Needing access into different areas of a home or business is something that will require some foresight and planning in most cases. Whilst sometimes you can just come and carry out cleaning services when the client or someone is there anyway, or they can easily allow access and leave you to it, in the majority of situations this isn’t the case, particularly when you’re carrying out cleaning at unusual times.
An example may be during the day in people’s homes, or when they are at work, or vice versa very early morning or early evening for business premises. Also, for longer-term instructions once trust has been established, this can also be the case.
So in terms of some practical pointers on how access can be arranged for cleaners, here are a few to bear in mind:
1. Work Out How Keys Are Collected & Kept
The classic way of course to gain access is via a set of keys, both for the main building but also any storage cupboards or out buildings.
One way is to arrange for a copy to be taken and issued to the cleaner, another is for a set to be manually collected and then dropped off somewhere afterwards.
Either way will involve some practicalities, namely arranging and paying for copies in the former, or time and say areas to park a vehicle if cleaners are collecting and dropping off keys.
2. Remember Non-Key Methods as Well
So this includes other forms of access for example via fobs and swipe cards, which allows access to various areas, particularly with higher security risks.
There can also be access codes, for both general digi-code access to doors and areas, but also for any security alarms and detection systems.
3. Know the Individuals Who Have Them
So although a general cleaning company may have the keys as part of an instruction, there will of course be a real person actually handling these, often the actual cleaner themselves.
Therefore make sure this is clear, they have a suitable background check to ensure they are in safe hands, and any main and emergency contact details from them and communicated.
4. Keep Everything Logged
As well as things working out in reality, keep everything logged, something that will be essential when things do go wrong and even authorities like the police and insurance companies need to delve into.
This involves a secure log of say the above access and security-alarm codes, a locked place for keys, and noting when and where people sign-out or sign-in.
5. Select the Right Storage
This is linked with the above issue of logging, and making sure the keys, fobs, and even logs of codes are nice and safe.
In addition to the risk of literally becoming lost or stolen, there are principles under Data Protection and managing how they are circulated and controlled.
Also, remember how they are transported and if they are say kept in a car or van, or on actual persons.
In a Safe Pair of Hands
There’s actually more to safe and successful access than what you think, and quite rightly this needs to be fully appreciated before any cleaner launches into everything.
Being pro-active will pay dividends, and going through these points right at the beginning of an instruction, and making sure they’re reviewed as and when required as well.