A Guide to Choosing the Best Office Cleaning Company for Your Building

Maintaining a clean and professional office environment is essential for enhancing employee productivity, making a positive impression on clients, and promoting overall workplace health. For building owners and facility managers in Upstate New York, selecting the right office cleaning company requires careful consideration of multiple factors. This comprehensive guide will help you navigate the decision-making process and choose the best office cleaning company for your property.

Compare Companies by Experience and Reputation

Look for companies with a proven track record in commercial cleaning. Request references from similar-sized buildings or facilities in your industry. Check the company’s reviews on Google and Yelp, and their Better Business Bureau ratings.

A company’s longevity in the market often indicates reliability and customer satisfaction.

Ensure They Have the Requisite Insurance and Bonding

Verify that the cleaning company carries comprehensive general liability insurance and workers’ compensation coverage. Request certificates of insurance and confirm they’re current. Bonding protects you against theft or property damage, providing financial recourse in the event of an incident during scheduled cleaning.

Confirm Their Cleaning Protocols and Quality Assurance Process

Ask about their standard operating procedures, cleaning checklists, and quality control measures. OSHA (Occupational Safety and Health Administration) holds commercial cleaning companies and building owners to strict standards. The commercial office cleaning company you select should not only have teams that recognize the standards but also consistently meet them.

Reputable companies use detailed cleaning specifications and conduct regular inspections. Inquire about their supervisory structure and how they handle quality complaints.

Discuss Staff Training and the Company’s Background Checks

Explore the company’s hiring practices, including background checks and drug screening. Ask the firm about training programs for new employees and ongoing professional development. Well-trained staff are more efficient and less likely to damage property or overlook cleaning tasks.

Ask About Their Green Cleaning Commitment

Many building owners now prioritize environmentally responsible cleaning. Ask whether the company offers green cleaning products certified by organizations like Green Seal or the EPA’s Safer Choice program. Eco-friendly practices can improve indoor air quality and align with corporate sustainability goals.

Review Service Flexibility and Customization

Your building’s cleaning needs will depend on its size, occupancy, industry, and traffic patterns. Choose a company willing to customize their service plan rather than forcing you into rigid packages. Discuss scheduling options, including after-hours cleaning, weekend services, or specialized event cleaning.

Discuss Their Communication and Responsiveness

Evaluate how the company communicates during the sales process. Are they responsive to calls and emails? Do they listen to your concerns and ask relevant questions? Strong communication during the evaluation phase typically continues throughout the business relationship.

Confirm the Technology and Reporting Structures Their Team Utilizes

Modern cleaning companies use technology for scheduling, quality tracking, and client communication. Ask about their systems for reporting completed work, handling special requests, and tracking supply inventory. The company may also offer online portals or apps for easy communication between your team and their cleaning crew.

Note Their Pricing Structure and Contract Terms

Analyze exactly which services are included in the quoted price. Request detailed proposals that itemize costs. Their contracts should also state what’s not included in the price, for example, specialized services such as equipment cleaning.

Be wary of cleaning companies with prices significantly lower than competitors, as this may indicate corner-cutting or hidden fees.

Review contract terms carefully, including cancellation policies and price adjustment clauses.

Verify their Emergency Response Capabilities

Unexpected situations arise within minutes in commercial office buildings. Water damage, toilet overflows, and weather-related cleaning issues occur with little warning.

Confirm the company can provide emergency or specialized cleaning services when needed, even outside regular schedules. Ask for their emergency contact details and ensure that you can reach that person at your convenience.

Types of Office Cleaning Services for New York Buildings

Professional cleaning companies in Upstate New York typically offer comprehensive service packages tailored to the region’s diverse commercial properties, from historic downtown office buildings to modern corporate campuses. By analyzing the following types of office cleaning services, you can confirm your building’s needs and ensure your chosen office cleaning provider matches your requirements.

Routine Office Cleaning

Routine office cleaning includes emptying trash and recycling bins, dusting surfaces, vacuuming carpets, mopping hard floors, cleaning and sanitizing restrooms, and restocking paper products and soap dispensers.

Kitchen and Break Room Sanitation

Professional kitchen cleaning includes countertops, sinks, appliances (exterior), microwaves, refrigerators, tables, and chairs. This service is particularly important for maintaining hygiene in shared spaces.

High-Touch Surface Disinfection

Comprehensive sanitization of door handles, light switches, elevator buttons, handrails, and shared equipment helps reduce potential disease transmission. Your office cleaning company should have a dedicated approach to high-touch surface disinfection, which will become critical during cold and flu season.

Carpet and Upholstery Cleaning

Deep cleaning with hot water extraction or other professional methods removes embedded dirt, stains, and allergens. Ask your chosen company about how they can help extend the carpet’s life and improve indoor air quality.

Hard Floor Care

Hard flooring within office warehouses and industrial settings includes stripping, waxing, and buffing of VCT and linoleum floors. Many leading office cleaning companies now have specialized equipment and dedicated teams for cleaning and sealing tile, grout, hardwood, and stone surfaces that are common in Upstate New York’s historic buildings.

Window Cleaning

Interior and exterior window cleaning, including high-reach windows requiring specialized equipment. Regular window maintenance becomes essential for buildings during harsh Upstate New York winters.

Post-Construction Cleanup

Detailed cleaning following renovations or construction projects, including dust removal, debris cleanup, and surface restoration.

Medical Office Cleaning

Enhanced sanitization protocols meeting healthcare industry standards for medical and dental offices.

Deep Cleaning

Comprehensive top-to-bottom cleaning includes areas not addressed in daily service, such as baseboards, light fixtures, vents, and behind furniture. Office buildings might require deep cleaning services on a seasonal basis or after in-house events.

Common Questions Building Owners Ask About Choosing Office Cleaning Firms

How Often Should My Office Be Cleaned?

The appropriate cleaning frequency depends on several factors, including building size, number of occupants, type of business, foot traffic, and budget. Most offices benefit from daily cleaning in high-traffic areas such as lobbies, restrooms, and kitchens. Individual offices may only require cleaning two to three times weekly. Medical facilities typically require daily comprehensive cleaning, while low-occupancy professional offices might do well with three-times-weekly service.

Can office cleaning companies provide services that meet New York State Department of Health requirements for medical and dental offices?

Professional cleaning companies serving medical facilities follow enhanced protocols that align with New York State Department of Health regulations and CDC guidelines for healthcare settings. This includes using EPA-registered hospital-grade disinfectants, following specific contact time requirements for disinfection, cleaning, and sanitizing examination rooms between patients when needed, and properly handling regulated medical waste containers.

Medical office cleaning requires specialized knowledge, and reputable companies maintain documentation of their cleaning protocols for inspection purposes.

What’s Included in Standard Office Cleaning?

Standard services typically include trash removal, vacuuming or sweeping floors, mopping hard surfaces, dusting horizontal surfaces, restroom cleaning and sanitization, kitchen area cleaning, and high-touch surface disinfection. Services such as carpet cleaning, window washing, and floor stripping/waxing are usually additional specialized services scheduled periodically.

How Do I Know If the Cleaners Are Doing a Good Job?

Reputable companies provide detailed cleaning checklists and welcome feedback. Consider the following monitoring approaches: conduct regular walk-throughs on cleaning days, get employee feedback about cleanliness, review the company’s quality assurance reports, and schedule periodic meetings with the cleaning supervisor. Most professional companies are receptive to constructive feedback and will address concerns promptly.

Should I Sign a Long-Term Contract?

Contract length varies by company. Some offer month-to-month agreements, while others prefer annual contracts. Longer contracts often come with better pricing but less flexibility. Consider starting with a shorter trial period (30-90 days) to evaluate service quality before committing to a longer term. Ensure any contract includes clear cancellation terms and performance expectations.

How Can I Verify the Cleaning Company’s Reliability?

Request and contact references from current clients, especially those with similar properties. Check online reviews and ratings on multiple platforms. Verify insurance coverage and licensing.

How Do Office Cleaning Companies Handle Security Concerns?

Security is a legitimate concern when providing building access to cleaning staff. Professional companies should conduct background checks on all employees and provide insight into their backgrounds. Discuss key and alarm code management procedures. Many buildings use sign-in/sign-out logs or electronic access systems to track cleaning staff.

How Are Cleaning Costs Typically Structured?

Most companies charge based on square footage, cleaning frequency, and scope of services. Some use hourly rates, particularly for smaller offices. Expect to pay more for services such as daily cleaning, specialized services like medical-grade disinfection, and extensive hard flooring that requires regular maintenance.

Book detailed written quotes from multiple cleaning companies to compare pricing structures.

Finalizing Your Choice of Office Cleaning Company

After gathering information from multiple cleaning companies, use these steps to make your final selection:

1. Compare proposals directly, looking beyond just price to evaluate services, contract terms, and company reputation.
2. Schedule site visits with your top two or three candidates. Their questions and observations during the walkthrough reveal their expertise and attention to detail.
3. Trust your instincts on the company’s professionalism and communication. You’ll be working with this firm and their cleaning team regularly, so compatibility is crucial.
4. Begin the service with a trial period, if possible, which allows you to evaluate the service quality before committing to the company.
5. Establish clear expectations, including communication preferences, performance standards, and problem-solving processes.

Schedule Your Office Building Walkthrough with Cleantec

Your choice of office cleaning company impacts your building’s appearance, your employees’ health, and your bottom line.

At Cleantec, we have over 50 years of experience providing office cleaning services throughout Upstate New York. Our reputation is the result of consistently delivering reliable, high-quality cleaning services tailored to each client’s specific requirements.

Our office cleaning services include the following elements:

• Comprehensive commercial cleaning services for buildings of all sizes
• Flexible scheduling to minimize disruption to your operations
• Trained, background-checked, and insured cleaning professionals
• Green cleaning options using environmentally responsible products
• State-of-the-art equipment and proven cleaning protocols
• Responsive customer service and quality assurance programs

Don’t leave your building’s cleanliness to chance. Contact Cleantec today to schedule a complimentary building walkthrough and receive a proposal customized to your property’s needs.Call us at 1 (855) 782-2938 or request your free consultation online. Let us show you why Upstate New York businesses have trusted Cleantec as an office cleaning leader for over 50 years.