“To mitigate the risk of accidents and claims, janitorial services clients should focus on prevention – through adherence with regulatory standards and a safety-first company culture – and on protecting the business from liability claims by carrying comprehensive specialty insurance.”
– Michael Finati, PropanePro Program Manager
Every brick-and-mortar business needs janitorial services to clean and maintain its spaces. The return to office and a newfound focus on sanitation have created additional demand for janitorial services, and the industry is expected to grow steadily through 2029 when it’s forecast to hit $95 billion in annual revenue.
As janitorial services clients look to capitalize on the return to office trend and consequent uptick in demand, janitorial risk mitigation policies and strategies can help protect their growing businesses. In this piece, we’ll review some advanced janitorial insurance insights, share broker tips for janitorial client protection, discuss the importance of federal and state regulations, and explore how MaintenancePro’s tailored janitorial services insurance is ideal for commercial and residential cleaners.
Advanced Risk Mitigation Tips for Janitorial Services Companies
Homes and businesses rely on janitorial services professionals to help keep their spaces safe and clean while cleaning and maintenance businesses often rely on insurance brokers to help keep their businesses safe and secure. Maximizing janitorial client safety comes down to minimizing risks. As a broker, you can help the janitorial services businesses you work with by sharing these 5 advanced risk mitigation tips.
1) Promote a safety-first culture
Common claims for janitorial services businesses include slips and falls, vehicle accidents, and exposure to harmful chemicals. In many cases, a safety-first culture can prevent these accidents from happening in the first place. To promote a safety-first culture, janitorial services businesses should have an employee handbook with clear safety practices, provide personal protective equipment to all employees, and train staff on safety protocols. In addition, businesses should conduct periodic safety audits and investigate any on-the-job incidents.
2) Schedule and prepare in advance to prevent potential claims
Preparation is one of the keys to preventing injuries, accidents, and insurance claims. Janitorial services businesses can work more efficiently and potentially reduce claims risks by preparing spaces in advance. Preparing spaces for cleaning and maintenance involves a little bit of planning but can help prevent injuries and damage to property. To prepare spaces for cleaning and maintenance, janitorial services companies should conduct a risk assessment of the space, communicate clearly with clients and employees about the schedule and the work that will be done, and inspect equipment and supplies ahead of time.
3) Create written emergency procedures
The importance of written emergency procedures can’t be overstated. In an emergency, emotions can lead people to make dangerous mistakes, but having written emergency procedures – and training employees on them – can guide employees on how to keep themselves and others out of harm’s way and avoid or mitigate the risk of property damage.
4) Use labels and maintain comprehensive documentation
Communication and documentation are some of the best ways janitorial services companies can mitigate risk. Preventing a costly liability claim from a slip or fall can be as simple as using signs to indicate a wet floor. Clearly labeling chemical products can help reduce the likelihood of chemical exposure. Documenting any issues or incidents can help improve safety and emergency procedures, in addition to minimizing or reducing liability risks.
5) Leverage technology
Technology can benefit every organization, and while janitorial services businesses still rely heavily on manual effort, technology can optimize human efficiency and operations. Cleaning and maintenance companies can use technology to assist with scheduling; maintaining digital records, notes, and inspection histories; quality assurance and customer satisfaction; and even chemical mixing.
The Importance of Regulatory Compliance
Complying with industry regulations is imperative for any janitorial services business. Failing to comply with these laws can cost companies tens of dollars in fines per violation. In addition, these laws are designed to protect employees and third parties, which means following them can help prevent accidents and costly claims. Janitorial services businesses should familiarize themselves with the Occupational Safety and Health Administration (OSHA) guidelines, as well as any state laws. OSHA regulations for the cleaning industry include standards on equipment, hazardous materials, personal protective equipment, electrical systems, ventilation, and more.
Though federal regulations don’t require janitorial services businesses to carry insurance, every state besides Texas requires businesses to carry workers’ compensation. In some states (or municipalities), janitorial services businesses may be required to carry liability insurance, and in all states except New Hampshire, companies must carry commercial insurance for all business-owned vehicles.
While adhering to federal, state, and local regulations is important, these guidelines are just a starting point for protecting janitorial services businesses. These laws aim to maximize safety and minimize risk, but they aren’t built to protect the financial interests of companies.
How Proper Maintenance and Safety Procedures Prevent Accidents and Claims
Proper maintenance and safety procedures can help prevent or mitigate property damage, worker injury and workers’ compensation claims, liability claims, and other missteps that can put a business in financial distress. Here are two hypothetical examples that demonstrate the power of prevention.
Scenario 1: Super Shine Commercial Cleaners specializes in cleaning windows on high-rise buildings. Before beginning the day’s work, Super Shine’s manager uses a safety and maintenance checklist to ensure the area is safe and that all equipment is functioning properly. After completing the safety check of the area, the manager notices one of the scaffolding lifelines is improperly anchored. The manager quickly secures the lifeline to an appropriate anchor and documents the incident. In addition to keeping the window washers safe, the manager’s use of a daily safety and maintenance check prevented a potential OSHA violation and kept the crew on track to finish the day’s work quickly and efficiently.
Scenario 2: Midas Maintenance requires each of its employees to attend a training on the company’s safety guidelines and emergency procedures. One day, while working in an office building, an employee notices one of the chemical cleaners is mislabeled. Though the label says it’s a relatively mild cleaner, the employee knows from their safety training that it’s a highly corrosive acid that requires proper dilution. The employee reports the incident, relabels the chemical, and helps the company avoid the potential fallout of property damage or worker injury that might have been caused by using the undiluted acid cleaner.
MaintenancePro Provides the Customized Coverage Your Clients Need
Though avoiding accidents and claims altogether is the best way to protect a business, even the best safety and maintenance practices can’t guarantee employees won’t make mistakes. Whether it’s insuring an autonomous scrubber, covering the cost of a chemical spill cleanup, or providing required workers’ compensation coverage, MaintenancePro provides the customized janitorial services insurance residential and commercial cleaners need. As a broker, your clients depend on you to provide them with access to the tailored solutions that give them the control, customized options, and coverage they need.
Submit your accounts online today or speak with a MaintenancePro expert.
Don’t forget to download our risk mitigation checklist to share with your janitorial clients!
MaintenancePro Risk Mitigation Checklist
