaces, equipment, or fixtures.​ Unvacuumed Floors: Debris or dirt left on carpets and flooring.​ Unstocked Restrooms: Insufficient supplies like soap, paper towels, or toilet paper.​ Understanding the Root Causes Several factors contribute to the decline in cleaning quality after the initial period: Lack of Ongoing Training: Without continuous training, staff may not stay updated on best practices, leading to inconsistent cleaning methods.​ Inconsistent Inspections and Supervision: Irregular oversight can result in overlooked tasks and declining standards.​ Weak Communication Channels: Poor communication between clients and cleaning staff can cause unresolved issues to persist.​ Increased Foot Traffic: Higher usage of facilities can lead to quicker wear and tear, necessitating more frequent cleaning.​ Preventive Measures to Maintain Quality To ensure sustained cleaning excellence, consider the following strategies: Ask the Right Questions During the Bidding Process: Complaint Resolution: Inquire about the company’s procedures for addressing complaints.​ Supervision Structure: Understand the number of supervisors and managers dedicated to quality control.​ Performance Tracking Systems: Determine if they utilize software, work orders, or inspections to monitor performance.​ Enhance Communication and Relationship Building: Regular Check-ins: Schedule frequent meetings with the cleaning team to address concerns promptly.​ Specific Feedback: Provide detailed feedback rather than general comments to facilitate targeted improvements.​ Foster Strong Relationships: A robust partnership with the contractor often leads to better service outcomes.​ Assess and Adapt to Changing Cleaning Needs: Monitor Facility Usage: Evaluate if increased foot traffic requires adjustments in cleaning frequency or methods.​ Adjust Schedules Accordingly: Determine if current cleaning schedules suffice or if additional shifts are necessary.​ Set Clear Expectations and Hold Contractors Accountable: Define Scope of Work: Ensure all essential tasks are clearly outlined in the contract.​ Implement Review Processes: Establish structured review mechanisms to consistently track performance.​ Real-World Insight Tom and Sarah highlight a case where a company switched cleaning providers due to poor complaint handling. The previous contractor’s approach involved reprimanding employees rather than addressing the root causes of issues. This underscores the importance of hiring a team with effective systems for managing concerns professionally.​ Maintaining high-quality cleaning services beyond the initial 90 days requires proactive measures, including thorough vetting during the selection process, fostering open communication, adapting to changing needs, and setting clear expectations. By implementing these strategies, businesses can ensure a consistently clean environment, leading to enhanced satisfaction for both clients and employees. https://youtu.be/Gbv71_f8yhE