Explain the working week
Note core hours, hybrid days, visitor peaks and preferred cleaning windows. Include building constraints such as parking, lifts, alarms, keys and loading access.
Identify the priority zones
Walk through workstations, meeting rooms, kitchens, amenities, entrances, storage and floor types. Point out secure rooms, excluded areas and places where the current routine is not working.
Discuss surfaces and periodical work
Carpet, resilient flooring, stone, upholstery and glass can need different methods. Existing maintenance information is helpful where available.
Use the visit to compare proposals
Ask for the routine and periodical schedules, the price for each part and any excluded work. Check who supplies cleaning equipment and consumables, who supervises the service, and how performance or concerns will be reviewed.
Share a budget if you have one so priorities can be discussed openly. The proposal should show what that budget covers, rather than leaving the task list to be inferred from an hourly rate.
Know what should be documented
The resulting scope should make tasks, areas, frequency, timing, exclusions and responsibilities understandable. It should not depend on unstated assumptions.
- Site and access details
- Routine task schedule
- Periodical task plan
- Consumables or waste responsibilities
- How changes and observations will be handled