Cleaning Rota: How To Create An Office Cleaning Schedule

In this guide, we tackle the office cleaning rota. What is an office cleaning schedule, how do you create one – and do you need to, or is it better to let a commercial cleaning company handle it all?

A clean office isn’t just about appearance – regular cleaning brings significant health benefits for staff, helping them work more effectively. It can also lower absence rates, reducing the number of lost working hours for businesses.

In fact, the UK lost 185.6 million working days due to sickness or injury in 2022, according to ONS – the highest on record. Almost a third of these absences (29.3%) were due to minor illnesses, many of which a clean office can help prevent.

When it comes to productivity, a well-maintained workspace makes a real difference. Recent research from Gitnux shows that employees are 70% more productive in a clean and organised office compared to one filled with clutter.

Why a daily office cleaning schedule matters

Daily office cleaning delivers the best and most consistent results. Dust doesn’t have time to build up and germs can’t settle when surfaces are disinfected every day.

Your office kitchen sees a lot of use, so it won’t stay fresh overnight without cleaning. Bins need emptying, sinks need scrubbing and any mess needs tidying to keep things hygienic.

You might wonder if waiting a few days between cleans makes much difference. However, people quickly form opinions based on their surroundings, and a messy office can leave a bad impression.

Hybrid working adds another challenge, as staff might only come in on the days when the office looks its worst. A daily cleaning schedule helps keep the workplace consistently presentable.

Cleaning schedules and positive impressions

First impressions matter more than many people realise. Imagine this:

• A potential client visits your office for a meeting at short notice
• They see messy desks, untidy meeting rooms, and even unclean bathrooms

That won’t inspire confidence in your business!

A well-maintained office, on the other hand, shows attention to detail and professionalism. Sticking to a cleaning schedule keeps your workplace ready for visitors at all times.

Occasional cleaning doesn’t guarantee this. A client arriving unexpectedly could walk into an office that hasn’t been cleaned for days.

Find out how professional cleaning services can improve your office’s appearance.

If you run a bricks-and-mortar store, you already know how vital regular cleaning is! Learn more about our retail cleaning services London businesses throughout the capital use.

How to create an office cleaning rota

Naturally, when you appoint a commercial cleaning company, they put a rota or schedule in place. It determines who is cleaning it and when as a bare minimum – find out more about after office hours cleaning.

Bigger workplaces need more granular detail on the schedule. There could be several cleaners, each responsible for a different area, for example.

But if your staff are taking on the cleaning responsibilities yourselves, creating the rota doesn’t need to take long. Make a list of the areas requiring cleaning, the different tasks in each space, who is responsible for them and when the deadlines are.

For help brainstorming the tasks that need to go on a typical cleaning schedule template, check out our comprehensive office cleaning checklist. For example, some of the most important regular cleaning tasks include:

• Emptying bins: Clear out all waste bins and replace liners. Ensure proper disposal of collected rubbish.
• Refilling bathroom supplies: Regularly check and restock toilet paper, paper towels, hand soap, and hand sanitiser. Keep restrooms well-stocked and in good working order.
• Cleaning kitchen appliances and surfaces: Wipe away stains and disinfect kitchen appliances, countertops, sinks, and the microwave. Use washing-up liquid to remove food debris and keep the break room fresh.

You can also specify the frequency required for different tasks. Some – e.g. emptying the fridge – can be weekly tasks but for an effective clear desk policy, for example, the frequency should be daily.

Tailoring the office cleaning schedule

Every workplace has different cleaning needs, requiring a bespoke office cleaning schedule with specific tasks.

Tailor the tasks according to the size, shape, layout and features of your workplace: 

• Any cleaning schedule should be tailored to the specific demands of your business, and the nature of the space you and your team work in
• Your office may have areas that need daily attention or particular ‘high-traffic zones’ that require more frequent cleaning
• And crucially, you don’t want cleaning to get in the way of busy staff trying to focus on their daily responsibilities

That’s why our cleaners are available seven days a week. They also adjust their hours to match the needs of each business they work with.

Using in-house cleaners: pros and cons

Using an in-house cleaner has some potential benefits:

• Cost control: If you already have staff handling facilities management, adding cleaning might seem economical
• Security: Some businesses prefer in-house cleaners when confidential information is involved
• Control: Hiring and training your own cleaner lets you oversee their work directly

However, each of these points also has a downside:

• Cost: Paying in-house cleaners may be less economical after you include pensions, benefits and other long-term costs
• Security: A clear desk policy ensures sensitive documents are stored securely, making external cleaners just as safe
• Time: Managing, training and overseeing cleaners takes up valuable hours – get that time back!

For these reasons, many businesses prefer to use a professional office cleaning service.

Advantages of hiring a professional office cleaning service

Outsourcing office cleaning offers several advantages:

• Lower costs: You pay for the service without covering wages, pensions, or training expenses.
• Supplies included: Professional cleaners bring their own equipment and products, from carpet cleaners to window cleaning materials.
• Expertise: Professional cleaners specialise in maintaining high standards—our team has over 20 years of experience.
• Dedicated management: Cleaning teams are led by experienced managers who ensure consistent service.
• Reduced liability: A cleaning provider handles health and safety regulations, plus other legal responsibilities.
• Reliable cover: If an in-house cleaner is absent, no-one may be available to step in. With a contract cleaning service, another team can take over immediately.

For example, we have more than 200 cleaners in London every day. That means there’s always someone available to keep your office spotless.

We hope you found this article useful – for other guides, take a look at our blog. Recently we covered the true meaning of commercial cleaning in a comprehensive guide.

You may also find these articles helpful:

• Our workplace health and safety inspection guide
• Moving offices comprehensive checklist
• What is a flexible workspace?

Here at Think FM, we are very proud to be a leading provider of specialist commercial cleaning services, offering a wide range of high-quality cleaning solutions.

That includes daily office cleaning London businesses trust. We deliver the #1 commercial cleaning service London companies love because, quite simply, we do what we say we are going to do.

To keep your workplace sparkling clean, contact us and find out how we can support your business.

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