Changing janitorial contractors usually happens because of a problem, and the changeover itself can create new ones if it's rushed. A good contractor will arrive with a transition plan. Here's roughly what one should cover, and what to watch in the first month.
Before the start date
- Give the outgoing contractor proper notice, following your contract's terms, and agree a clear last night of service.
- Recover every key, card and code. Collect them against a list, then change alarm codes and deactivate access cards. If keys can't all be accounted for, consider rekeying sensitive areas.
- Walk the building with the new contractor and note existing conditions — worn carpet, damaged floors, stained ceiling tiles — so there's no dispute later about what they inherited.
- Sort out supplies and equipment: who owns what's on site, and what leaves with the outgoing contractor.
- Collect current certificates of insurance and workers' compensation, and bond details, before the first night rather than after.
The first week
Expect the new crew to be slower while they learn the building. A supervisor should be on site for the first few nights, working from the scope of work, and you should know exactly who to call the next morning if something was missed. Tell tenants or staff that the change is happening and how to report issues while it settles.
Weeks two to four
- Hold a walkthrough inspection with the account manager after the first week, and again near the end of the month
- Keep complaints in one place so patterns show up — the same restroom, the same night, the same task
- Check that periodic work like floor care and high dusting has been scheduled, not just the nightly routine
- Confirm the crew assigned to you is stable, rather than a different set of people every night
Signs the transition is going well
Issues get fixed by the next night and don't come back. You hear from the account manager before you have to chase them. The crew is consistent, and the supervisor knows the building well. Early problems are normal; unanswered ones aren't.
Signs to act on early
Missed tasks that repeat after being reported, no supervisor visits, frequent crew changes, or difficulty getting a response. Raise them in writing within the first month, while everyone still remembers what was agreed — it's far easier to reset expectations now than after six months of drift.