5 things to include in an office cleaning schedule

COVID-19 has changed the cleaning industry.  Priorities have shifted to a greater emphasis on hygiene and safety, giving staff the confidence when returning to the office.  As we slowly emerge from the pandemic, office cleaning is front of mind.  Having accurate and updated cleaning schedules in place provides clarity and reassurance to all parties.  This blog looks at the 5 things to include in an office cleaning schedule.

Cleaning specification to office cleaning schedule

The cleaning specification is a detailed description of all actions for completion.  A good tender quotation process always includes a specification and incorporates it into the resulting contractual agreement.

A schedule is drawn up from the specification to break it down into tasks.  It’s purpose is to clarify both to the client and the cleaning teams exactly the areas for cleaning, how often and by whom.  This will ensure that the office is maintained to the correct standards of cleanliness and hygiene at all times, that no areas are missed and that staff understand which tasks they are responsible for.

Generic templates can be found online, but commercial office cleaning companies will develop customised schedules that define and deliver the right schedules for each workplace.

Here are the 5 things to include in an office cleaning schedule.

  1. Understand the cleaning zones

Split the office space into clearly defined zones, as each has a different cleaning requirement.  For example:-

  • Office / breakout areas
  • Washrooms and changing facilities
  • Kitchen areas
  • Entrance & Reception
  • Meeting & conference rooms
  • Corridors & stairs
  • Lifts and hallways
  • External areas eg patios and roof terraces

  1. List the tasks

List the cleaning tasks for inclusion within each zone or area.  For example:-

  • Clean and sanitise desks
  • Remove smears and finger-marks from glass and windows
  • Spot clean storage lockers and pedestals
  • Empty waste bins and replace bin liners
  • Vacuum carpet
  • Mop hard floor
  • Remove cobwebs from walls and corners
  • Clean and sanitise toilet pan and seat
  • Clean and refill soap, paper towels, toilet paper and sanitiser dispensers
  1. Set the frequency

Every office is different, and even offices operating within the same industry may require very different cleaning schedules depending on their circumstances.  The task for each area should be given a cleaning frequency, typically these are:-

  • Daily – eg clean and sanitise washrooms and cleaning coffee machines
  • Weekly – eg vacuum cloth upholstery on soft seating, booths and pods
  • Monthly – eg dusting high level areas
  • Quarterly – eg external window cleans
  • Periodic or ad hoc tasks – eg 6 monthly carpet deep cleans or annual kitchen deep clean
  1. Set the location or area

For absolute clarity, precise identification of the location or area is necessary.  For multi-storey buildings this could include which floor eg 2nd floor, or more generally a function area eg a call centre or warehouse space. 

  1. Allocate the responsibility

Finally, allocate tasks by cleaning operative.  This can include team cleaning where each member has specific roles which work together and save time, for example a washroom specialist means they use only the cloths and chemicals required in this one area.

Where applicable this should also include any supervisory roles.


TemcoUK can help develop clear and detailed cleaning specifications and schedules

With many businesses changing to hybrid working and an increased interest in cleaning and hygiene, it’s essential that cleaning teams can deliver.  Their actions must instil confidence that the workplace is COVID secure and hygienically clean.

Compliance is at the heart of Temco’s business and our smart scheduling tools offer accuracy, clarity and full transparency.

Every contract has an agreed cleaning specification, detailing the desired output standard and the frequency for each activity.  We regularly review and update this in conjunction with our clients to reflect COVID requirements as they evolve.

From this, we create individual route plans for each staff member.  We use our bespoke scheduling planning tool which captures all job tasks.  This allows us to quickly create account specific staff plans, which are accurate and can be easily implemented.

We share plans with clients to ensure there is complete transparency of the cleaning operation. This can of course be amended at any time if circumstances change.

If you would like to see our scheduling tools, please don’t hesitate to get in touch on 01895 520370 or email hello@temco-services.co.uk