Back-to-School Cleaning Made Easy: Your Guide to Nailing School Contracts

It’s back-to-school season, and for janitorial business owners, that means schools are expecting spotless classrooms, gyms, and cafeterias. Landing a school contract is a big win—but managing it successfully is a whole different challenge. Schools have strict cleaning standards, tight schedules, and compliance requirements that growing teams need systems to handle efficiently.

This guide breaks down how to manage school janitorial contracts effectively while keeping your team organized and your clients happy.

Why School Contracts Are Different

Schools aren’t like offices or retail spaces. Administrators are looking for a team that can:

• Stick to strict schedules—whether it’s before/after school, on weekends, or during holidays.
• Meet tough health and safety standards. This isn’t just about looking clean; it’s about proper sanitization and compliance.
• Document all work for audits or inspections. Use our free Inspection Report Template to keep everything organized and ready for review.
• Be a flexible partner who can handle special events or emergencies.

To meet these demands successfully, your team needs smart systems and the right tools.

Managing School Janitorial Contracts

1. Create a Clear Cleaning Plan

Don’t just give them a basic schedule. You need to show you’ve thought of everything. Your plan should:

• Break down every task by area: classrooms, gyms, cafeterias, and labs.
• Assign frequencies: daily, weekly, monthly, and even quarterly tasks like floor stripping.
• Create a detailed Scope of Work (SOW). This document isn’t just a list; it’s a contract that defines exactly what you’ll do. It should also include provisions for special events and how you’ll handle additional work.
• In the SOW, highlight your commitment to school cleaning standards by mentioning the use of eco-friendly products and HEPA filters to improve air quality.

2. Build a Team They Can Trust

Schools are hiring you to keep their kids and staff safe. That's a huge responsibility.

• Go beyond the basics. Train your team on safety protocols, chemical handling (especially in science labs), and how to clean sensitive areas like computer rooms without causing damage.
• Provide visual checklists to ensure consistent results.
• Run background checks on all staff. This is non-negotiable and builds a foundation of trust, making it a key part of your janitorial team management protocol.
• Use uniforms and ID badges. This simple step shows professionalism and ensures everyone knows who belongs on school grounds.

3. Provide Proof the Work Is Done Right

Administrators are busy. They're relying on you to handle things so they don't have to worry.

• Don't wait for complaints. Routinely inspect high-traffic areas and classrooms.
• Use digital tools. A commercial cleaning software can help you log inspection results with time-stamped photos, which provides visible proof of work. This transparency builds credibility and helps you avoid future complaints.
• Schedule a summer deep clean. This is a critical time for major maintenance tasks. Plan it well in advance to ensure the school is ready for the new year.

4. Make Communication Simple

Miscommunication is the number one cause of problems. Your client’s job is to run a school, not to chase down your crew.

• Establish a clear communication protocol. The contract should name a specific point of contact on both sides to avoid confusion.
• Use mobile apps to manage tasks and send instant alerts. Two-way messaging lets your team handle urgent requests—like “spill in the cafeteria”—in real time, keeping everyone on the same page. With Swept, it’s simple, seamless, and all in one place.
• Automate supply tracking. Schools appreciate a professional who handles supplies responsibly. Use your software to monitor cleaning chemicals and paper products and automate reordering to prevent shortages.

5. Grow Without Sacrificing Quality

Landing one school janitorial contract is a win. Landing more means you’re succeeding. The challenge now is to grow without sacrificing quality.

• Hire staff experienced with school cleaning. They'll be ready for the unique demands.
• Delegate supervisors. They'll be responsible for inspections, cleaning schedules for schools, and general janitorial team management.
• Track key metrics. Look at job completion rates and client satisfaction to make sure you’re always getting the job done right.

Ready to take the stress out of managing school janitorial contracts? Swept helps you plan every task, track inspections, communicate with your team, and prove your work—all in one platform. Make school cleaning simpler, more efficient, and fully accountable—get started with Swept today.