Building Manager’s Checklist When Choosing a Cleaning Company

1. Local Ownership & Direct Access to Decision-Makers

One of the most overlooked factors is who you are actually dealing with. Large franchise or multi-layered companies can create distance between the building and the people making decisions — slowing communication and diluting accountability.

What to look for:

• A locally owned and operated company
• Direct access to senior management or the business owner
• A contractor who understands local building standards and expectations
• Faster response times due to local presence

When you’re close to top-level management, issues get resolved faster, communication is clearer, and your building won’t get lost in a national portfolio.

2. Comprehensive In-House Service Offering

Managing multiple contractors creates complexity, risk, and extra administration. A capable cleaning partner should be able to maintain the entire building presentation — not just the basics.

Additional services that add real value:

• Machine floor scrubbing and polishing
• Car park cleaning and degreasing
• Pressure washing of external areas
• Carpet steam or encapsulation cleaning
• High dusting and periodic detailing

A provider with broad in-house capability reduces the need for external trades, ensures consistent standards, and simplifies contractor management.

3. Reliability That Reduces Complaints

Consistency is what tenants notice most. Missed cleans, overflowing bins, or neglected amenities quickly turn into complaints that land on a building manager’s desk.

Key reliability indicators:

• Clear cleaning schedules and task lists
• Attendance tracking and accountability systems
• Backup staff available for sick leave or emergencies
• Supervisory inspections to maintain standards

Reliable cleaners aren’t just workers — they’re part of the building’s daily operational rhythm.

4. Proactive Management (Not Just Reactive Cleaning)

A good cleaning company does more than follow a checklist. They act as extra eyes on your building.

Signs of proactive service:

• Reporting maintenance issues (leaks, damage, hazards)
• Identifying presentation concerns before tenants complain
• Suggesting periodic works to protect surfaces and assets
• Regular communication and performance check-ins

Proactive contractors help prevent problems rather than simply responding to them.

5. Prompt Communication & Fast Response Times

Building management moves quickly, and your contractors must keep up. Slow communication creates frustration — prompt response builds trust.

Your cleaning partner should provide:

• A direct contact for urgent matters
• Quick turnaround on requests and additional works
• Clear reporting after incidents or special tasks
• Regular communication to keep you informed

6. Systems & Accountability Behind the Scenes

Professional cleaning today is driven by systems, not guesswork. These systems ensure standards stay consistent — even when staff change.

Look for contractors who use:

• Digital scheduling and attendance tracking
• Site-specific scopes and checklists
• Quality inspections and performance reviews
• Documented procedures for safety and chemical use

Final Thoughts

The right cleaning company does more than clean floors — they help you maintain a building that feels safe, professional, and well-managed.

By choosing a locally owned provider, ensuring they offer a comprehensive in-house service range, and confirming they operate with reliable, proactive, and responsive management, you significantly reduce operational headaches and elevate your building’s presentation.

A strong cleaning partnership isn’t an expense — it’s an investment in your asset, your tenants’ experience, and your peace of mind.