Start with the spaces people share
List desks, meeting rooms, kitchens, washrooms, reception areas and floors. Record when each space is occupied and which tasks can happen during working hours. High-use areas may need different attention from occasional-use rooms.
Separate routine and periodic work
A routine scope might include waste removal, suitable surface cleaning, washrooms and floors. Periodic work can include interior glass, upholstery or deeper floor care. Agree frequency with the provider after a site assessment; there is no single schedule that suits every workplace.
Make responsibilities explicit
- Decide who supplies consumables and who checks stock.
- Document alarm, key and access procedures using a secure channel.
- Agree how confidential papers, computer equipment and restricted areas are handled.
- Ask for appropriate product information and safety procedures.
- Set a contact person and a process for changes, missed visits or concerns.
Use a simple review checklist
Record the agreed task, location, frequency and responsible party. Review the scope when occupancy or use changes. Cleaning should not be represented as a guarantee against illness; specialist sanitation requirements need qualified advice.
Request a comparable quote
Share the same written brief with prospective providers and ask them to identify exclusions, equipment needs, taxes and after-hours charges. Keep the final scope with your service agreement.
