Property maintenance services are ideal for small businesses which don't need full-time staff to keep the premises clean. There are several services that can be provided, including cleaning, grounds maintenance, electronics servicing, plumbing, painting and other repair services. To get the best relationship with your service provider, it's important to ensure your service agreement covers as much detail as possible. These areas are highlighted below:
1. List of services
You can negotiate an hourly, weekly or monthly fee based on the number of services you need. Usually, the service provider has packages based on the services they can offer, and such packages can save you money and the hassle of finding someone else to do the work. Predictable services (cleaning) can attract a standard charge, while incidental services (servicing, repairs etc.) can be charged at a piecemeal.
2. Time blocks
Your cleaning and maintenance services should not interfere with your business hours. Except for emergency situations, these should be done during lunch breaks, after work or during other periods when the office is closed. In addition, create a schedule for periodic maintenance tasks such as outdoor cleaning, gardening, equipment servicing etc. It is also important to have a plan for emergency services, e.g. plumbing leaks, appliance breakdowns etc.
Does your fee include the cleaning supplies (also maintenance equipment and supplies), or will they require you to buy them? Most businesses prefer the former because it's one less thing to worry about. If you have specific preferences, however, be sure to notify the provider in advance so that they can find and use the products you like.
4. Insurance and legalities
It's important to ensure that all employees that will be working in your premises have their insurance in order. Otherwise, your business will be liable if they have an accident while working for you. At the same time, be sure that you're indemnified against any liabilities as a result of the providers' employees.
If you work a sensitive line of business, you will need to know the employees that will be working on your premises in advance. Do your own due diligence to ensure that they will work for your business. If necessary, they should sign non-disclosure agreements, in case they will be exposed to sensitive information.
Assign a staff member to correspond with the provider regarding any matters arising. He/she will also be responsible for ensuring that they work according to your agreement and should always be present during building maintenance inspections (scheduled and non-scheduled).