5 Steps to Determine Your Cost of Clean 

Step # 1 – Conduct some research 

Walk around and look at how your building is used. As you are performing your research, consider areas that are used less frequently that could be cleaned with less frequently, and/or tasks that could be performed with less frequency (e.g. in many office spaces, trash can be collected and removed less frequently than daily). Likewise, consider spaces that might need a bit more care. This research will help you design a scope of work that meets your unique circumstances.

Step #2 – Develop a scope of work based on your research 

Having a detailed scope of work will help your cleaning team know (1) what tasks should be completed, and (2) the frequency of those tasks. Each type of space should be labeled and have an appropriate scope of work. The scope of work should detail the frequency of items (e.g. daily; three times per shift; weekly; monthly; M,W,F; quarterly).

Step #3 – Find someone you trust to estimate work hours 

Find a trusted, outsourced vendor to provide an estimate based on your scope of work – especially if you are using an in-house team. An outsourced vendor can provide an unbiased estimate of how long it should take to service your facility. Outsourced vendors are motivated to complete work with high quality (to keep business) and high efficiency (to increase profitability).

Step #4 – Consider your budget and adjust your scope of work as needed

There is no better way to describe this step than by using an example. Let’s assume that you have a budget of $100,000 for all janitorial duties. You should subtract 5% from that number to allow for project work (i.e. cleaning windows, restoring tile floors, carpet cleaning), leaving $95,000 for normal daily, weekly, and monthly services. If your building is cleaned five days per week, you have allocated roughly $365 per day to servicing your facility ($95,000 divided by 52 weeks, divided by 5 days per week = $365/day). If your hourly blended rate (all costs included) for cleaning is $17.00/hr., you can afford roughly 21.5 janitorial work hours per day. Compare this to the number in Step #3. If your work hours estimate from Step #3 is greater than 21.5 hours, or your blended rate is different, you need to alter the scope of work accordingly.

Step #5 – Share this information internally 

Finally, here is how you solve the problem with “clean”. Talk to managers and other leaders in your organization. Let them know that you have a limited budget and as such, that only “buys” a certain amount of cleaning hours per day. Let them know that you have considered production rates and how you have used that to develop your scope of work. When shared in this manner, you are helping your internal team to understand how you are making the best use of the cleaning dollars.