An effective cleaning plan is a critical element of your preventative maintenance strategy. Here we explain how to create an effective cleaning plan for your condo corporation.

Include Cleaning in Your Maintenance Strategy

Proper cleaning processes help prolong the life of common area elements such as flooring, walls, furnishing, etc. As a result, your cleaning plan should be part of your preventive maintenance strategy and budget.

When your cleaning plan is included in your maintenance strategy it becomes part of your long-term preventative maintenance goals. This approach strengthens your cleaning plan, helping to ensure the following:

• Cleaning becomes a priority
• Formal service level agreements (SLA) are in place with a vetted cleaning company
• Improved cleaning costs are often realized with an SLA
• Cleaning maintenance schedules are developed
• Cleaning contributes to the fiscal and physical health of the property
• Access to emergency cleaning services is improved
• Resident satisfaction increases and complaints decrease
• You create a healthier environment for the well-being of the community

Assess Your Needs

A cleaning plan includes an itemized list of cleaning requirements. This ensures consistency in cleaning and provides a point of comparison when seeking a cleaning company.

A property management company can assess your property to ensure all cleaning requirements are addressed. The resulting list is the foundation of an effective cleaning plan.

Outline Cleaning Requirements in an SLA

A strong cleaning plan includes an SLA, ensuring all requirements are agreed to in writing to hold your cleaning company accountable.

Your SLA should include the following details:

• A cleaning schedule which can vary based on high traffic versus lower traffic areas
• Areas to be cleaned
• Special cleaning requirements such as marble floors, dusting unusual art installations or light fixtures, special amenities, etc.
• Acceptable conditions for termination of the agreement for either party
• A list of acceptable cleaning products based on cleaning best practices, i.e., only using green cleaning products, ensuring cleaning best practices are used, etc.
• Conditional requirements such as delivering an acceptable level of cleanliness and corrective measures if that level is not met
• Scheduling for specialty cleaning such as annual brass fixture polishing or bi-annual carpet steam cleaning
• A clear set of rules on expected conduct to respect condo corporation policies regarding harassment and unacceptable behaviour

Carefully Vet Cleaning Companies

Your cleaning plan should outline a vetting process for cleaning companies. This not only helps find the best cleaning partner, but also ensures the procurement process is fair and free of conflicts of interest.

Examples of the points of comparison when selecting a cleaning company should include:

• Proven history in condo or apartment complex cleaning with references
• Ability to meet your needs with a list of comprehensive services
• Option to request customized services
• On call emergency cleaning team
• Quality assurance process such as spot inspections
• Suitable scheduling availability
• Licensed and insured company
• Secure, strict hiring process to ensure each member of the cleaning crew is experienced and bonded
• Formal training process conducted at your site
• Competitive pricing options
• Formal communication process to ensure quick response times

Monitor Performance

An effective cleaning plan includes benchmarks to monitor the performance and effectiveness of your cleaning processes. Once a company is engaged, it’s critical to monitor performance to ensure they continue to meet the requirements of your SLA.

A strong cleaning plan helps increase the life of common area finishes and saves money on replacement costs. It also helps maintain property values and increase resident satisfaction.

The condo experts at CPO Management Inc, a property management company in Toronto and the GTA, can help develop a cost saving cleaning plan as part of an effective preventative maintenance strategy. Reach out to us today to learn more about our condo services.