When writing your proposal or tender response for commercial cleaning tenders, it’s important that you respond in a way that shows the client exactly how you’ll deliver the services if you win the contract.Always remember to demonstrate your ability using your past experiences and outcomes from similar contracts, and likewise the benefits your proposed solution will provide to the client.
Be competitive in Pricing
Pricing is essential in this industry and you must be competitive: understand your rates and your profit margin. Work out exactly what the client is looking for and develop your pricing model accordingly. Even if you know it inside out, explain your pricing and value to the client. Check if the required pricing includes or excludes GST.
Staff and Training
iAuditor is an inspection software app that is very popular with cleaning and trade companies as it provides options for photos and instant updates for clients.
As an employer, you have a responsibility to keep your employees, contractors and the general public safe while conducting cleaning services at client sites.
Understanding your Health and Safety obligations is the first step. Well-documented Health and Safety procedures, including Risk Management and Hazard Identification procedures, will show your commitment. It is essential for a cleaning company to have all proper policies, procedures and training in place before commencing contracts at client sites.
Why Risk Management and OHS Compliance is crucial in the Cleaning Industry
Every employee has a responsibility to be uncompromising regarding Health and Safety in the workplace, no matter where their position is in the company.
As an employer, if you don’t already have a Health and Safety system in place, then now is the time! Your Health and Safety system is a method that manages the implementation of Health and Safety procedures in your business in a way that obeys all relevant legislation. It should include:
- Policies to address the company’s commitment to implementing H&S procedures in the workplace.
- Documented accountabilities, roles, and responsibilities.
- Training, supervision, and induction programs.
- Documented Safe Work Method Statements (SWMS) and procedures, registers and records.
- Risk Assessment addressing processes for identification of hazards and control methodologies.
- Near miss, incident and accident recording, reporting, investigation and analysis.
- Monitoring, measurement and evaluation of the H&S system.
If you are in the cleaning industry, there comes a time when you will need to prepare either a business proposal or a tender response to secure that next important contract.
To prove your organisation’s ability to service the contract, you need to include a section about Risk Management. Sometimes, it spans several sections under different headings, such as Compliance, Health and Safety, KPIs, Customer Service and Methodology.
If you’ve read this far, you’ll know that Risk Management strategies are an essential inclusion, but you may not entirely understand their purpose. Many of my clients are cleaning companies, and I have helped them write winning tenders and proposals for over twenty years, so here’s what you need to know.
What is Risk Management and why is it necessary?
It is normal and fair for clients to be cautious of new contracts and what will happen in case the new contractor doesn’t perform. Risk Management is about proving to the client (and reassuring them) that you have the resources, facilities and infrastructure in place to service the requirements of the contract and that there are no risks associated with awarding the work to your company.
The most common approach for managing risk is mitigation, which involves:
Risk Management is an integral part of all cleaning business initiatives and operations. It needs to be incorporated to ensure all hazards are identified, assessed, and controlled as necessary to ensure that all workers are safe when conducting cleaning activities.
Let’s Understand the Terms
Common hazards in the cleaning industry include:
- Heat Stress
- Slip and Fall
- Manual Handling
For a cleaning company, the supporting procedures that you should have in place include (at a minimum):
- Risk Management
- Hazard Reporting
- Incident Reporting
- Infection and Waste Control
- Manual Handling
- Workplace Safety Inspection
- Prevention of Falls
- Contractor Safety
- Emergency Preparation
- Emergency Response
- Workplace Signs
- Safety Induction
- Test and Tagging.
Hierarchy of Controls
Hierarchy of Controls helps you find a suitable control mechanism for minimising the risk for the identified hazard. The hierarchy is arranged from the most effective controls to the least effective. A usual hierarchy of controls would be:
Material Safety Data Sheet (MSDS)
- Store chemicals
- Transport chemicals
- Handle chemicals
- Dispose of chemicals
- Clean up spills
- Apply first aid in an emergency
- Identify the chemical
- Contact the manufacturer.
- Safety Shoes
Risk Management Plan
Your induction training program should include (at a minimum):
- Definitions of roles and responsibilities
- Your company’s Health and Safety and emergency arrangements
- Job descriptions (including details of hazardous tasks that need to be performed)
- Employee performance appraisals
- Hazard identification
- Risk assessments and risk control procedures
- Operating instructions for the equipment and PPE they will be using
- Details of your Health and Safety Management System and its associated policies and procedures
Contact me if you’d like further information about developing and documenting your own Risk Management Plan for your company.
Every successful cleaning business needs to implement a sound Cleaning Methodology, which will save you time, money and ensure that your tasks are completed correctly the first time. Dawtek has compiled an effective method that can be implemented into any cleaning business. This simple 8-step process ensures that no cleaner cleans the same thing twice and that no task is missed.
Step #1 – Work from a Trolley
Providing your cleaning staff with a trolley that can hold all relevant products and tools will certainly save time and promote efficiency. Cleaning staff will have all their cleaning consumables close at hand and can easily see what needs replenishing. Use a trolley also promotes safer manual handling.
Step #2 – Start from the Top
Start cleaning from the top (high areas) first, then wipe benches and leave the floors till last. Using this process ensures all dust is collected and removed. Dust or loose debris will fall, eventually settling on the floor. Vacuuming the floors last will ensure that all dust is collected.
Step #3 – Cleaning Clockwise
Working in a circular clockwise movement ensures that no task or area is overlooked (or completed twice), eliminating the need to remember which areas have been cleaned.
Step #4 – Power Savings when Cleaning High-rise Buildings
All cleaners work in teams instead of on their own, which reduces the number of areas that require lighting at any one time, therefore guaranteeing clients savings and conserving energy. For example, in a high-rise building, three cleaners may clean one floor at a time over three hours instead of one cleaner on each floor for three hours.
Step #5 – Microfibre Cloth Cleaning
Microfibre cloths are environmentally friendly as they require no chemicals to get a great clean.
Step #6 – Vacuuming Correctly
Begin vacuuming with an empty bag. Use a long extension cord and vacuum in a circular motion. By using this method, cleaners can clean a greater area of floor space before the vacuum needs to be unplugged and re-positioned.
Step #7 – Mopping in a Figure 8 Motion
Mopping in a figure “8” ensures that the entire surface of the mop is used, promoting a better result. Additionally, it enables the mop to act as a broom, picking up any loose debris in the fibres.
Step #8 – Colour-coded Equipment
Using colour-coded cloths and equipment cuts infection and cross-contamination, e.g. Blue for General Cleaning, Green for Kitchens etc.
Developing a good working method is the key to a successful cleaning business. These tips are a guide to help you save time, money and ensure a complete clean at the standard expected from your clients.