You know that awful feeling when a client walks into your building, and the first thing they see is a dirty reception desk or smudged glass doors? Yes, we've all been there. As a building manager, your reputation depends on every surface, every corner, and every first impression. But here's the thing: most managers are losing money and trust by not doing simple cleaning tasks that could make their buildings look better.
I've worked with hundreds of property managers in Los Angeles County, and I've seen for myself what makes some buildings do well and others have a lot of complaints and expensive repairs. What makes them different? It's not about paying more for cleaning services. It's about putting into action smart, tried-and-true methods that work.
Why It's More Important Than Ever to Follow Commercial Cleaning Standards
The way commercial office cleaning has changed a lot, especially since 2020. Your guests now expect the same level of cleanliness as a hospital, and they should. Recent industry data shows that the global cleaning services market will be worth more than $415 billion by 2024 and will grow by almost 7% every year until 2030. That growth isn't a coincidence. It shows that we are changing the way we think about cleanliness at work.
But here's what most managers don't know: cleaning well isn't just about how things look. According to research from Applied and Environmental Microbiology, cleaning public places every day cuts down on harmful germs that can make you sick. Your staff takes fewer sick days, your productivity goes up, and you don't have to deal with expensive health-related liability issues when your facility is clean.
According to the CDC, sick and injured workers cost employers about $225.8 billion a year. Some of it comes from problems that could have been avoided, like slip-and-fall accidents, bad air quality, and the spread of germs. Your cleaning plan has a direct effect on your bottom line.
Let's talk about the seven most important commercial cleaning tips that will keep your building clean, your customers happy, and your maintenance costs low.
Best Practice 1: Make a Detailed List of What You Need to do and Stick to it
I understand. You have to deal with a lot of different problems every day. But if you don't have a written, detailed cleaning scope of work, you're at a disadvantage.
Your scope of work should clearly spell out the specific tasks, how often they need to be done, and what the standards are. Don't think that your cleaning crew knows what you want. Separate it by area and how often it happens:
Some things you might do every day are:
- Cleaning all of the surfaces that people touch a lot, like door handles, light switches, elevator buttons, and reception desks.
- Taking out the trash and putting in new liners
- Cleaning and stocking bathrooms
- Cleaning up places with a lot of foot traffic
- Cleaning glass doors and windows by hand
Tasks that need to be done every week could be:
- Cleaning the bathrooms thoroughly, including the grout and fixtures
- Cleaning the tops of things like vents, light fixtures, and ceilings
- Cleaning all carpeted areas, even under desks, with a vacuum cleaner
- Using the right solutions to mop all hard floors
Deep cleaning once a month:
- Shampooing and removing carpet stains
- Cleaning the windows (inside and out)
- Dusting off ceiling fans, HVAC vents, and tall fixtures that are high up
- Cleaning the break rooms and kitchens very well
Get your cleaning service to sign off on it. Then, and this is very important, do random checks to make sure it's happening. Experts in the field say that digital checklists or apps that make people responsible and show proof of work done are the best way to go.
A building manager in Pasadena told me that they cut down on complaints by 60% just by doing monthly inspections and making a detailed plan for the work. That's what clarity can do.
Best Practice 2: Pay Special Attention to Cleaning High-touch Surfaces
This stat should get your attention: Studies show that the average office desk has about 400 times more germs than a toilet seat. Crazy, right?
High-touch surfaces in your building are like highways for germs. We're talking about:
- Push plates and door handles
- Buttons for elevators and handrails
- Counters and desks at the reception
- Switches for lights
- Equipment that everyone uses, like coffee makers and copiers
- Faucets and dispensers for the bathroom
- Railings for stairs
- Tables for conference rooms
You need to clean these surfaces more than once a day, not just at night. This is when day porter services come in handy. Having someone on-site during business hours to keep high-touch areas clean can greatly lower the spread of illness.
A lot of managers don't know that spraying and wiping right away doesn't work. Most disinfectants don't work until they've been on the surface for a few minutes.
Color-coding your cleaning rags is another way to keep things from getting mixed up. Use blue for general surfaces, red for bathrooms, and yellow for areas that get a lot of use. It looks easy, but it makes a big difference in keeping standards of cleanliness.
Best Practice 3: Use the Right Chemicals and Equipment and Keep Them Organized
Most of the time, when you walk into a janitor's closet, it's a mess: bottles are lying around, tools are stored in random places, and no one knows what chemicals do what. Not only is this a mess, but it's also dangerous and wasteful.
Good equipment management means using:
- HEPA-filter vacuums that really catch allergens instead of just moving them around.
- Keeping equipment in good working order by doing regular maintenance
- Keeping cleaning chemicals safe and properly labeled
- Teaching employees the right amounts of water to mix with chemicals (this saves money and keeps surfaces from getting damaged)
- Using microfiber cloths instead of regular cleaning rags because they work better and last longer
OSHA has rules about how to store and use cleaning chemicals safely. Make sure your team knows how to read Safety Data Sheets and what safety gear to use. It's not enough to just follow the rules; you also need to keep your staff and your building safe.
Cleaning technology has come a long way since then. Vacuums that make little noise let you clean during the day without interrupting your normal routine. Backpack vacuums help cleaners work faster and reach more areas, which makes them more efficient. Using the right mop bucket design can help you save water and keep spills from happening.
Best Practice 4: Teach Your Team and Keep Teaching Them
You're throwing away money if your cleaning crew doesn't know how to use the best tools and products.
Training that covers everything should include:
- How to clean different types of surfaces the right way
- Safety with chemicals and how to mix them
- How to use and take care of the equipment
- Stopping cross-contamination
- Managing your time and workflow
- Service to customers and talking to them
But here's what most managers don't know: training someone once isn't enough. People forget. Techniques get better. New tools and products are made available. You need to keep getting training.
The International Sanitary Supply Association gives CIMS (Cleaning Industry Management Standard) certification to companies that show they are committed to ongoing training and improving quality. When you look at cleaning services, ask about their training programs and certifications.
Best Practice 5: Set Up a System for Checking Quality
Believe, but check. That's what you should say to yourself when you're cleaning for a business.
A good quality control system has:
- Regularly scheduled inspections with thorough checklists
- Random checks at different times
- Surveys of customer satisfaction
- Keeping track of performance metrics like how long it takes to solve complaints and cleanliness ratings
- Digital records with pictures or reports that show when they were made
This is easier than ever thanks to technology. A lot of facility managers now use apps that let them check things on their phones, take pictures of problems, and send the cleaning team feedback right away. This method leaves a paper trail and lets you respond to problems more quickly.
Make sure there is a clear way to move up. What happens if something isn't up to par? Who gets the message? When will the correction be made? Having the steps written down stops those annoying times when problems last for weeks.
Best Practice 6: Make Green Cleaning and Sustainability a Top Priority
It's not just about being cool. Green cleaning methods not only make your building healthier, but they also have less of an effect on the environment and can even save you money.
What does modern green cleaning mean?
- Using products that have the EPA Safer Choice or Green Seal seal
- Using less water and energy in everyday life
- Picking cleaning products that break down naturally and are safe to use
- Cutting down on trash by using the right recycling programs
- Using microfiber technology that needs fewer chemicals
Here's the business case: green cleaning products have come a long way. They now work just as well as or better than traditional harsh chemicals, but without the health risks. People with asthma, allergies, or chemical sensitivities will really appreciate it, as will your visitors and staff.
Sustainability clauses are now common in many commercial leases. If you care about the environment, using green cleaning methods can help you get and keep good customers. In places like West Hollywood and Los Angeles, where businesses care about being eco-friendly, it has become a competitive edge.
Best Practice 7: Plan Your Time Wisely and Be Open to Change
The time you clean is almost as important as the way you do it.
Most of the time, commercial cleaning happens after hours, either in the evening or early morning. But is that really the best way to go about it for your building? Think about these things:
Benefits of cleaning during the day:
- Cleaning work is easier to see
- Better communication with people who live in the building
- Natural light saves energy.
- Easier to keep an eye on things and make sure they are good
- More appealing to skilled cleaners
Benefits of cleaning after hours:
- Fewer problems with running the business
- Easier to get to all the rooms and move furniture
- Can use equipment that makes more noise without any problems
- Works well in places where people are sensitive, like doctors' offices.
A lot of buildings now use a mix of methods: basic cleaning and high-touch sanitizing during the day and deep cleaning at night. You get the best of both worlds with this.
Also, be ready to change your schedule based on how the building is used. If you own more than one property, you know that a creative agency that works flexible hours needs a different cleaning schedule than a law firm that works from 9 to 5.
Changes in the seasons are also important. You might want to disinfect more often during flu season. In the summer, you might need to pay more attention to your floors because more people are walking on them due to outdoor activities. Because of California's weather, you have to deal with dust and pollen that other places don't.
Moving to Better Ways to Clean
So, you now believe that these practices are important. What now? This is what you need to do:
Month 1: Evaluation
- Look over your current cleaning scope of work, or make one if you don't have one.
- Do a full inspection of the facility
- Ask customers about their concerns and how happy they are.
- Check your current cleaning service against these best practices.
Month 2: Putting it into action
- Talk to your cleaning service about ways to make things better.
- Create systems for quality control and schedules for inspections
- Start training programs for your staff
- Set up rules for how to talk to each other
Month 3: Watching
- Use your new checklist to check things regularly.
- Get feedback from customers
- Keep an eye on metrics like complaints, response times, and satisfaction scores.
- Change things based on what you find out.
This doesn't have to be too much. Begin with one or two practices and add more as you go. Even small changes will make a big difference.
Picking the Right Cleaning Partner
Here are some things to think about when you're looking at commercial cleaning services:
- CIMS certification or other credentials from the industry
- Full insurance coverage
- Written, thorough cleaning plans
- References from properties that are similar
- Staff training programs that are easy to understand
- Digital reporting and quality control systems
- Prices that are clear and don't have any hidden fees
- The ability to change services as needs change
Don't always choose the lowest bid. In the cleaning business, you usually get what you pay for. A service that follows these best practices and costs a little more will save you money in the long run by giving you better results and fewer problems.
Ask specific questions: How many employees do you lose each year? How do you teach new employees? What will happen if we don't like the work? How quickly do you answer questions? What tools and supplies do you use?
Having a reliable cleaning partner who knows these best practices makes a big difference for property managers all over Los Angeles County, from Burbank to Pasadena to Santa Monica.
The Bottom Line
Taking care of a business property is already a lot of work. Cleaning shouldn't add to your stress. As we have said, a strategic approach to cleaning services is not a choice; it is necessary. These best practices will protect your property, make your tenants happier, and protect your long-term investment. They include making a detailed scope of work, prioritizing high-touch areas, managing equipment properly, training staff, controlling quality, using eco-friendly methods, and making smart schedules.
The good news is? You don't have to do everything at once. Even making one or two changes can make a big difference, like cleaner spaces, lower maintenance costs, and tenants who feel safe and cared for. Over time, these little changes will make the place healthier and more professional, and you'll be proud of it.
This is where MNZ Janitorial Services stands out. We don't think that "quick clean" fixes or services that work for everyone are good ideas. We offer a full, personalized cleaning service that will help your tenants stay healthy, boost their productivity, and make it easier for you to manage your property.
Are you ready to make your facility cleaner?
Today, work with MNZ Janitorial Services. Our skilled team can look at how you clean now, find any gaps, and create a custom cleaning plan that gets real, measurable results. Call MNZ Janitorial Services right away and feel the peace of mind that comes with having a clean, well-kept business space.
Transform your space into a clean and welcoming environment with MNZ. Contact us today to schedule a consultation and get a quote for our professional cleaning and maintenance services.
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