Top 5 Commercial Cleaning Problems and How To Fix Them

When businesses consider hiring commercial cleaning services, they often encounter a set of common challenges. From communication breakdowns to inconsistent cleaning quality, these issues can make or break the success of the partnership.

This article dives into the five most common commercial cleaning problems, why they occur, and, most importantly, how to solve them effectively.

Problem #1: Poor Communication

"Communication Barriers"

The Issue:
Effective communication is crucial in any business relationship, but in the cleaning industry, it can often fall short. Many businesses report difficulties communicating with their cleaning operatives due to language barriers or lack of clear processes. Without proper communication, misunderstandings arise, expectations go unmet, and frustration builds.

The Solution:

• Choose a Tech-Savvy Provider: Look for a cleaning company that uses technology like task-tracking apps or image-based checklists. These tools bridge communication gaps and ensure tasks are clearly outlined and completed.
• Bilingual Training: Partner with a company that trains staff in effective, client-focused communication.
• Streamlined Processes: Opt for providers that implement clear protocols, making it easy to report and resolve issues quickly.

Clear communication channels build trust and ensure both the client and cleaning operatives stay on the same page.

Problem #2: Poor Cleaning Quality

"Overlooking Details"

The Issue:
Inconsistent cleaning standards often stem from a lack of adherence to agreed cleaning specifications. If a detailed cleaning plan isn’t followed - or worse, isn’t reviewed regularly - quality can slip, leading to missed tasks and dissatisfaction.

The Solution:

• Digital Task Management: Choose a provider that uses real-time digital systems to keep cleaning specifications accessible for staff during every shift.
• Routine Quality Audits: Ensure your cleaning service conducts regular on-site inspections to verify that cleaning standards are upheld.
• Training and Refreshers: A professional cleaning company should provide ongoing training and toolbox talks to maintain high standards and accountability.

By implementing these measures, you can ensure that cleaning quality remains consistent, even with staff changes.

Problem #3: Cleaners Not Showing Up to Site

"Reliability Issues"

The Issue:
Nothing is more frustrating than arriving at work to find it hasn’t been cleaned. Whether it’s due to scheduling errors or unreliable staff, missed shifts leave businesses scrambling to maintain cleanliness and questioning the reliability of their cleaning provider.

The Solution:

• GPS and Attendance Tracking: Work with a company that uses geo-fencing technology to monitor site attendance in real time, ensuring that cleaners show up as scheduled.
• Proactive Monitoring: Ensure the provider has a dedicated team to monitor attendance and organise replacements promptly if someone doesn’t arrive.
• Reliable Team Culture: Look for a cleaning company with strong employee engagement and a positive workplace culture, as motivated staff are more likely to show up and perform consistently.

A dependable cleaning provider will take ownership of scheduling and provide you with peace of mind.

Problem #4: Cleaners not finishing their tasks

"Rushing through your site"

The Issue:
One of the biggest concerns for clients is that they are getting value for money with their cleaning services.

If you're paying for a service and the cleaner is missing things constantly, it could be because they are rushing. Having said that, most cleaning contracts are performance based (e.g. you agree on a cleaning specification of tasks and frequencies, at an agreed fee).

The cleaning company you chose provides those services for that fee.  If your previous cleaning team took 3 hours to do the cleaning, and now your new team takes 2 hours to do the same job, remember this: some people just work faster than others, and that's ok.

Because the measurement here is this: is your site clean, and are you happy with how it presents?

If the answer is a resounding yes, then you've found a reliable cleaning partner.

If, however, things are being missed and the quality is suffering, then that's a sign that a conversation needs to happen.  Efficiency shouldn't come at the cost of thoroughness. After all, a clean and inviting space is the goal.

The Solution:

If there are areas for improvement here's what needs to happen:

• Regular Performance Reviews: As a commercial cleaning client, your company will be allocated a Customer Service Manager to handle your account, and this person should be regularly visiting your site in person to do a cleaning quality audit.  This is where they check on the cleaning, make sure the specification is being met. If there's a problem with the quality, it's their job to detect, record and organise to have it rectified.
• Technology Integration: Site management technology can assist to ensure the cleaning specification is being adhered too.
• Training and Re-Training: Your commercial cleaning service provider should have a professional training program in place that they can show you through, along with examples of on-site tool box talks that they carry out to continually educate your cleaning operatives.

If you are experiencing the same issues over and over again, you may need to investigate further with your colleagues.

Are people in the office after the cleaners have left or before you arrive in the morning? This can often be the reason why there's a plate in the sink or a hand towel in the wastepaper bin.

Problem #5: Cleaner Keeps Making Mistakes

"Mistakes Happen, but they Shouldn't Repeat"

The Issue:
Even the best cleaning teams can make mistakes - but when the same errors occur repeatedly, it signals a deeper issue. Whether it’s forgotten tasks, equipment mishaps, or miscommunications, repeated mistakes can erode trust and satisfaction.

The Solution:

• Transparency Is Key: Partner with a cleaning company that owns up to mistakes and prioritises fixing them promptly.
• Continuous Feedback Loops: Ensure your provider has a process for collecting and acting on client feedback to improve services.
• Training and Documentation: Choose a provider that documents recurring issues and implements retraining to address root causes.

Accountability and commitment to improvement are what separate professional cleaning companies from the rest.

Final Thoughts: Choosing the Right Cleaning Partner

According to IBISWorld, there are over 36,000 commercial cleaning companies in Australia. With so many options, finding the right one can feel overwhelming. By focusing on providers who address these common problems with clear solutions - like technology integration, regular audits, and strong communication - you’ll set yourself up for a successful partnership.

Key Takeaways:

1. Communication is the backbone of effective cleaning services.
2. Quality assurance measures ensure consistent results.
3. Reliability and transparency are non-negotiable.

Ready to solve your cleaning challenges? Partner with a professional cleaning company that understands your needs and delivers solutions that work - because your business deserves nothing less than spotless service!