Cleaning procedures only work when the people doing the work feel like they were written with them in mind — not handed down from above.

That distinction matters in school facilities. Custodial staff are experienced professionals. Many have been doing this work for years, often under a union agreement that shapes how expectations are communicated. The most effective procedures tend to come from supervisors who understand that consistency is built through relationships, not paperwork.

Here is how to approach writing cleaning procedures in a way that respects that reality.

Start with a conversation, not a document Before putting anything on paper, talk to the staff members who will be using the procedure. Ask what currently works well and where things tend to get inconsistent. The people doing the work every day often know exactly where the gaps are. Starting with that conversation builds trust and produces a better document.

Write for clarity, not compliance A procedure should help someone do their job well — not cover the district in case something goes wrong. Write in plain language. Describe the task, the expected outcome, and any materials needed. If a new team member could pick it up and follow it on their first day, it is clear enough.

Include the details that prevent misunderstandings Vague procedures lead to inconsistent results and unnecessary friction between staff and supervisors. Specifics like chemical types, dilution ratios, and dwell times are not about distrust — they are about giving your team the information they need to do the job correctly and safely every time.

Build in a simple sign-off — and explain why A sign-off line is not about surveillance. It is about having a shared record that protects everyone — the custodian, the supervisor, and the district. When it is framed that way, most staff understand and appreciate it.

Review procedures together on a regular basis A procedure written two years ago may no longer reflect how the work actually gets done. Schedule a brief review with your team each year. Ask what still makes sense and what could be improved. That ongoing dialogue keeps procedures relevant and keeps your team engaged.

The best cleaning procedure is one your team helped shape. That investment up front saves time, reduces conflict, and produces more consistent results across your buildings.

Talk soon,

P.S. If you're looking for a complete set of print-ready checklists for your summer cleaning rotation — restrooms, hallways, cafeteria, gymnasium, exterior grounds, and more — the K-12 Summer Facilities Checklist Bundle is available now for $27. Get it here →

Daniel Mendoza Facility Insight www.facilityinsight.com