Start with occupancy, not just floor area

Two offices of the same size can need very different cleaning. Consider the number of people on site, visitors, hybrid working patterns, shared food preparation and the condition of entrances on wet days.

Walk through the premises and list each type of area. Record access hours, alarm arrangements, storage for products, waste collection points and any rooms that should not be entered. This helps a cleaning team quote and plan accurately.

Tasks to consider on each scheduled visit

Agree the frequency for each area. A busy washroom may need attention between cleaning visits, while a rarely used meeting room may not need the same routine as reception.

  • Empty agreed waste and recycling containers, replacing liners where needed.
  • Clean accessible desk and meeting-table surfaces, respecting clear-desk rules.
  • Attend to shared kitchens: worktops, sinks, splashbacks and agreed appliance surfaces.
  • Clean washroom fixtures, floors and frequently handled surfaces.
  • Vacuum or mop the agreed floors and deal with visible spills safely.
  • Check consumables such as soap, paper and bin liners if replenishment is included.

Give periodic tasks their own schedule

Put these tasks on an agreed calendar. A periodic clean should not quietly replace the everyday work that still needs doing that day.

  • Floor edges, skirting and accessible ledges.
  • Reachable interior glass and partitions.
  • Detailed kitchen cleaning, including agreed appliance interiors.
  • Carpet extraction or upholstery cleaning where specified.
  • Specialist hard-floor treatments and high-level work arranged separately.

Decide what staff handle and what cleaners handle

A clear-desk policy allows more surfaces to be cleaned without moving personal papers. Staff can also help by putting food away, reporting spills quickly and keeping access routes clear.

Agree rules for confidential waste, screens, keyboards, personal possessions and locked rooms. Cleaners should not have to guess whether a document is rubbish or whether equipment may be unplugged. Specialist areas may require a separate procedure and trained personnel.

Review the plan as the workplace changes

Choose a contact person who can report a missed task, an access issue or a change in office occupancy. Keep feedback specific: the room, the task and when it happened.

A useful specification names the area, task and frequency. Ask for those details in the quotation, along with materials, consumables, periodic work and the arrangements for holidays or changes in access. HCME can review these with you before a commercial contract is agreed.