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Monitoring & Quality Control - The Clean Space Data-Led Approach

At The Clean Space, our ‘out-of-the-box’ thinking and industry expertise blend to deliver exceptional cleaning results. Our data-led quality control isn’t just a system – it’s the foundation of our unashamedly high standards.

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More Than Just Cleaning – A Partnership in Excellence

Industry Knowledge & Innovation

Our unique team structure brings together deep cleaning expertise with fresh perspectives from other sectors, ensuring we’re always pushing boundaries.

Bespoke Solutions

We understand that one size doesn’t fit all. Our quality systems are tailored to your company’s unique needs.

Senior-Level Engagement

Our leadership team is hands-on, reviewing contract performance weekly, so you know you’re getting top-level attention.

Proactive Management

We don’t wait for problems to arise. Our data-driven approach allows us to anticipate issues and take corrective action before they impact your business.

Our 7-Step Data-Led Quality Assurance Framework

The Clean Space’s commitment to exceptional quality is built on a proven 7-step process. We begin with a thorough site audit to understand your unique needs, followed by the development of customised cleaning plans. Real-time monitoring, regular inspections, and a client feedback loop ensure continuous improvement. We leverage data analysis to gain insights and provide transparent reporting, while ongoing training empowers our team to deliver outstanding results.

Step 1: Setting the Standard - 'What Good Looks Like'

At The Clean Space, we believe in clarity from the outset. We provide a bespoke specification document with visual representations and photographs, establishing a clear benchmark for “what good looks like.” This guide empowers our cleaning teams with precise expectations, fostering a culture of excellence from day one.

We complement this with a continuous training program that reinforces these standards. Monthly training tasks, tracked within the i-Auditor app, ensure that every operative understands best practices. This training encompasses not only cleaning techniques but also company values, professional presentation, and effective communication.

This comprehensive approach fosters a sense of pride and professionalism within our teams. We view our cleaners as ambassadors for our clients, ensuring they are well-presented and equipped to interact positively with everyone on-site. This investment in our people translates directly into exceptional service and market-leading staff retention.

 

Our success at the Architectural School of Architecture exemplifies this approach. By using visual imagery to communicate standards, we facilitated quick understanding within a large and diverse cleaning team. This resulted in consistently high audit scores, a testament to the effectiveness of setting clear expectations from the start.

 

Step 2: Clear and Consistent Measurement - Operational KPIs

At The Clean Space, we believe in quantifiable results. Our data-led approach incorporates a combination of operational Key Performance Indicators (KPIs) and strategic Service Level Agreements (SLAs) to ensure we not only meet but exceed your expectations.

Our operational KPIs measure the day-to-day impact of our service against the agreed-upon specifications. These KPIs are dynamic, adapting to your evolving needs and industry trends. For example, during the pandemic, we incorporated enhanced sanitisation measures into our KPIs to address specific health and safety concerns.

We understand that transparency is key. Your dedicated Contract Manager will provide a monthly service report reviewing these KPIs, ensuring you’re always informed about the performance of our services. This commitment to clear and consistent measurement allows us to proactively address any areas for improvement and consistently deliver a high-quality cleaning experience.

Step 3: A Proven Quality Management Process: The Clean Space Purple Process

At The Clean Space, we don’t settle for ‘good enough’. Our unique Purple Process is a testament to our commitment to exceeding expectations. Going beyond traditional quality ratings, we strive for an exemplary ‘Purple Rating’ across all aspects of your cleaning service.

The Purple Process is a comprehensive quality control system that encompasses routine auditing, scoring, and proactive planning. It’s designed to ensure that our Contract Managers, Supervisors, and Operatives consistently deliver exceptional results. We incentivise our Contract Managers based on service excellence, fostering a culture of accountability and continuous improvement at every level.

This approach sets us apart from our competitors. By aiming for ‘purple’ in all areas, we guarantee a quality assurance programme that prioritises excellence. The Purple Process ensures that we’re not just meeting your cleaning needs; we’re consistently exceeding them, providing you with peace of mind and a truly exceptional cleaning experience.

 

Weekly Operative Monitoring:

Our dedicated contract managers conduct regular site visits to assess the performance of your cleaning team, ensuring they meet our rigorous standards.

Weekly Site Audits:

Our supervisors perform thorough audits using iAuditor, a cutting-edge digital platform, providing real-time access to audit results and ensuring transparency.

Monthly Formal Meetings:

We hold monthly meetings to review performance, address any concerns, and implement proactive solutions, ensuring continuous improvement.

Standards Improvement Plan:

Any site scoring below our "Amber" standard receives immediate attention from our Operations Director. We'll work closely with you to implement a tailored improvement plan and achieve exceptional results.

Operative Improvement Plan:

We invest in our team's development. Any cleaner requiring additional support receives a personalized improvement plan to ensure they consistently deliver the Purple Promise level of service.

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Step 4: Proactive Intervention - Managing Performance, Good and Bad

We conduct weekly RAG reviews to track individual performance, identify training needs, and celebrate successes. Our commitment to fairness and transparency means that under performance is addressed promptly and constructively. We believe in giving everyone a chance to improve, but we also hold our team accountable to the high standards we set for ourselves.

Right Seat, Wrong Person?

Our unique ‘Right Seat, Wrong Person’ assessment tool helps us ensure we have the right people in the right roles. By evaluating an individual’s understanding of their job, engagement level, and capacity to perform, we can identify opportunities for growth or make necessary adjustments to optimise team performance.

 

TUPE management

We also understand the challenges of TUPE transfers and are committed to providing clarity and support to new team members. Regardless of tenure, everyone is managed based on their output and held to the same high standards. We aim to demonstrate that The Clean Space is an ethical company that cares about its employees while also maintaining a focus on exceptional results.

 

Recognition

We also believe in celebrating achievements. From personal thank-you videos to cash rewards and ‘Star of the Season’ programmes, we recognise and appreciate the hard work of our team. This positive reinforcement fosters a culture of pride and motivation, contributing to exceptional service and market-leading staff retention.

 

Step 5: Market-Leading Performance Measurement - iAuditor - Market-Leading Electronic Reporting

At The Clean Space, we use iAuditor, a cutting-edge quality assurance tool, to ensure transparency and continuous improvement. This user-friendly app digitises checklists and audits, providing real-time data and reporting. It empowers our team to conduct routine checks, manage tasks efficiently, and record detailed quality assessments.

Both our team and your facilities management team have access to a live, cloud-based dashboard that visually displays quality standards, scheduled tasks, and supporting evidence. Regular inspections and audits feed into an analytics package, accessible to key stakeholders, ensuring complete transparency.

Our success at the Architectural Association School of Architecture demonstrates the power of iAuditor. By actively reviewing our audits, we proactively address areas for improvement, leading to enhanced service quality and increased business.

Step 6: Data Systems - TimeMoto Biometric T&A

At The Clean Space, we ensure transparency and accountability with TimeMoto, our biometric time and attendance system. This advanced tool provides real-time tracking of operative attendance and shift hours, giving you complete visibility into our service delivery.

By utilising fingerprint scans, we eliminate inefficiencies and ensure accurate timekeeping. This benefits both you and our team: you’re only billed for hours worked, and our operatives receive prompt and accurate payments. The system also alerts us to any absences, allowing for swift action and minimal disruption to your cleaning services.

TimeMoto’s success at The Cirrus Academies showcases its effectiveness in eliminating payroll queries and streamlining team management. The data integrates seamlessly with our iAuditor reports, providing a comprehensive overview of attendance and performance. At The Architectural Association School of Architecture, TimeMoto significantly reduced missed cleans, eliminated payroll queries, and improved overall standards. This powerful tool empowers us to deliver a reliable, efficient, and transparent cleaning service, every time.

Step 7: Regular and Thorough Oversight: Senior Management Ownership

At The Clean Space, we believe in leading from the front. Our Senior Management team takes ownership of quality control, internal processes, and support systems, ensuring a seamless and successful partnership with your management team. We’ve listened to our clients and evolved our management structure to be more efficient and responsive. By flattening traditional hierarchies, we’ve empowered our Contract Managers to make swift decisions and enact change directly on-site. This streamlined approach eliminates long escalation chains and ensures that performance issues are addressed promptly and effectively.

Your dedicated Contract Manager has a direct line to executive management, giving them the authority and autonomy to implement necessary improvements. This means you’ll benefit from regular visits by senior decision-makers who are focused on your satisfaction and committed to delivering exceptional results. Our proactive and empowered management approach fosters a dynamic and responsive environment. We’re dedicated to providing you with a cleaning service that consistently exceeds expectations, and our senior-level involvement is a testament to that commitment.

Charlie Mowat - CEO & Founder

  • Leader of Innovation – present at the Annual Review of A company
  • Values and Culture – Responsible for our company vision 
  • Thanks & Reward – Letters and videos to staff and client

Stefano Cabras - Managing Director

  • Business Process – All business processes that we will run at A company are overseen by Stefano
  • Project Zero – Leader of the initiative 
  • Oversight of and day-to-day business. Reports include:  Operations, HR, Sales and Marketing, HSQE
  • Weekly company performance reporting (internal)

Richard Cowley - Operations Director

  • Contract Manager management
  • Strategic relationships, including quarterly meetings with A company.
  • Customer service point of escalation
  • H&S Management (IOSH and NEBOSH)
  • Governance and compliance
  • Continuous improvement through ‘plan, do, review’ cycle

Mayur Patel - Finance Manager

  • Part of mobilisation team – setting up our invoicing arrangements to suit you
  • Provision of monthly financial MI for review meetings with A company.

Wesley Smith - Sales & Marketing Director

  • Wes will attend meetings to links with our CSR programme – for instance outreach events with our client The Old Vic Theatre. 
  • Wes is responsible for monitoring industry trends and innovations that would offer value to A company.
  • Responsible for company news to the wider public and employees
  • Head of Marketing our key clients – Produce case study of A company
Meet Our Team

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Call Us On: 0870 423 3559

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The Clean Space has been delivering high-quality, value-for-money commercial cleaning services with an unwavering commitment to ethics since 2003. We are one agile and ambitious team united by a common mission and shared values.

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The Clean Space is a trading name of Standard Office Cleaning (UK) Ltd, 1 Bethwin Road, Camberwell, London, SE5 0SN. Company registered in England and Wales, Registration No. 04746094. VAT Registration No. GB 810 8645 37.