How to Prep for Janitorial Services for Pristine Properties

Juggling busy Philadelphia properties means every cleaning appointment is a race against time and tenant expectations. Property managers know that a missed detail can turn sparkling reviews into complaints overnight. Preparing for janitorial services is more than just scheduling a date—it is about tailoring your approach to each building’s unique needs and making sure your cleaning team has the access, instructions, and support they need to succeed. This guide walks through each step for reliable, results-driven preparation.

Table of Contents

• Step 1: Assess Property Needs And Cleaning Scope
• Step 2: Remove Personal Items And Secured Belongings
• Step 3: Communicate Specific Instructions With Cleaners
• Step 4: Arrange Access And Safety Measures
• Step 5: Verify Pre-Cleaning Readiness

Quick Summary

Step 1: Assess Property Needs and Cleaning Scope

Before you pick up the phone to schedule janitorial services, you need to understand exactly what your properties require. This assessment phase determines everything from service frequency to staffing levels to cost, so getting it right saves you frustration and money down the road. Think of it as creating a detailed blueprint that janitorial teams will follow to deliver the results your tenants expect.

Start by walking through each property and documenting what you actually have. How many square feet are you working with? Is it a 20 unit residential building, a mixed use property, or scattered single family homes? Count your restrooms, break areas, hallways, and common spaces. Note high traffic zones like lobbies and entryways where dirt accumulates faster. Check your carpeting, tile, hardwood, and any specialty flooring that needs different cleaning approaches. Document the condition of walls, fixtures, and surfaces. You’re building an inventory here, not writing a novel. A property manager in Northeast Philadelphia told me she discovered she had twelve bathrooms she’d initially forgotten about during this walkthrough, which completely changed her service scope and costs.

Next, consider your tenant demographics and property type. A building housing young professionals has different needs than one with older residents or families with children. The presence of commercial space requiring janitorial attention changes your approach significantly. Pet friendly properties need different protocols than those without animals. Determining tailored cleaning frequency and staffing needs based on your specific facility characteristics ensures complete coverage without paying for unnecessary services. Identify problem areas too. Which units turn over most frequently? Where do tenants complain about cleanliness most? What areas show wear fastest? Your local janitorial team should know these realities before they bid.

Talk with your tenants and maintenance staff. They’ll give you the real story about what’s working and what isn’t. Ask about specific concerns, frequency preferences, and any areas they feel get neglected. If your current cleaner leaves when their contract ends, ask them directly what challenges they faced. Did they have enough time? Were there storage issues for supplies? Did certain areas require more frequent attention? This intel prevents you from repeating past mistakes and shows future service providers that you’re organized and realistic about expectations.

Finally, write down your actual expectations and budget constraints. Do you want weekly, biweekly, or monthly service? Are you looking for basic surface cleaning or deep cleaning? Do you need specialized services like post construction cleanup, window washing, or floor stripping? Be honest about budget. A Philadelphia property manager working with a tight budget learned that being upfront about constraints actually helped providers suggest practical solutions instead of quoting generic packages.

Pro tip: Document everything with photos and measurements, then share this assessment with three different janitorial service providers for accurate quotes and realistic scope conversations instead of vague back and forth discussions.

Here’s a summary of factors impacting janitorial cleaning scope:

Step 2: Remove Personal Items and Secured Belongings

Clear spaces before your janitorial team arrives, and you eliminate obstacles that slow them down and create liability concerns. When personal items clutter desks, tables, and floors, cleaning staff spend valuable time moving things around instead of actually cleaning. More importantly, you protect your tenants’ belongings and give janitorial staff the confidence to work thoroughly without worrying about damaging something valuable.

Start by notifying tenants at least one week in advance. Send a clear message explaining what needs to happen before cleaning day. Be specific about what “clear” means. Does it mean clearing desk surfaces completely, or just moving items to one side? Should they remove small appliances from kitchen counters? Are plants, pictures, and decorative items staying or going? Different tenants interpret instructions differently, so spelling it out prevents confusion and half measures. Let them know that janitorial staff cannot move personal items, and anything left out slows service delivery and increases costs. A property manager in Center City discovered that vague notices resulted in tenants leaving out countless items, which forced the cleaning crew to spend hours navigating around clutter instead of cleaning surfaces. After she started sending detailed checklists, the process became smooth.

Address security concerns by securing sensitive belongings before cleaning crews arrive. Jewelry, laptops, documents, medications, and cash should be locked in drawers or taken with tenants. This protects both the tenant and the cleaning staff. Make it clear this isn’t about distrust but about smart precautions. Janitorial teams appreciate this consideration because it eliminates questions about missing items and reduces liability for everyone involved. Ask tenants to store valuables, prescription medications, and financial documents securely. Recommend they also put away items with sentimental value that might be accidentally damaged. Some property managers create a simple form tenants can fill out listing what items are secured where, which takes the guesswork out of the process.

Clear horizontal surfaces completely. Desks, tables, countertops, and shelves should be bare or nearly bare so janitorial staff can wipe them thoroughly. If tenants want certain items left out, use a designated area or storage box they can place on the floor. Removing obstructions allows full access to surfaces and enables deeper cleaning. This is where you see real quality differences between rushed cleanings and thorough ones. When surfaces are clear, staff can disinfect, polish, and properly maintain them. When items cover every inch, cleaning becomes surface level only.

Have a conversation with communal spaces too. Common areas, hallways, lobbies, and shared bathrooms need to be cleared of personal items, decorations, or temporary storage. If you have bulletin boards, magazines, or items on shelves, decide what stays and what goes. Remove throw rugs, welcome mats, and floor plants temporarily so floors can be properly cleaned underneath. Ask your maintenance team to coordinate with tenants about any building specific items they typically move.

Create a checklist for unit turnover situations. When a tenant moves out, ensure all personal belongings are removed completely before cleaning begins. Confirm empty closets, cabinets, and storage spaces. Check under sinks and in pantries. This prevents janitorial teams from discovering forgotten items mid clean and keeps the process efficient.

Pro tip: Send a visual checklist with photos showing cleared spaces rather than just written instructions, which increases tenant compliance by about 70 percent and reduces back and forth communication.

Step 3: Communicate Specific Instructions with Cleaners

The difference between adequate cleaning and exceptional cleaning often comes down to clear communication. Your janitorial team cannot read minds, and assumptions lead to missed details, frustration, and properties that don’t meet your standards. When you invest time in spelling out exactly what you need, you get results that match your expectations and build a stronger working relationship with your service provider.

Create a detailed property briefing document before the first cleaning appointment. This isn’t a casual email or a quick phone call. Put together a written guide covering your building layout, priority areas, problem zones, and specific procedures. Communicating detailed cleaning procedures and special requests ensures janitorial staff understand exactly what you need. Start with a building overview. How many stories? Which areas get the most foot traffic? Where do spills happen most often? Mention seasonal challenges like mud tracking during winter or pollen in spring. Identify rooms by name or number rather than vague descriptions so staff never wastes time figuring out which bathroom you meant.

Highlight your priorities clearly. Do you want common areas cleaned before unit interiors? Should bathrooms get attention before kitchens? Is carpet vacuuming more important than baseboards this month? Be honest about your budget constraints too. If you cannot afford deep carpet cleaning every week, say so upfront. This helps the team allocate time where it matters most. A property manager in West Philadelphia discovered that her cleaners were spending hours on detailed crown molding work when she actually needed them focused on tenant accessible areas first. Once she laid out her priorities in writing, service quality improved dramatically.

Address problem areas specifically. Does one stairwell always look dirtier? Is there a corner where trash accumulates? Does a particular bathroom fixture stain easily? Tell your janitorial team exactly where challenges exist and what solutions you have tried. Ask for their input too. Professional cleaners have seen countless properties and may suggest approaches you never considered. This creates a collaborative relationship rather than a dictatorial one, and your staff performs better when they feel heard.

Provide clear expectations about schedules and materials to avoid confusion on service day. Specify your preferred arrival time, expected duration, and whether staff should clean occupied or vacant units first. Tell them which cleaning products to use if you have green cleaning preferences or products that work better with your building systems. Mention any areas that are off limits or that require special care. If you have expensive fixtures, delicate surfaces, or equipment that needs protection, spell that out. Let them know about keys, alarm codes, or parking arrangements so they are not wasting time figuring out logistics.

Set up a communication system that works for both parties. Do you want a text update when they arrive and leave? Should they photograph problem areas for documentation? How do you prefer they report issues like burned out lightbulbs or maintenance concerns? Some property managers use a simple checklist that cleaning staff initial to confirm completion of each task. Others prefer a brief follow up call. Choose what feels manageable for your schedule but ensures accountability.

Schedule an in person walkthrough with your cleaning team before the first appointment if possible. Show them exactly where everything is and point out your concerns. Answer questions in real time rather than through messages later. This face to face time builds trust and eliminates confusion. If your properties are scattered across Philadelphia neighborhoods, at least do a detailed phone or video walkthrough explaining your expectations.

Document everything and keep copies. Send your instructions via email so you have a record of what you communicated. Update your briefing document as priorities change or you discover new issues. When contract renewal time comes around, you have clear documentation of what you asked for and whether you received it. This protects you and gives new cleaners a roadmap if you ever change providers.

Pro tip: Create a shared digital folder with photos, floor plans, and priority lists that your cleaning team can reference anytime rather than relying on memory or old conversations, which reduces miscommunication by 80 percent.

Step 4: Arrange Access and Safety Measures

Your janitorial team cannot clean what they cannot access, and they cannot work safely without proper information and protocols in place. Arranging access and establishing safety measures protects both your staff and your property while ensuring cleaning happens smoothly without delays or security breaches. This step transforms potential chaos into organized, predictable service delivery.

Start by determining how your cleaning team will enter your properties. Do you have a master key they can use, or do you need to unlock doors? Will they use a keypad entry with a code you provide? Do you have fob access cards available? Make a decision well before the first appointment and communicate it clearly. If you manage scattered properties across Philadelphia, you may need different access methods for each location. Write down exactly which doors they need to access and which areas are completely off limits. Some property managers use temporary codes that expire after the service date for added security. Others provide a key that staff must return immediately after work. Choose what feels secure for your situation but remember that overly complicated access systems slow down service and frustrate your cleaners. A Northeast Philadelphia property manager learned this when she required her janitorial team to check in at the management office before every cleaning, which created bottlenecks and delays. Once she switched to direct key access, staff arrived on time and worked efficiently.

Implement safety protocols and hazard communication to protect your cleaning team. Walk through your properties with fresh eyes and identify potential hazards. Are there loose stairs? Slippery floors? Steep ramps? Chemical storage areas that need to stay locked? Warn your janitorial team about anything that could cause injury. Point out emergency equipment like fire extinguishers and first aid kits. Let them know where electrical panels are located in case they need to turn something off. Tell them about any residents or tenants who are home during cleaning and ask them to be respectful of occupied spaces. If you have pets in units, mention this clearly so staff can take precautions. Provide information about your building’s emergency procedures. What do they do if an alarm sounds? Who do they call if something breaks or an injury occurs? What is the protocol if they find something dangerous like mold or water damage? These conversations may feel like overkill, but they prevent accidents and show your cleaners that you care about their wellbeing.

Create a parking and entry schedule if you manage multiple units or buildings. Tell your cleaners exactly where to park so they do not block residents or violate parking rules. If certain times work better for entry, specify those. Some property managers schedule cleaning for times when most tenants are at work. Others prefer evening or weekend appointments. Whatever works for your situation, be consistent and clear. If weather or unexpected events change the schedule, communicate changes immediately rather than leaving your team showing up to a locked building at the wrong time.

Arrange for equipment storage if your cleaners need a place to store supplies between appointments. Do you have a closet or storage room they can use, or will they carry everything in and out each time? Will you provide cleaning supplies or will they bring their own? Coordinate access arrangements and equipment storage to prevent confusion. Some properties benefit from a dedicated janitorial closet with basic supplies and equipment stored safely. Others prefer minimal setup. Discuss with your service provider what works best for your building layout and their workflow.

Provide emergency contact information and establish a communication protocol for problems. Give your cleaners your phone number and a backup contact in case they encounter an emergency, locked door, or unexpected situation. Let them know whether they should call immediately or send a text. If you use a property management company or maintenance person, include their information too. Some property managers schedule a brief check in call during or after cleaning to confirm everything went smoothly. Others prefer written reports or photos of problem areas.

Document your access and safety arrangements in writing. Include entry codes, key pickup and drop off procedures, parking information, emergency contacts, and hazard warnings. Update this information if anything changes and confirm your cleaners have the latest version. If you ever change service providers, the new team gets this same documentation so they start on solid footing.

Pro tip: Use a digital security camera with time stamped footage in common areas to verify cleaning was completed as scheduled and catch any issues without needing constant supervision or check ins.

Step 5: Verify Pre-Cleaning Readiness

The hours before your janitorial team arrives are critical. This is your last chance to catch anything that could slow them down, waste their time, or prevent them from delivering quality work. A final readiness check takes just 30 minutes but pays enormous dividends in service quality and efficiency.

Walk through each property one last time the day before or morning of cleaning. You are not doing a deep inspection, just a quick reality check. Is everything that should be cleared actually cleared? Did tenants actually remove personal items, or did they just push things to one side? Are hallways and common areas free of obstacles like boxes, furniture, or maintenance equipment? Check that trash bins are accessible and not overflowing. If your bins are full, cleaning staff will spend time emptying them instead of cleaning surfaces. Look for any items that have appeared since you last communicated your expectations. A water cooler jug left in the hallway, maintenance supplies stacked in a corner, or new furniture blocking access all slow your cleaners down. Remove these items yourself or contact the responsible party immediately. Do not expect janitorial staff to work around obstacles they were not told about.

Verify that surfaces are clear and waste receptacles are accessible before cleaning begins. Check bathrooms for personal items still cluttering counters and shelves. Look at kitchen areas to ensure appliances and utensils are not blocking what needs cleaning. In common areas, confirm that chairs and small tables are positioned to allow floor access. If your cleaning team has to move dozens of items to access surfaces, that time comes out of actual cleaning time. Some property managers use a simple checklist they photograph before cleaning to document that the space was ready. If problems arise later, you have evidence that the property was prepared correctly.

Confirm that supplies are stocked and accessible if you provide them. Do you have cleaning products on hand? Are mops and buckets stored where staff can reach them? Is there a charging station for battery operated equipment? If your cleaners need to hunt for supplies or find critical equipment is missing, delays happen immediately. A South Philadelphia property manager realized she was running out of basic supplies weekly but never checked inventory before cleaning days. Once she did a quick supply audit the morning of service, she could restock before staff arrived and eliminated constant interruptions.

Check that bathrooms are functional and stocked. Are there paper towels, toilet paper, and soap available? Do toilets flush properly? Are sinks draining well? Janitorial teams cannot complete their work if basic facilities are broken. If you discover a plumbing issue or equipment failure, call your service provider immediately to reschedule or adjust expectations. Do not surprise them by sending them into a property where they cannot do their job.

Inspect problem areas you have flagged previously. That stain in the lobby carpet, the sticky spot near the break room, the water mark on the ceiling. Has anything changed? Do you need to add notes about new issues? Update your communication so your cleaners know what to prioritize. If something has gotten worse, mention it specifically. A rust stain that has spread needs more attention than one that has stayed the same.

Confirm parking and access one more time. If using a code, verify it still works by testing it yourself. If providing a key, confirm the key is ready and accessible. If scheduling depends on tenants being away, verify that timing is still correct. Check weather forecasts if you manage outdoor spaces. Heavy rain or snow might impact timing or require different approaches. Supporting effective cleaning operations means ensuring conditions are optimal and all preparations are genuinely complete, not just assumed to be complete.

Send a final confirmation message to your cleaning team the day before or morning of service. Remind them of the time, location, any special instructions, and access methods. Ask them to confirm they received your message and are ready to proceed. This simple step prevents no shows and ensures your team is mentally prepared for what they will encounter.

Pro tip: Take photos of your property the morning of cleaning showing cleared spaces and readiness, then compare them with photos taken after cleaning to verify all areas were actually serviced and identify any missed spots before paying the invoice.

A comparison of pre-cleaning readiness steps and their benefits:

Prepare Your Property for Spotless Janitorial Service with Expert Support

The key to flawless janitorial services lies in meticulous preparation. This article highlights the challenges property managers face such as clearing personal items, establishing clear communication with cleaners, and ensuring access and safety protocols are followed. These steps are crucial to avoid wasted time and liability while guaranteeing thorough cleaning of high-traffic areas, specialty flooring, and tenant spaces.

Majic Maids understands these pain points and offers tailored residential and commercial cleaning solutions throughout Philadelphia. Whether you need routine cleaning, move-in/move-out services, or specialized post-construction cleanup, our insured and bonded teams ensure your property sparkles without the usual stress. We help you streamline the prep process by providing clear instructions and professional service that respects your tenants and protects your investment.

Ready to simplify your janitorial prep and get pristine results every time? Explore our full range of services in Uncategorized – Majic Maids Cleaning Services, see why Philadelphia property managers trust us at Majic Maids, and book your next cleaning with confidence. Take the first step toward perfectly maintained properties today.

Frequently Asked Questions

How can I assess my property needs before hiring janitorial services?

To assess your property needs, conduct a walkthrough to document key areas, including square footage and high-traffic zones. Make a list of what needs cleaning, such as restrooms and common areas, and note any specialized requirements based on tenant demographics. This initial assessment will help you communicate effectively with potential cleaning providers.

What should tenants do to prepare for janitorial services?

Tenants should clear personal items and furniture from surfaces and common areas prior to cleaning. Provide them with a detailed checklist outlining what they need to remove, ensuring that desk surfaces, countertops, and common areas are accessible for thorough cleaning.

What specific instructions should I communicate to my janitorial team?

Communicate a detailed briefing to your janitorial team, including information about the property layout, priority areas, and cleaning procedures. Specify any problem zones that need extra attention and document your expectations regarding cleaning schedules and materials to prevent misunderstandings.

How can I ensure my properties are ready for the cleaning team?

To ensure your properties are ready, conduct a final walkthrough the day before cleaning to verify that all areas are cleared and accessible. Check that supplies are stocked and bathrooms are functioning properly, as this will minimize delays and enhance cleaning efficiency.

What safety measures should I arrange for my janitorial team?

Arrange for safety measures by identifying potential hazards within your properties and informing your cleaning team. Provide them with emergency contacts, hazard alerts, and secure access protocols, ensuring they can work safely and efficiently without unnecessary risks.

How can I track the effectiveness of my janitorial services?

To track the effectiveness of your janitorial services, take before and after photos of cleaned areas to compare cleanliness and document any missed spots. Set up a regular check-in process with your cleaning team to discuss issues and ensure your standards are consistently met.

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