All Pro Cleaning Systems clients are familiar with what is known in our industry as the ‘communication log book’. Why? Because it is something we have used from the very start. We believe that one of the keys to successful business relationships is clear communication. The communication log book is a great tool for doing just that.
Some commercial cleaning companies only provide a communication log book on request. Others don’t provide one at all. You never have to worry when All Pro Cleaning Systems is your cleaning provider. We bend over backwards to make sure you are always in direct communication with our team.
Communication Log Book Basics
A communication log book in commercial cleaning is essentially a record-keeping tool for use among both cleaning crews and clients. It is a document – whether paper or electronic – that encourages interaction between parties. In simple terms, it’s a centralized location for writing down notes, requests, etc.
What You’ll Find in a Log Book
Communication log books can be formatted in whatever way a commercial cleaning company chooses. Again, a log book can be either digital or paper. Here are the typical things you’ll find in a log book:
- Date and time of communication
- The name of the client and/or cleaning crew team member
- A means of contact (phone number, email, etc.)
- Message content (e.g., a cleaning request)
- Follow-up requests for actions
Let’s say an office worker mentions to her manager that one of the restrooms was missed by cleaners the night before. The manager can use the communication log book to pass the information on and remind the cleaning crew to make a concerted effort to ensure all restrooms are addressed every night.
Why Keeping a Log Book Is a Good Idea
We are firm believers in the communication log book. It has been our experience that keeping a log book is a good idea regardless of the type of space being cleaned and who does the actual work. Here’s why:
- Centralized Record – A communication log book acts as a centralized record of communications between clients, cleaners, management, and so forth.
- Quality Control – Using a log book to send timely messages contributes to quality control. Logged messages keep everyone on the same page.
- Addressing Problems – In situations where persistent problems arise, a log book can help identify potential causes. It can also lead to possible solutions.
- Accountability – Documenting all interactions between clients and cleaning crew team members establishes a level of accountability through written records. A communication log book provides the accountability necessary to ensure cleaning tasks are not overlooked.
- Transparency – Hand-in-hand with accountability is transparency. Recording communications in a log book keeps everything out in the open. It minimizes assumptions and misunderstandings, thereby reducing friction between clients and cleaning crews.
It has been said that communication is the most critical component in a relationship. We agree. But good communication isn’t just for employers and their employees. It is a good idea for vendors as well.
Insist on a Communication Log Book
If your current cleaning service has never offered to furnish you with a communication log book, don’t be afraid to ask for one. In fact, don’t be afraid to insist on it. Clear and open communication is essential to maintaining a good relationship with your service provider.
A communication log book is a written record. It is a tool for accountability, transparency, quality control, and problem solving. Get used to having one around and you’ll wonder how you ever managed without it. It is that effective at facilitating rock solid communication with your cleaning provider.
