Quality Management Systems in Cleaning Explained

Clients expect a high standard of cleaning every single day, not just on the first week of a contract. Professional cleaning companies like Think FM use structured frameworks called Quality Management Systems (QMS) to ensure every task meets specific standards.

Our article covers what QMS really means, the benefits and answers to some frequently asked questions about the topic.

Key takeaways: Quality Management Systems

• A QMS is a formal procedure that helps monitor service quality and standards

• The benefits of a QMS in cleaning include client retention, safety and much more

• An ISO 9001 certificate is usually the most recognizable way to tell if a company has a QMS in place 

• There are other types of QMS a company can use, each one places an emphasis on slightly different principles

• You can also use a digital QMS to increase efficiency and communication

What is a quality management system?

People often ask us, “what is a quality management system?”

In simple terms, it is a formal framework that documents the policies, processes and procedures necessary to deliver a service that satisfies the client.

Without a QMS in place, service delivery can become below par and prone to human error.

In the commercial cleaning industry, it’s vital to keep standards high and not let them drop. Contract specifications need to be met with professionalism and efficiency.

The benefits of a QMS in cleaning

Implementing a QMS is more than just a certificate on the office wall. Some benefits of having this system include:

Client trust and retention

Some cleaning companies can prove to be inconsistent. A QMS lets clients know that a company has formal procedures for monitoring quality. This transparency can help build long-term partnerships based on real results.

Reduced risk and better safety

According to the Health and Safety Executive (HSE), slips, trips, and falls account for 30% of all non-fatal workplace injuries reported by employers.

A QMS ensures that all staff adheres to strict health and safety protocols. This structured management system can significantly reduce risk and ensures the correct steps are taken if an incident were to occur.

Consistency across multiple sites

Many commercial cleaning companies work across different locations for clients in different sectors. 

A standardised system ensures that the same protocols are followed regardless of the location. For us at Think FM, there’s no difference in our standard of service whether we’re cleaning an office lobby or high-end luxury boutique.

This consistency protects the brand reputation of both the cleaning company and the client.

Continuous improvement

A QMS can be reviewed and improved based on staff and client feedback. The system provides a framework for testing these improvements and rolling them out across the business if they prove successful.

What is ISO 9001?

ISO 9001 is an international standard that sets out the criteria for a proper quality management system. It supports over one million certified organisations worldwide, including Think FM.

Getting an ISO 9001 quality management systems certificate requires a lot of dedication from a business. The company must map out every single workflow, create risk registers, and let independent auditors review their files. 

The certificate acts as solid proof that the cleaning provider values high standards and open communication. View our ISO 9001 certificate here.

Other types of QMS

Total Quality Management (TQM)

This system is centred around building a workplace culture where everyone works as a team. 

Everyone in the business, from the directors down to the evening cleaning staff, all have a say in improving the business. Success is usually measured by how happy and loyal their long-term clients remain.

Six Sigma

This approach uses data and facts to stop mistakes from happening. 

For example, if a specific office floor regularly fails its quality check, managers will study the data to find out exactly why. Once they find the root cause, they change the process to prevent that mistake from ever happening again.

Lean Principles

Many businesses use Lean principles to cut down waste and save time. 

In a cleaning contract, waste can mean using too much chemical spray, walking inefficient routes around a building, or waiting around for keys. A Lean system helps managers look at a shift and remove any steps that do not add value for the client.

FAQs: Quality Management Systems in Cleaning

What is an example of QMS?

A clear example is the structured process a provider uses when cleaning a corporate office. Managers write a specific checklist for the property that outlines every task, the correct equipment, and the necessary safety precautions.

Cleaners follow this checklist precisely during every shift. A supervisor audits the rooms and generates a quality score. 

If a score falls below the agreed standard, the company uses that data to arrange immediate correction or staff retraining. 

At Think FM, our area managers will visit most sites in London on a weekly basis to ensure cleaners are trained, sites are immaculate and our clients are happy.

Can digital QMS software be used?

Yes, many professional companies use a digital QMS.

This is often in the form of mobile applications that allow the use of digital checklists and forms, photo evidence and real-time reporting to monitor service standards.

Final thoughts: Quality management systems in cleaning

A solid quality management system is the backbone of any cleaning service. Without it, it can hinder performance and become difficult for companies to measure results.

Our ISO 9001 quality management systems certificate demonstrates that we value professional standards as much as our clients do.

If you found this blog useful, please take a look at some of our popular articles:

• How to Clean a Whiteboard in the Office: Our Guide
• Commercial Cleaning Meaning: Our Comprehensive Guide
• How Many Sick Days Per Year Do UK Employees Take?
• Indoor Team Building Activities: 12 Ideas For Your Workplace

Think FM have many accreditations – for instance, we are Safe Contractor approved, Living Wage Employer accredited and we have many ISO certifications.

To find out more about how we help businesses with commercial cleaning, please contact us.