How to Develop a Commercial Maintenance Plan

The purpose of a floor care maintenance plan is to maintain a high-level of appearance at all times, rather than only after infrequent restorative cleaning. Regular, on-going maintenance keeps the floor looking its best, contributes to better indoor air quality, and prolongs the life of the floor, ensuring it won’t need to be replaced prematurely.


Determine Cleaning Frequency According to Traffic Flow


Your floor care maintenance plan should be built around traffic flow within the facility. Areas that receive heavier traffic, such as hallways and common entrances, will need more frequent cleaning than areas with less traffic, such as private offices and cubicles.

To accurately determine traffic and cleaning frequency, it is recommended that you start with a detailed floor plan of the facility and use a color-coded system to identify each area.



Sample Maintenance Plan


In the sample floor plan shown here, traffic levels are indicated by different colors, which makes it easy to determine which areas need more attention than others.

The final floor care maintenance plan for this facility may look something like this:


Yellow/Light Traffic
Private offices, cubicles

Carpet:

  • Vacuum: 1–2 Times Weekly
  • Encapsulation Cleaning: Semi-annual (every 6 months) or as needed
  • Deep cleaning: Every six months

Hard Floors:

  • Dust mop: 1–2 times weekly
  • Wet mop: Every two weeks to every month
  • Hot Water Extraction: Annual

Green/Moderate Traffic
Shared offices, conference rooms, classrooms

Carpet:

  • Vacuum: Daily
  • Encapsulation Cleaning: Quarterly or as needed
  • Hot Water Extraction: Semi-annual (every 6 months)

Hard Floors:

  • Dust mop: Daily
  • Wet mop: Every week
  • Hot Water Extraction: Quarterly

Blue/Heavy Traffic
Common areas, elevators, main hallways, break rooms

Carpet:

  • Vacuum: Daily
  • Encapsulation Cleaning: Monthly
  • Hot Water Extraction: Quarterly

Hard Floors:

  • Dust mop: Daily
  • Wet mop: Daily
  • Hot Water Extraction: Monthly

Red/Extra Heavy Traffic
Common entrances, cafeterias

Carpet:

  • Vacuum: Daily
  • Encapsulation Cleaning: Weekly or as needed
  • Hot Water Extraction: Monthly

Hard Floors:

  • Dust mop: Daily
  • Wet mop: Daily
  • Hot Water Extraction: Daily or Weekly




Components of a Successful Maintenance Program

There are three types of cleaning that work together to provide a full maintenance plan that is efficient, cost effective, and designed to increase the useful lifespan of your carpets.

DAILY MAINTENANCE

Vacuuming/Dust Mopping: Carpets should be vacuumed and hard floors dust mopped on a regular basis to remove dirt, dust, hair, food crumbs, and other soiling. Vacuuming and dust mopping should be performed daily in moderate and heavy traffic areas and weekly in light traffic areas.

Spot Removal: Food and liquid spills should be cleaned within 24 hours. Spills that are left untreated for extended periods become more difficult to remove, or they could cause permanent damage to both carpet and hard floors..

INTERIM MAINTENANCE

For carpet cleaning, low-moisture encapsulation systems enable the carpet’s appearance to be improved and returned to service in a short amount of time. Depending on the level of traffic, encapsulation cleaning should be performed weekly, monthly, or quarterly.

For hard floors, wet mopping or cleaning with an auto scrubber or floor machine should be performed periodically to rejuvenate the floor's appearance and remove sticky, stubborn soiling. This should be performed daily, weekly, or monthly, depending on the level of traffic in the facility.

RESTORATIVE MAINTENANCE

For commercial carpet, interim maintenance can be performed 1–4 times before a restorative deep cleaning through hot water extraction is required. Hot water extraction is the most effective way to remove deeply embedded dirt and soiling and achieve the desired results. Depending on the traffic level, hot water extraction may need to be performed monthly, quarterly, semi-annually, or once per year.

For hard floors, a deep cleaning or refinishing of the floor should be performed when interim maintenance methods no longer produce the desired look. When floors become more difficult to clean (e.g., it takes more and more scrubbing to remove heel marks), it's a good indicator that a deep restorative cleaning or refinishing should be done. Depending on the traffic level, this process should be performed monthly, quarterly, semi-annually, or once per year.




Shaw Approved Products

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  1. EZ Spot® Portable Spotting Extractor with Heat

    The EZ Spot Portable Spotting Extractor is ideal for spot removal or quick touch-ups between regular carpet cleanings in homes or offices. Plus, this model includes a 600-watt heater to really help you power through tough spots. If you perform auto detailing, this is a must-have tool!

    • Ideal for carpet spot removal or quick touch-ups
    • 55-PSI pump
    • Powerful 600-watt heater heats water up to 200°F
    • 3-gallon solution and recovery tanks
    • 16-foot vacuum and solution hoses
    $651.43
  2. EZ Spot® Portable Spotting Extractor

    The EZ Spot Portable Spotting Extractor is ideal for spot removal in homes, offices, schools, commercial buildings, and automobiles. This compact carpet cleaning machine is great for pet stains, spills and quick touch-ups.

    • Lightweight mini-extractor
    • Ideal for quick touch-ups and spot removal
    • 55-PSI pump
    • 3-gallon solution and recovery tanks
    • 8-foot vacuum and solution hoses
    $484.47
  3. Professional Carpet Spotting Kit

    Easily remove 98% of the spots typically encountered by professional cleaners or in-house cleaning staffs with no prior training required! This kit includes all the professional spotters you need plus a spotting brush, eye droppers, pH paper, and a handy color-coded chart in both English and Spanish!

    • Remove even mystery stains with ease
    • No experience or training needed
    • Everything you need in one convenient package
    • Color-coded spotting chart included
    • Instructions in English and Spanish
    $218.13
  4. Matrix® Professional Spotting Kit, Low VOC, California Compliant

    With the Matrix Professional Spotting Kit, you can easily remove 98% of the spots typically encountered by professional cleaners or in-house cleaning staffs. No training or previous experience required! This kit is compliant with California regulations.

    • California-compliant
    • Remove even mystery stains with ease
    • No experience or training needed
    • Everything you need in one convenient package
    • Color-coded spotting chart included
    • Instructions in English and Spanish
    $199.32
  5. ProTeam 1500XP HEPA Upright Vacuum

    ProForce 1500XP HEPA is a powerful, lightweight upright vacuum designed specifically to provide exceptional cleaning. Comes with on-board tools and ProTeam's "3/3/3/3" Warranty.

    • FREE SHIPPING!
    • 15-inch cleaning path
    • CRI seal of approval
    • Dual-motor system
    • 3.25-quart dust capacity with HEPA filtration
    $426.75
  6. Shaw TOTALCARE® Carpet Brush Kit with Carpet Stain & Soil Remover

    When used in conjunction with TOTALCARE® Carpet STAIN & SOIL Remover, the TOTALCARE® Carpet Brush will remove a variety of stains and soiling from carpet and rugs in between cleanings. This handy touch-up tool is perfect for treating occasional spots and stains wherever they may occur.

    • Superior soil, particle & pet hair lifting capability
    • Two brush settings
    • Retractable handle for easy storage
    • Roller wheels provide the perfect agitation angle
    • Kit includes Carpet Brush and Shaw TOTALCARE® Carpet STAIN & SOIL Remover
    $39.99
  7. Shaw TOTALCARE® STAIN & SOIL Remover Concentrate
    TOTALCARE STAIN & SOIL Remover tackles the toughest soils and stains, even old “set-in” stains release and flush away. It can be used as a pre-spray/extraction cleaner, an interim product for the encapsulation process, or a spot cleaner.
    • Provides protection against recurring spots
    • Effective on both water- and oil-based spots
    • pH: 7.0–8.0
    • CRI and WoodSafe® approved
    • Variable dilutions

    Starting at: $50.26

  8. Shaw TOTALCARE® Hard Surfaces Flooring Cleaner Concentrate

    Shaw TOTALCARE® Hard Surfaces Flooring Cleaner combines specially selected surfactants with Shaw’s unique fluorocarbon anti-resoiling chemistry. Dirt, scuffs, and grease are removed and a protective treatment is left behind to help floors stay cleaner longer.

    • Removes dirt, grease, and scuffs
    • Protective treatment keeps floors cleaner longer
    • pH: 7.0–8.0
    • Leaves no sticky residues
    • Variable dilutions

    Starting at: $70.22

  9. Shaw TOTALCARE® "Green" Hard Surfaces Flooring Cleaner Concentrate

    TOTALCARE “Green” Hard Surfaces Flooring Cleaner removes dirt, scuffs, and grease from a variety of hard floors and leaves a protective treatment behind to help floors stay cleaner longer. This product has been approved by the US EPA for its DfE Design for the Environment program.

    • Cleans dirt, grease, and scuff marks from hard floors
    • DfE Design for the Environment approved
    • pH: 7.5–8.5
    • No need to rinse; leaves no sticky residue
    • Variable dilutions

    Starting at: $39.48

  10. Shaw TOTALCARE® Carpet Safe HEAVY DUTY SPOTTER

    This heavy-duty spot remover reaches deep down into carpet fibers to lift and suspend grease, glue, adhesive residues, and other hard-to-remove sticky soils—even chewing gum! It leaves behind a non-sticky protective treatment that keeps fibers looking cleaner longer!

    • Removes difficult greasy/oily residues
    • Infused with protective treatment for a long-lasting clean
    • pH: 7.0–8.0
    • Carpet & Rug Institute (CRI) and WoolSafe® approved
    • Ready to use

    Starting at: $9.46

  11. Bone Spatula

    No carpet care professional can afford to be without this 4.5" x 3/4" spatula that features smooth, round edges for optimal gunk removal. This essential tool is particularly effective when dealing with tough gum removal problems.

    • Smooth and round edges for easy gum removal
    • Perfect for working spotting solution into carpet
    • A must-have for every carpet cleaner
    $8.11
  12. Prochem ProCaps Encapsulation Machine Deluxe

    This deluxe version of the ProCaps Encapsulation Machine offers the added benefit of a built-in onboard spraying system with a 50-PSI spray jet for faster, easier cleaning performance and productivity.

    • Deluxe model features onboard spraying system
    • Cleans and freshens carpet surfaces with less effort
    • Low moisture encapsulation cleaning process
    • Streamlined, compact design for congested areas
    • 17-inch cleaning path
    $2,570.00
  13. Prochem ProCaps Encapsulation Machine

    The ProCaps is a low moisture encapsulation carpet cleaning machine that removes soil quickly while improving overall carpet appearance. The ProCaps scrubs in the cleaning solution, which encapsulates the soil into micro-crystals that won't attract soil.

    • Clean and freshen carpet surfaces with less effort
    • Low moisture encapsulation cleaning process
    • Streamlined, compact design for congested areas
    • Brushes clean both sides of carpet nap
    • 17-inch cleaning path
    $1,960.00
  14. Pro's Choice Dirt Chaser
    Pro's Choice Dirt Chaser is an enzyme-based pre-spray/booster that breaks up both soils and proteins from synthetic fibers. Its unique chemistry makes it resistant to both pH and temperature extremes.
    • Effectively breaks down soils
    • Great as a prespray or booster
    • pH: 10
    • Safe for stain-resistant carpet
    • Dilute 4 ounces per gallon of water

    Starting at: $35.93

  15. Grandi Groom Carpet Rake

    Use the Grandi Groom to agitate pre-sprays with ease, allowing the chemical to reach soils and dissolve them prior to extraction. It's also great for grooming carpet after cleaning to promote a better appearance and faster drying.

    • Ideal for agitating pre-sprays into carpet
    • Excellent for working protector into carpet fibers
    • 18-inch-wide head
    • Complete with 54-inch handle and head
    $23.68
  16. Grandi Groom Carpet Brush

    The Grandi Groom Carpet Brush features a single row of nylon fibers that have been designed specifically to give maximum penetration on commercial-grade level and multi-loop carpets.

    • Designed to give maximum penetration on commercial-grade carpet
    • Like the Grandi Groom but with nylon brush bristles
    • 18-inch-wide head
    • Includes a handle
    $36.92
  17. Nylon Spotting Brush

    This 10-inch-long spotting brush features short, stiff white nylon bristles that stand up well against daily tamping and brushing activities. Use this brush for agitating spotting solutions for thorough cleaning performance.

    • Ideal for use on tough spots
    • Stiff nylon bristles maximize your results
    • 10 inches long
    $11.09
  18. Pro's Choice Professional Stain Removal Kit

    The Pro's Choice Professional Stain Removal Kit contains everything you need to remove hundreds of stains. Contains Red Relief, Stain Magic, Pro Solve Gel, Power Gel, Rust Away, and Pro Solve Liquid, along with spotting tools, instruction booklet, and an insulated carrying case.

    • Complete kit to handle all spotting needs
    • Kit contains six spotters
    • Stain guide helps you through spotting process
    • Spotting tools included
    $137.50
  19. Nobles EX-SC-1020 Deep Cleaning Carpet Extractor

    Get excellent cleaning results with the self-contained EX-SC-1020 extractor preferred by contractors for terrific features like pull-back operation, heavy-duty brush motor, and a powerful extraction system.

    • 100 PSI pump
    • 10-gallon solution and 14.5-gallon recovery tank
    • Walk-behind, self-contained extractor
    • 136 inches of water lift
    • Sleek design, reliable performance
    $3,258.00
  20. Prochem Axiom Clean Free Rinse

    Biodegradable, phosphate free and VOC compliant, this power product tackles tough residential and commercial jobs with superior results. It works on both carpet and upholstery, and it meets Green Seal and EPA DfE program guidelines.

    • Great on both commercial and residential jobs
    • Biodegradable, phosphate free and VOC compliant
    • pH: 4.3–4.8 (concentrate), 8.0–8.8 RTU
    • Safe for stain-resistant carpet and wool
    • Dilute 2–6 ounces per gallon of water

    Starting at: $23.95

  21. Prochem Axiom Clean Pre-Spray

    Prochem Axiom Clean Pre-Spray banishes oil- and grease-based soils from carpets and rugs without leaving a health-compromising residue.

    • Banishes oil- and grease-based stains from traffic lanes
    • Leaves no health-compromising residue
    • pH: 8.0–8.8
    • Safe for stain-resistant carpet
    • Dilute 4 ounces per gallon of water

    Starting at: $36.93

  22. Prochem All Fiber Rinse

    Discover the secret to maximum clean, minimum residue carpet! Prochem All Fiber Rinse rinses out soil and cleaning residues far better than water alone. Its formula incorporates a safe, organic acid that neutralizes alkalinity and removes detergent residues, leaving carpet fibers looking clean, bright, and soft.

    • Use as an after-spray or rinse agent
    • Rinses residues and helps prevent browning
    • pH: 4.0–4.5
    • Safe for stain-resistant carpet
    • Variable dilutions

    Starting at: $21.00

  23. Prochem Ultrapac Trafficlean

    Prochem Ultrapac Trafficlean is a super-concentrated traffic lane cleaner that tackles everything from the grimiest commercial restaurant and auto repair soil to low traffic residential areas.

    • Super-concentrated TLC blasts through grime
    • Residue-free formula
    • pH: 9.5–9.8
    • Safe for stain-resistant carpet
    • Dilute 4–6 ounces per gallon of water

    Starting at: $41.74

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