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How can you manage cleaning service vendor relationships cost-effectively?

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Cleaning service vendors are essential partners for facility managers (FMs) who want to maintain a safe, healthy, and attractive environment for their occupants. However, managing these relationships can also be challenging and costly, especially if you don't have a clear strategy and process. In this article, you'll learn some practical tips on how to manage cleaning service vendor relationships cost-effectively, without compromising on quality or performance.

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1 Define your expectations and goals

Before you hire or renew a contract with a cleaning service vendor, you need to define your expectations and goals clearly. What are the scope, frequency, and standards of the cleaning services you require? How will you measure and monitor the vendor's performance and compliance? How will you communicate and resolve any issues or feedback? By setting these parameters upfront, you can avoid misunderstandings, disputes, and inefficiencies later on.

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Rodrigo Silva

Supervisor de Facilities na Samsung SDS (Latin America)
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Para uma boa parceria com um prestador de limpeza, é fundamental que o escopo seja muito bem preparado, aos olhares de quem n?o entende é apenas limpar o que está sujo, mas para nós gestores de FM, sabemos muito bem o que precisa ser observado, precisa existir o comprometimento em seguir o cronograma, manter a frequência e cadência na execu??o das atividades para que n?o perca a qualidade, atualmente temos algumas ferramentas que auxiliam no controle das atividades, mas uma a??o que continua sendo necessária é a realiza??o de uma inspe??o visual para garantir a excelência dos servi?os.

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2 Negotiate a fair and flexible contract

Once you have your expectations and goals in place, you can negotiate a fair and flexible contract with your cleaning service vendor. A fair contract means that you pay a reasonable price for the value and quality of the services, and that you have clear terms and conditions for payment, termination, and liability. A flexible contract means that you can adjust the scope and frequency of the services according to your changing needs and circumstances, without incurring excessive fees or penalties.

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3 Build a trusting and collaborative relationship

A good cleaning service vendor relationship is not just a transactional one, but a trusting and collaborative one. You should treat your vendor as a partner, not an adversary, and foster a culture of mutual respect, transparency, and feedback. You should also communicate regularly and proactively, and address any issues or concerns promptly and constructively. By building a trusting and collaborative relationship, you can enhance the vendor's performance, satisfaction, and loyalty.

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Rodrigo Silva

Supervisor de Facilities na Samsung SDS (Latin America)
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A parceria é principal fonte do sucesso do contrato, é necessário estar muito próximo do prestador, dividindo os desafios e sempre acompanhado as demandas

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4 Streamline your processes and systems

Another way to manage cleaning service vendor relationships cost-effectively is to streamline your processes and systems. This means that you use technology and automation to simplify and standardize your workflows, such as scheduling, invoicing, reporting, and auditing. This can reduce errors, delays, and duplication, and improve accuracy, efficiency, and accountability. You can also use data and analytics to track and optimize your cleaning service vendor performance and costs, and identify areas for improvement or innovation.

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5 Evaluate and review your vendor performance and satisfaction

Finally, you should evaluate and review your cleaning service vendor performance and satisfaction regularly. You can use various methods and tools, such as surveys, inspections, audits, and ratings, to collect and analyze feedback from both the vendor and your occupants. You can also compare your vendor's performance and costs with industry benchmarks and best practices, and see how they align with your expectations and goals. Based on your evaluation and review, you can recognize and reward your vendor's achievements, or provide constructive criticism and suggestions for improvement.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you manage cleaning service vendor relationships cost-effectively?

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3

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1 Define your expectations and goals

2 Negotiate a fair and flexible contract

3 Build a trusting and collaborative relationship

4 Streamline your processes and systems

5 Evaluate and review your vendor performance and satisfaction

6 Here’s what else to consider

Facility Management (FM)

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How can you manage cleaning service vendor relationships cost-effectively?

1

2

3

4

5

6

1 Define your expectations and goals

2 Negotiate a fair and flexible contract

3 Build a trusting and collaborative relationship

4 Streamline your processes and systems

5 Evaluate and review your vendor performance and satisfaction

6 Here’s what else to consider

Facility Management (FM)

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