Overview

How do janitorial services fit into the larger picture of managing a facility? Cleaning tasks are a key part of keeping buildings safe for everyone who uses them. In this blog post from Innovative Cleaning Solutions, we explore how janitorial teams and facility managers work together to create clean, functional spaces that support daily operations.

Highlights

Introduction

What happens when cleaning crews and facility managers coordinate their efforts? Every building needs regular upkeep, but it takes clear communication and shared goals to keep things running smoothly.

At Innovative Cleaning Solutions, we understand the value of aligning cleaning services with overall facility management. In this blog post, we break down how these roles support each other and why it matters.

What Is Facility Management?

If you’re managing a facility or working closely with someone who does, you know it involves much more than keeping the lights on.

Facility management coordinates everything that keeps a building running smoothly: the systems, the people, and the services. It ensures that the workplace is safe, functional, and efficient and supports the organization’s goals.

This includes everything from maintaining HVAC systems to managing energy use, planning space, and making sure the bathrooms are clean and stocked.

Why Are Janitorial Services Important in Facility Management?

Janitorial services play a vital role in the overall health of a facility. Cleaners help maintain air quality, reduce safety risks, meet health regulations, and extend the life of the building’s finishes and fixtures. When cleaning services are part of the overall facility management plan, they support the building’s functionality in meaningful ways.

In short, when facility management and janitorial services are in sync, everyone benefits—from the people using the space to the organization as a whole.

Janitorial services lay the foundation for the smooth operation of the entire facility. These teams are essential in maintaining health standards, supporting day-to-day activities, preserving the building’s appearance, and even avoiding costly penalties. Facilities that focus solely on the cosmetic side of cleaning may miss the deeper value that janitorial professionals provide.

Janitorial services:

  • Boost health and productivity: A clean environment is key to reducing the spread of disease and allergens, which can have a direct impact on employee health and productivity. By minimizing these health risks, janitorial services help lower absenteeism and keep your team operating at its best.
  • Prevent bigger problems: Janitorial teams are often the first to notice issues that could escalate into bigger problems, such as leaks, strange odors, or visible damage. Their consistent presence and familiarity with the facility make them an invaluable early warning system. They’re well-placed to spot small issues before they become costly repairs.
  • Ensure functional spaces: Regular upkeep of high-traffic areas like meeting rooms, restrooms, hallways, and lobbies is essential to keep these spaces operational. Janitorial services ensure these areas remain in top condition and meet expectations for both clients and staff.
  • Ensure a positive experience: A well-maintained building also boosts the mood and satisfaction of anyone using the space—whether they’re employees, visitors, or clients. The cleanliness of the environment plays a big role in how people feel and how effectively they can focus on their work or activities.

How Do Janitorial and Facility Management Overlap?

Janitorial teams and facility managers work closely together to ensure everything runs smoothly.

Here’s an overview of how these two operations overlap.

Keeping up With Changes in Building Usage

It’s important for janitorial staff to stay informed about any changes in building usage. For example, upcoming tenant events, office parties, late-night shifts, or special programs can all impact cleaning schedules and needs. Keeping janitorial teams in the loop ensures they’re prepared to meet those changing demands.

Reporting Hazards and Adjusting to New Layouts

If a floor plan changes to accommodate a new tenant or if a new temporary setup is needed, janitorial routines may need adjustment. Janitorial staff are often the first to notice issues, such as a leaking HVAC system, that could affect building operations.

Providing Frontline Support in Emergencies

In emergency situations like a burst pipe or fire alarm, janitorial teams provide critical support, as they perform vital cleanup tasks. Their role in these situations is invaluable and ensures that operations continue as smoothly as possible.

Supporting Sustainability Goals

As sustainability becomes more of a focus, janitorial teams play a crucial role in helping facility managers reduce environmental impact. Many cleaning teams use green-certified products, minimize waste, conserve water, and implement recycling initiatives.

Extending the Life of Facility Assets

Routine cleaning helps extend the life of valuable building assets. Regular cleaning of floors, furniture, fixtures, and HVAC systems prevents the buildup of dust and grime, ultimately saving money by reducing the need for costly repairs and replacements. What might seem like a simple nightly task can add up to significant savings in the long run.

Which Facilities Benefit Most From Seamless Collaboration?

While all facilities benefit from coordinated janitorial and facility management efforts, some industries particularly rely on a tight collaboration between the two.

This includes:

  • Healthcare: Strict hygiene and biohazard standards are essential. Janitorial teams must follow infection control protocols and work closely with facility management to maintain high safety and hygiene.
  • Education: High foot traffic makes cleanliness a constant priority. Janitorial staff must be prepared for daily cleanups and emergencies, while facility management schedules cleaning around classes and activities to minimize disruption.
  • Commercial offices: Clean restrooms, lobbies, and shared spaces are expected. Janitorial teams help maintain a polished environment, contributing to tenant retention and attraction.
  • Industrial/manufacturing: Safety is a top concern. Janitorial staff must manage dust and spills while following safety protocols, working with facility management to meet cleanliness and regulatory standards.
  • Retail: Cleanliness impacts customer experience. Janitorial teams help maintain floors, shelves, and fitting rooms, supporting the brand’s image and boosting customer satisfaction.

Why Is Communication Crucial?

Communication is essential to making the janitorial and facility management partnership work smoothly. When both sides operate in isolation, errors and inefficiencies are bound to occur. Poor communication may lead to duplicated efforts, missed cleaning cycles, or neglected maintenance issues.

That’s why it’s important for janitorial supervisors and facility managers to meet regularly. These meetings can focus on upcoming events, feedback from building occupants, unexpected maintenance needs, or seasonal deep-cleaning plans. Open communication ensures agility when responding to emergencies or adapting to changes.

Technology also plays a role. Many facilities now use centralized facility management software where cleaning checklists, maintenance requests, and inspection reports are digitally logged. Both janitorial and facility management teams can use these platforms to coordinate duties, track performance, and share updates in real-time. These tools reduce paperwork and improve accountability.

How Do You Prepare Your Facility for Janitors?

A clean building is the result of deliberate planning and coordination. Preparing a facility for janitorial services means ensuring that the environment allows cleaning teams to work efficiently and safely.

When you’re ready to contact a cleaning company, consider the following.

Define the Cleaning Zones

Start by defining cleaning zones. Not all spaces require the same level or frequency of attention. A conference room used weekly doesn’t need the same routine as a restroom used hourly. By classifying spaces by their use, cleaning can be scheduled appropriately.

Align Cleaning Schedules With Occupancy

Cleaning schedules must align with occupancy. Night cleaning may work for office buildings, while daytime cleaning might be necessary for hospitals or 24-hour call centers. The goal is to ensure that janitorial efforts are thorough but not disruptive.

Ensure Facility Access

Access is another practical consideration. Cleaning staff need access to secure areas without compromising building safety. Ensure that keycards or physical keys are managed carefully and responsibly.

What Should You Consider When Hiring a Cleaning Company With Facility Management in Mind?

When your facility’s manager begins the process of hiring a janitorial provider, it’s important to approach the relationship as a strategic partnership—not just a contract. That means aligning goals, values, and expectations.

Cleaning Agreements Matter

Service-level agreements (SLAs) should be clearly written and detailed. They should define what gets cleaned, how often, and to what standard. Beyond the checklist, SLAs should also address communication protocols, emergency response procedures, and quality control measures.

Walkthroughs Are Essential

A thorough walkthrough of the facility is vital. This allows janitorial vendors to identify unique challenges, such as high ceilings, delicate flooring, or difficult-to-access areas. It also helps facility managers gauge the vendor’s preparedness and problem-solving ability.

Only Hire the Best

Insurance and training matter too. Cleaning staff should be vetted, bonded, and trained in areas like safety compliance, hazardous waste handling, and data security (especially in corporate or healthcare settings).

Contact Professional Cleaners Today

In any facility, janitorial services are a vital component of overall management, contributing to the health, functionality, and sustainability of the building. Facility managers who treat janitorial professionals as part of the larger team are more likely to see their buildings operate smoothly and their occupants remain satisfied.

When it’s time to bring a cleaning company onto your team, we hope you think of Innovative Cleaning Solutions. You can reach us at (410) 879-4251 whenever you’re in need.