What to do When Your Cleaning Vendor Suddenly Quits

July 19, 2023

When potential clients reach out to us, they often express dissatisfaction with their current cleaning company. After attentively listening to our explanation of why we would make an excellent custodial partner, most prospective customers have two immediate questions: “How much will this cost?” and “When can you get started?” In this article, we will focus on addressing the second question.

“MY CURRENT CLEANING VENDOR QUIT! NOW WHAT?”

One common scenario that highlights the urgency of getting started with a new cleaning company is when the current vendor unexpectedly quits. Let’s take a look at a typical conversation between a Facility Manager and a cleaning company representative:

Facility Manager: “Look, Jerry, we’re still not getting the results we need. We’ve decided to make a change. I know our service agreement requires a 30-day termination notice, and I’m informing you today that we’ll be contracting with a new janitorial company.”

Jerry: “Okay, I’ll inform my team. I just wish we had more notice.”

A week later, Jerry leaves a voicemail for the Facility Manager:

Jerry: “Yeah, after I told my team they wouldn’t have jobs in 30 days, they left one by one, faster than I expected. Oh, and I cleared out my stuff over the weekend. If you ever need anything, give me a call. Hope we can do business again in the future!”

Upon hearing Jerry’s voicemail, the Facility Manager urgently contacts the newly contracted janitorial company:

Facility Manager: “Listen, ABC Janitorial just informed me that they won’t be coming back, and our plant manager just came to my office to tell me that there’s no toilet paper in the main restroom… I need you here now!”

Now, let’s discuss some truths about starting a new custodial team:

CUSTODIAL STARTUP TRUTHS:

Truth #1 – It Takes Time to Assemble the Right Team

Contrary to common misconceptions, a janitorial company isn’t akin to a staffing agency with a large pool of readily available employees. We must carefully consider the appropriate mix of male and female team members, as well as part-time and full-time staff, for each customer’s specific needs and then begin the recruiting process.

Truth #2 – Janitorial Work Requires a Well-Planned Approach

Although janitorial work may not be complex, it does demand a well-thought-out plan to ensure effective and efficient cleaning. A robust work plan includes specific cleaning sequences for each team member, comprehensive checklists, and other essential elements that contribute to consistent results.

Truth #3 – Proper Training for All Team Members is Crucial

One challenge in janitorial work is that many people believe they know how to clean, but in reality, they often lack proper knowledge and skills. Therefore, it is essential to provide comprehensive training to each team member on equipment usage, appropriate chemical applications for different surfaces, effective cleaning techniques such as sweeping, mopping, and dusting, as well as safety protocols.

SO, WHEN CAN THE NEW CLEANING COMPANY GET STARTED?

Typically, it takes a minimum of three weeks but most likely around four weeks before the new custodial team can commence their services. This duration allows for finding the right people, providing them with adequate training, and establishing a solid work plan.

But what about the immediate concerns during the transition period, such as the lack of toilet paper in the main restroom? Here are some steps you can take to prepare:

1. Ask your existing cleaning company to honor their commitment and provide service until the end of their agreement, which usually involves a 30-day notice. Remind them of their obligation and the importance of maintaining standards until the handover.

2. Inquire with your newly selected cleaning company if they have a “floater” team member who can offer minimal coverage in case your current cleaning company fails to fulfill their obligations during the transition phase.

3. If you work with a staffing agency, reach out to them to see if they can provide temporary coverage for essential tasks such as emptying trash, cleaning restrooms and break areas, and ensuring there is an adequate supply of toilet paper in the main restroom.

By taking these proactive measures, you can address immediate concerns while ensuring a smooth transition to your new cleaning company.