Daily Office Cleaning

Service Overview

Service Delivery

Contract Management & Support

Health & Safety

Office Cleaning Services

Our daily routine office cleaning service ensures your premises are maintained at a high standard of cleanliness, hygiene and presentation. We are entrusted to clean all areas and facilities to help keep your staff, visitors and customers happy and healthy. Our work is undertaken at the best time to suit your operations; mornings, evenings or throughout the day.

At Ideal, we will manage services on your behalf and regularly review work programmes to; maximise efficiency, exceed expectation and provide value for money.

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Why partner with us?

Arriving at a clean, tidy, and prepared workspace is a fundamental expectation for most people when partnering with a cleaning contractor. However, a good cleaning service helps protect your staff’s health by eliminating germs and bacteria, thereby reducing the risk of illnesses and viruses spreading.

We understand that, for you, choosing the right contractor is a significant decision, given the competitiveness of the industry. Ideal is a family business with over 75 years of experience, we have a proven track record of providing excellent, tailored services to our customers. We view our customer relationships as partnerships, committing to work closely with you to ensure our services always align with your evolving needs.

How we will deliver for you

Ideal’s Regional Managers have overall responsibility for delivering the cleaning service to the agreed standards and the satisfaction of our customers. They ensure the contract is properly and fully resourced in terms of staff, equipment, and materials. They monitor staff attendance, reported issues and complaint resolution and check the standards of work carried out.

Our locally based Area Managers, oversee day-to-day support of our contracts. They are responsible for a limited number of customers within a specific geographic area, overseeing day-to-day service provision, staff welfare, discipline, recruitment, training, site visits, service audits, and most importantly, supporting the cleaning operatives.

Visits by management

The role of our Area Managers incorporates visiting site monthly not only to meet our customers and conduct a full site audit but also to meet with the cleaning operative. We will physically be on site at least once per month to see the cleaner and will arrange more visits if this is required. These site visits are not only about monitoring performance but also about growing a strong connection between all staff members and the company. It’s a chance to chat face-to-face, go over any feedback from audits, talk about training needs and growth plans, and build strong relationships that keep our team happy and result in staff retention.

Auditing Process

To ensure we consistently meet the standards required and maintain your satisfaction, we conduct monthly cleaning audits, preferably involving a customer representative. Our auditing system utilises up-to-date technology through our app using tablets, allowing us to include photos and specific location details within your building. The audit can then be hand signed directly on the tablet when complete and a copy sent directly to you.

Any positive feedback or issues and improvements can be quickly sent directly to the staff through the app, complete with locations and photos for addressing minor issues. For larger concerns, our Area Manager steps in to identify ways to assist the operative in improving, which may include specific training or guidance.

Digital log on and off

We use cutting-edge technology to enhance the service quality. Our cleaning staff and management utilise a dedicated app that uses location technology for accurate sign-ins and sign-outs at your site. This provides you with peace of mind, knowing our staff are on-site when they should be. Additionally, it serves as a safety tool, particularly for lone workers, as it triggers alerts to their line manager if they don’t sign out as expected.

For more detail on how we use technology to optimise your service, click here.

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Management and Support

A good management structure is very important to ensure that the service we deliver is to a high standard and supports our staff on every level. This allows our people to thieve in an environment where efficiency, quality, and innovation are not just delivered but exceed expectations.

At a glance

Cleaning Operatives: These individuals are the backbone of our service. They represent our company values on every site they work. We prioritise their training and provide clear guidance on their roles and responsibilities.
Onsite Supervisor: Working closely with our cleaning operatives, the onsite supervisor plays a vital role in ensuring smooth day to day operations. They provide direct support and guidance to the cleaning team, fostering a sense of belonging within our company.
Area Manager: Our dedicated area manager oversees multiple onsite teams. They are responsible for ensuring that all cleaning operatives are well-trained, equipped with the necessary materials, and following established routines and specifications. Regular face-to-face visits to the onsite staff help maintain a strong connection to our company, promoting job satisfaction and a motivated workforce. Our area managers will conduct monthly on-site audits to ensure that our customers’ expectations and satisfaction are being met.

Regional Manager: Our regional managers provide oversight and support to multiple areas within a specific region. They work closely with area managers to maintain consistently high service quality.
National Operations Manager: At a national level, our operations manager coordinates the efforts of all regions. Working closely with the Regional Managers they ensure a uniform approach to training, quality control, and customer satisfaction.
Directors: Our company’s leadership team provides strategic guidance and direction to our entire organisation. They set the vision, goals, and values that guide our operations. Our Directors actively support all levels of management and staff, reinforcing our commitment to a family-oriented atmosphere. They are approachable and available for discussions, idea-sharing, and providing support to our staff at every level, ensuring a strong connection with our company.

Employee Training and Development

All staff, including TUPE transferees, receive our Induction training to ensure a complete understanding of the requirements of the contract, the standards to be achieved and the methods of working to be employed. This is to keep your facility at the peak of cleanliness and ensure all our staff fully trained to BICS cleaning standards. We use different learning platforms for ongoing training and professional development. These resources ensure that our staff are knowledgeable about the latest cleaning techniques, safety protocols, and compliance requirements.

Induction training is delivered by our management team and includes briefings on Employee Terms and Conditions, the Staff Handbook, Health and Safety, Safeguarding and Environmental issues. Along with this all operatives are trained on the specific needs for your site, including any specific safety measures that are in place.

Click below if you wish to learn more about the training and development of our staff.

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Health and Safety

Ideal operates an Occupational Health and Safety Management System which complies with the requirements of ISO 45001:2018 and is accredited by the BSI.

Health & Safety policies, procedures and processes are communicated to staff and clients via our Contract Control Manuals. These manuals are a permanent fixture on all our contracts and contain all our Health & Safety policies and procedures as well as the relevant Risk Assessments, Method Statements and COSHH data.

All sites, jobs, work activities and environments in which our staff operate are subject to a recorded Risk Assessment and COSHH Assessment before any work starts.

These Risk Assessments are undertaken by our fully trained Area Managers.

The resulting control measures form part of the method statements and training for that activity.

These risk assessments are reviewed annually as a minimum or when there has been any significant change.

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Lone Working

Ensuring the safety of our lone working staff is paramount, both for their well-being and the peace of mind of our customers. Using our innovative app, we closely monitor the activities of our operatives from login to logout on site. Should an operative fail to log out at the designated time, our system automatically triggers an escalation message, promptly notifying all line managers and our out-of-hours call service. Subsequently, a call is placed to the operative to ascertain if it’s a simple oversight or if further action is required.

We also have an in app SOS button which if activated will send out an SOS message to all line managers and our out-of-hours call service which will then be treated as an emergency situation.

Colour Coding and Infection Prevention

When cleaning multiple rooms and areas with different uses, cloths and equipment must be kept segregated to eliminate the chance of cross contamination. Colour Coding is the way that this is achieved. Mops, Mop Buckets, Micro-fibre Cloths and the protective gloves worn are all colour coded and only used in the corresponding areas.

The instructions as to the correct usage of Colour Coded Equipment is maintained in the site-specific Contract Control Manual for ease of reference and is displayed in all cleaning cupboards/stores on site.

The coding is as follows:

Red for WC’s, urinals, floors and immediate associated areas
Yellow for washbasins/sinks and other washroom surfaces
Green for kitchen/food areas
Blue for other general areas/low risk areas i.e. offices, corridors, receptions

Happy workforce

The staff are involved in regular review meetings where ideal can give an analysis of the strengths and weaknesses of their performance.

Employee development

We support our staff through the provision of training, information and clear and open lines of communication and by ensuring they have the right equipment and technical support to fulfil their roles

Holiday and Sickness Cover

It is inevitable that on occasions some staff will be unable to attend work. By using our T&A System this becomes clear earlier and we are then able to try and arrange cover to be provided.

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Testimonials

We provide fully managed service with friendly and fully trained staff but don’t just take our word for it, hear what some of our real-life customers are saying about us.

We are very pleased to have been chosen by Dales Housing as their Cleaning Services provider and look forward to a mutually rewarding partnership and to providing and maintaining an improved communal environment for Dales Housing’s customers

FAQS

Will cleaning equipment and materials be included in the contract price?

Yes – Ideal’s pricing includes the supply and maintenance of all the necessary; equipment, materials and chemicals required by the cleaning operatives to fully perform their duties.It does not include ‘Consumables’ – by which we mean things like Paper Towels, Liquid Soap, Toilet Rolls and Refuse Sacks. These are available from Ideal but are separate from the main contract price.

How long would we have to ‘sign up’ for Ideal's services?

We have rolling contracts, there’s no minimum or fixed term. To end an agreement, just three months notice is required by either party.

We review programmes to ensure best value for money for your needs, and our prices are reviewed in line with statutory pay increases.