13 Aug Why Cleaning Prices Vary So Much From One Building to Another
One of the first questions facility managers ask when discussing janitorial services is simple:
“How much will it cost to clean my building?”
It’s a reasonable question, but it doesn’t have a simple answer.
Many people assume that cleaning costs are based primarily on square footage. While building size certainly matters, it is only one piece of the puzzle. Two facilities with the exact same square footage can have dramatically different cleaning costs depending on how the building is used and what level of service is expected.
To understand janitorial pricing, it helps to understand what cleaning companies are actually estimating.
In most cases, the largest expense in a commercial cleaning program is labor. The more labor hours required to maintain a facility, the higher the overall cost will be. Everything else—supplies, equipment, insurance, supervision, and administrative expenses—is built around those labor requirements.
So what determines how many labor hours a building needs?
Here are five of the biggest factors.
Number of Building Occupants
If there is one factor that influences cleaning costs more than any other, it is the number of people using the facility.
People create cleaning work. They fill trash cans, use restrooms, track dirt inside, spill drinks, touch surfaces, and consume paper products. As occupancy increases, cleaning requirements increase as well.
Consider two facilities. One is a 25,000-square-foot office occupied by 350 employees. The other is a 150,000-square-foot warehouse staffed by 40 people. Even though the warehouse is much larger, the office may require more cleaning labor because of the higher number of occupants.
When evaluating cleaning costs, occupancy is often more important than square footage alone.
The Industry You Operate In
The type of work taking place inside a building can significantly impact cleaning requirements.
A professional office generally creates less cleaning demand than a manufacturing plant. A medical facility typically requires more disinfecting than a standard office environment. Schools, churches, and public buildings often experience higher traffic levels and more frequent use of common areas.
Different industries also have different expectations regarding cleanliness and sanitation. A facility that handles healthcare services or food production may require much more detailed cleaning procedures than a typical administrative office.
Because of this, two buildings of similar size can require very different levels of labor.
Physical Characteristics of the Facility
Every building has its own challenges.
The number of restrooms, breakrooms, entrances, stairwells, conference rooms, and workstations all influence cleaning time. Floor surfaces matter as well. Hard floors often require different maintenance procedures than carpeted areas.
The age and design of a building can also affect productivity. Older facilities may have tighter layouts, more obstacles, and surfaces that require additional attention. Newer buildings with open floor plans are often easier and faster to maintain.
Even details that seem minor can add up. A building with ten restrooms will require considerably more labor than one with two, even if the overall square footage is similar.
Scope and Frequency of Services
Not every facility receives the same level of service.
Most janitorial programs include basic tasks such as:
- Emptying trash
- Cleaning restrooms
- Vacuuming and mopping floors
- Dusting surfaces
However, the frequency of those services can vary substantially.
For example, a busy medical office may require restroom cleaning and floor care every day. An administrative office with lighter traffic may only need certain services a few times each week.
Additional services such as carpet cleaning, floor refinishing, window cleaning, high dusting, and disinfecting programs can also increase labor requirements.
The more work that needs to be completed—and the more often it needs to happen—the higher the cost will be.
Defining What “Clean” Means
This final factor is often overlooked.
Different facility managers have different expectations. One manager may be satisfied if the building looks neat and professional during business hours. Another may expect every ledge, vent, and door frame to remain dust-free at all times.
Neither expectation is wrong, but they require different amounts of labor.
We once spoke with a client who expected every horizontal surface in the building to remain free of visible dust every day. Meeting that standard required additional cleaning time compared to a facility with more general expectations.
The clearer you can be about your expectations, the easier it is for a cleaning company to provide an accurate proposal.
So What Will Your Building Cost?
The most honest answer is: it depends.
Cleaning costs are driven largely by labor hours, and labor hours are influenced by occupancy levels, the type of business, the building’s physical characteristics, the services requested, and the level of cleanliness expected.
That’s why two facilities with similar square footage can receive very different proposals.
When reviewing janitorial bids, it is important to look beyond the final number. Understanding what is included—and what factors are driving the labor estimate—will help you make a more informed decision and select a provider that is the right fit for your facility.