Discover how professional cleaning partners can transform your facility’s efficiency, enhance employee wellbeing, and meet sustainability standards in 2025.
The summer of 2025 is a critical planning period for facility managers in Virginia. Many organizations are finalizing budgets for the 2025/26 fiscal year and looking for ways to improve health outcomes, operational efficiency and sustainability. At the same time, several trends make the quality of cleaning services more important than ever:
Seasonal conditions – The warmer, drier months are the best time for deep exterior cleaning. A Newport News service provider notes that summer sunlight highlights grime on siding and mildew on shaded walls, and that warm weather allows safe use of soft‑washing and pressure‑washing techniques. Addressing these issues now prevents long‑term damage such as mildew, algae growth and corrosion from salt air.
Occupant health and productivity – Cleanliness directly influences employee well‑being and cognitive performance. A recent industry post observes that cluttered spaces increase mental fatigue, while a clean environment reduces micro‑decisions, reinforces a sense of control and reduces allergens. Professionally cleaned workplaces therefore support concentration and reduce sick days.
Rising regulatory and sustainability expectations – Facility managers must comply with evolving environmental standards. For example, in 2025 the U.S. Environmental Protection Agency is tightening regulations on hazardous waste, PFAS reporting, air‑emission standards and spill‑prevention requirements. Government institutions are being encouraged to adopt green cleaning practices to reduce environmental impact, protect occupant health and demonstrate leadership. Outsourced cleaning companies with certifications such as GS‑42 or CIMS‑GB are better equipped to meet these requirements.
Labour constraints and cost pressures – Managing in‑house janitorial staff involves wages, benefits, training, equipment procurement and scheduling. With unemployment low and wages rising, many organizations are seeking leaner staffing models.
Lower labour expenses – In‑house janitorial staff incur wages, benefits, overtime, vacation, sick leave and workers’‑compensation costs. By hiring a commercial cleaning company, facility managers pay only for the service level they need. The outsourced provider handles hiring, training and covering absences, saving money and management time.
No need to buy equipment or supplies – Outsourcing eliminates the capital expense of vacuums, floor machines, disinfectants and consumables. Cleaning companies bring industrial‑grade tools and bulk‑purchased supplies. This frees up storage space and ensures access to high‑quality products.
Flexible scheduling and scalable services – Commercial cleaning firms tailor their schedules to the facility’s actual use, so organizations avoid over‑paying for unneeded staff hours. As needs change (e.g., during busy seasons, after events or for specialty cleaning), managers can easily scale services up or down.
Preventive maintenance saves money – Professional cleaners spot early signs of wear and address them before they become costly repairs. Routine cleaning keeps carpets, flooring and HVAC systems in better condition. A clean facility also reduces wear from corrosive dirt and mildew.
Insurance and liability transfer – Outsourcing shifts much of the liability to the cleaning provider. Professional service partners are bonded and insured, so the responsibility for accidents and insurance costs rests with the contractor.
Healthier indoor environment – Professional cleaners focus on high‑touch areas (doorknobs, restrooms, shared equipment) and use hospital‑grade disinfectants. Routine disinfection reduces the spread of illness and removes allergens like dust, pollen and mould. Minimizing allergens reduces “brain fog” and helps employees stay sharp.
Employee productivity – Clean, orderly spaces reduce mental energy consumption and decision fatigue, create a sense of control and reinforce professional identity. When employees are not distracted by cleaning duties, they can focus on their primary work; assigning janitorial tasks to untrained staff leads to poor results and higher turnover.
Reduced absenteeism – Studies cited by cleaning providers indicate that professional cleaning lowers employee sick days. KBS’ snow‑removal article further shows how outsourcing risk‑management tasks (e.g., winter maintenance) reduces accidents and liability.
Professional presentation – Cleanliness influences how clients and tenants perceive a facility. Smudged windows or untidy restrooms quietly hurt a business’s reputation; professional cleaning keeps lobbies and breakrooms consistently presentable. In Newport News, property managers schedule summer cleaning to improve curb appeal for leasing and marketing.
Positive customer impressions – Poor cleaning habits, such as ignoring door handles or carpets, lead to germs spreading and create negative impressions. Customers and clients notice these details, and a neglected space can undermine a company’s quality image. Outsourcing ensures thorough coverage of high‑touch surfaces.
Tailored cleaning programs – Experienced providers assess each facility and offer services tailored to its environment. In Virginia, this includes janitorial/office cleaning, deep carpet care, window washing and construction cleanup.
Security‑cleared and green cleaning – Sensitive facilities, such as government buildings or data centers, require background‑checked personnel and strict protocols. Secure cleaning services include clearance requirements, controlled access and documentation. Green cleaning uses environmentally friendly products and practices that improve indoor air quality and meet sustainability goals.
On‑demand and specialty services – Outsourcing provides access to day porters, event cleanup, preventative maintenance (e.g., hard floor care, carpet extraction) and seasonal tasks like exterior power washing or snow removal.
Technology and innovation – National providers invest in advanced equipment and digital tools.
Regulatory compliance – Providers that follow GS‑42, LEED or CIMS‑GB standards ensure alignment with green cleaning regulations. They are also familiar with evolving EPA rules on hazardous waste, PFAS reporting and emissions, helping facilities maintain compliance and avoid penalties.
Reduced liability – Outsourcing snow removal significantly reduces slip‑and‑fall incidents, which can cost $50,000 to $55,000 per claim. Consolidated contracts and 24/7 services minimize risk and ensure rapid response to emergencies.
Many businesses delegate cleaning duties to employees whose primary job is not cleaning or rely on minimal tasks such as emptying bins and vacuuming. This leads to missed high‑touch surfaces where germs proliferate. Carpets and furniture that appear clean can harbor allergens and bacteria if not deep‑cleaned.
Poor cleaning habits hurt employee health and morale, increasing absenteeism and decreasing productivity. Customers and tenants notice clutter and dust, damaging the organization’s reputation.
Attempts to save money by cutting corners or using the wrong products often result in higher long‑term costs due to equipment damage, shorter asset lifespans and health‑related disruptions.
By contrast, professional cleaning companies have trained teams, appropriate products and equipment, and can create customized schedules to address problem areas without disrupting business.
Summer is prime time for exterior and deep cleaning – Longer daylight hours and lower foot traffic allow for flexible scheduling and faster drying of pressure‑washed surfaces. Warm weather also enables the application of protective sealants.
Preventing mildew and corrosion – Coastal Virginia summers foster mildew and algae growth on siding, concrete and shaded areas. If not removed, these organisms cause premature paint failure and structural damage. Salt air accelerates corrosion on metal, concrete and even glass surfaces.
Budget planning – Many organizations operate on fiscal years starting July 1. Outsourcing now allows facility managers to forecast maintenance costs more accurately and avoid unexpected spikes later in the year.
Conduct a cleaning audit – Assess current janitorial procedures, high‑touch areas, equipment and supply costs. Identify gaps in coverage, compliance requirements and health outcomes.
Develop a detailed request for proposals (RFP) – Define scope, frequency, special requirements (e.g., secure or green cleaning) and desired certifications. Wilburn Company recommends ensuring contracts clearly outline services, schedules, compliance standards and communication protocols.
Evaluate potential partners – Look for providers with:
Experience in your industry (office, industrial, healthcare, government, REIT property).
Security clearances and background checks if needed.
Certifications like GS‑42 or CIMS‑GB and a demonstrated commitment to green cleaning.
Flexible scheduling and the ability to scale services during peak periods.
Transparent pricing models and clear metrics for quality assurance.
Leverage summer for exterior projects – Schedule power washing, window cleaning and sidewalk maintenance during July–August to prevent long‑term damage.
Communicate with staff – Explain how outsourced cleaning will improve health, reduce distractions and allow employees to focus on core tasks. Provide a point of contact for issues and feedback.
Monitor performance – Require regular reports and inspections. Strong contracts should include inspection processes, service metrics and escalation procedures for resolving issues.
Outsourcing janitorial services is more than a cost‑cutting measure—it is a strategic decision that improves facility health, reduces liability and ensures regulatory compliance. Evidence from multiple sources shows that professional cleaning companies help Virginia facility managers lower staffing and equipment costs, improve indoor air quality, enhance employee productivity and protect building materials. With summer presenting ideal conditions for deep cleaning and many organizations preparing budgets for the next fiscal year, July 2025 is an opportune moment to explore outsourced janitorial partnerships.
At Office Pride, we have been dedicated for over 30 years to living out a unique set of core values from the top of our company down to every employee. We have an authentic company-wide culture that allows us to attract and retain great employees who take pride in the quality of their work and have a focus on serving others.