Getting the most value from your office cleaning preparation starts before the cleaners arrive. Proper preparation ensures thorough cleaning, protects sensitive items, and maximises the efficiency of every service visit. This guide helps Canadian businesses prepare effectively for professional cleaning services.

Table of Contents

Why Preparation Matters

Professional cleaners work most efficiently when spaces are prepared for cleaning. Without proper preparation:

  • Cleaners spend time moving items instead of cleaning surfaces
  • Areas under clutter remain dirty
  • Sensitive documents or equipment may be at risk
  • You pay for time that doesn’t result in actual cleaning
  • Quality suffers because surfaces are inaccessible

A few minutes of preparation by staff can add 20-30% more productive cleaning time to each service visit.

8-Point Office Cleaning Preparation Checklist

1. Clear Desk Surfaces

Cleaners need access to desk surfaces to dust, wipe, and disinfect effectively.

  • Remove or consolidate loose papers into drawers or organisers
  • Store personal items (photos, plants, decorations) in designated spots
  • Clear space around keyboards and monitors for cleaning access
  • Empty desk organisers of accumulated clutter

Pro tip: Establish a “cleaning night” policy where all employees clear desks before leaving on cleaning days.

2. Secure Confidential Documents

Protect sensitive business information during cleaning:

  • Lock confidential files in cabinets or drawers
  • Remove documents from printers and copy machines
  • Clear whiteboards of sensitive information
  • Store client files in secure locations
  • Log out of computers displaying confidential data

3. Empty Personal Trash Bins

While cleaners will empty bins, reducing waste volume speeds the process:

  • Dispose of food waste immediately rather than leaving overnight
  • Separate recyclables properly
  • Remove any personal items mistakenly placed in trash
  • Replace any damaged or cracked bin liners

4. Prepare the Kitchen and Breakroom

Kitchen areas require special attention:

  • Wash personal dishes or place in dishwasher
  • Clear countertops of personal food items
  • Dispose of expired food from refrigerator
  • Empty coffee grounds and rinse coffee maker
  • Wipe obvious spills before they dry and harden

5. Organise Common Areas

Shared spaces need preparation too:

  • Straighten furniture in meeting rooms and lounges
  • Return borrowed chairs to their proper locations
  • Stack magazines and reading materials neatly
  • Remove personal items from shared tables
  • Clear conference tables of leftover materials

6. Identify Problem Areas

Communicate specific cleaning needs to your service provider:

  • Flag stains that need special attention
  • Note areas with recent spills
  • Identify high-traffic zones needing extra care
  • Report any maintenance issues discovered (leaks, damage)
  • Communicate any upcoming events requiring special preparation

7. Ensure Access and Security

Cleaners need proper access to do their job:

  • Provide keys, access cards, or alarm codes as needed
  • Ensure cleaning supply closets are accessible
  • Unlock any rooms that require cleaning
  • Brief security staff about cleaning schedules
  • Establish check-in/check-out procedures

8. Protect Sensitive Equipment

Some items require special handling:

  • Cover or unplug sensitive electronics before deep cleaning
  • Move delicate items to protected locations
  • Note any equipment that should not be touched
  • Provide specific instructions for technology areas
  • Protect valuable artwork or displays

Communicating with Employees

Initial Communication

When first engaging professional cleaning services:

  • Announce the cleaning schedule and what employees should expect
  • Explain any policy changes (clear-desk requirements, etc.)
  • Provide rationale—emphasise health benefits and productivity improvements
  • Clarify what employees should and shouldn’t do
  • Establish feedback channels for reporting issues

Ongoing Reminders

  • Send calendar reminders before cleaning days
  • Post visible signage about preparation requirements
  • Include preparation reminders in team communications
  • Recognise teams that consistently prepare well

Sample Employee Communication

“Reminder: Professional cleaning is scheduled for tonight. Please clear your desk surfaces, secure confidential documents, and dispose of any food waste before leaving. This helps our cleaners provide thorough service and maintains our healthy workplace environment. Thank you!”

Protecting Sensitive Items

Documents and Data

  • Implement clean-desk policies requiring documents to be secured daily
  • Provide locking file cabinets for each department
  • Use shredding services for documents awaiting disposal
  • Ensure computers lock automatically after brief inactivity

Electronics and Equipment

  • Create “do not touch” labels for sensitive equipment
  • Provide specific cleaning instructions for technology
  • Cover sensitive equipment during deep cleaning services
  • Establish designated storage for portable electronics overnight

Personal Valuables

  • Encourage employees to take valuables home
  • Provide locking drawers or personal storage
  • Create inventory procedures for high-value items
  • Review insurance coverage for workplace valuables

Preparing for the First Cleaning Visit

The initial visit requires extra preparation:

Before the First Visit

  • Walk through the space with your cleaning provider
  • Identify all areas to be cleaned and any exclusions
  • Provide floor plans or area maps if available
  • Discuss specific concerns or priority areas
  • Establish quality standards and expectations
  • Confirm products to be used (eco-friendly, scent-free, etc.)
  • Set up communication protocols for issues

Documentation to Prepare

  • Emergency contact information
  • Security and access procedures
  • Locations of cleaning supply storage
  • Any areas requiring special handling
  • Preferred products or restrictions (allergies, sensitivities)

Ongoing Preparation Best Practices

Weekly Routine

  • Send cleaning-day reminders to all staff
  • Conduct brief walkthrough to identify special needs
  • Communicate any schedule changes promptly
  • Review feedback from previous cleaning visits

Monthly Practices

  • Review cleaning quality and address any issues
  • Update access information if staff changes occur
  • Communicate upcoming events requiring special cleaning
  • Schedule deep cleaning services as needed

Quarterly Reviews

  • Meet with cleaning provider to review service quality
  • Adjust cleaning schedules based on seasonal needs
  • Update preparation procedures based on lessons learned
  • Review and update employee communication materials

Frequently Asked Questions

What should employees do before cleaners arrive?

Employees should clear desk surfaces of loose items, secure confidential documents in drawers or cabinets, dispose of food waste, and ensure personal valuables are stored safely. This takes 2-5 minutes but significantly improves cleaning quality.

Do I need to provide cleaning supplies?

Most professional cleaning services provide all supplies and equipment. Clarify this when signing your contract. If you prefer specific eco-friendly or scent-free products, discuss this with your provider—most can accommodate preferences.

How do I protect confidential information during cleaning?

Lock confidential documents in cabinets, clear whiteboards of sensitive information, log out of computers, and remove documents from printers. Professional cleaning companies train staff on confidentiality, but your security procedures should minimise risk.

Should employees be present during cleaning?

After-hours cleaning is most efficient when employees are not present. If daytime cleaning is necessary, establish protocols for cleaners to work around occupied areas. Ensure employees know not to interfere with cleaning work.

How do I communicate special cleaning needs?

Establish a clear communication channel with your provider—email, app, or designated contact. Report issues promptly, ideally before the next cleaning visit. Document recurring needs so they become part of the regular service.

What if cleaners damage something?

Professional cleaning companies carry liability insurance. Report any damage immediately with photos if possible. Review your contract’s damage procedures. Protecting fragile or valuable items proactively prevents most issues.

Conclusion

Effective office cleaning preparation maximises the value of your professional cleaning investment. The eight-point checklist in this guide ensures cleaners can work efficiently, surfaces are accessible, and sensitive items are protected.

A few minutes of preparation by each employee translates to significantly better cleaning results. By establishing clear policies, communicating expectations, and maintaining consistent preparation practices, your office will achieve the cleanliness standards that support employee health and productivity.

Ready to get the most from professional cleaning services? GoodCleaner’s commercial cleaning team works with Canadian businesses to develop effective cleaning partnerships. Contact us today to discuss your needs!