A new cleaning contract is more than a handover. It sets the tone for how the partnership will operate day to day and how well services will perform in the months ahead.

Mobilisation brings together people, processes and systems to deliver a seamless transition. When done well, it prevents disruption, builds trust and ensures that standards are met from the first day of service.

According to the British Institute of Cleaning Science (BICSc), clear planning and communication during mobilisation directly improve long-term contract performance and client satisfaction.

Key stages of a successful mobilisation

Pre-start planning

Preparation begins before the official start date. The cleaning provider should review the existing contract, identify service gaps and establish a mobilisation plan that defines timelines, deliverables and communication protocols.

Typical pre-start tasks include:

• Reviewing current cleaning schedules and risk assessments

• Conducting site surveys to understand layout and traffic patterns

• Establishing health and safety documentation

• Creating asset and consumable inventories

• Scheduling staff inductions and client meetings

This stage is also where mobilisation leads are appointed. Their role is to coordinate communication between operational teams, the client and suppliers.

Staff transfer and onboarding

Many office cleaning contracts involve TUPE transfers where existing cleaning staff move to the new provider. Ensuring this process is handled with respect, care and transparency builds trust early.

A structured onboarding plan should include:

• Welcome meetings and introductions to the new management team

• Verification of training and right-to-work documentation

• Issue of uniforms, ID and access passes

• Overview of expectations, schedules and reporting tools

As discussed in our blog ‘How to Protect Lone Workers in Retail Environments’, people are at the heart of service delivery. Engaging operatives early helps create a motivated and informed workforce from day one.

Equipment and materials

Mobilisation provides an opportunity to review the effectiveness and sustainability of existing cleaning equipment. New machinery and materials should be introduced gradually to avoid disruption and allow for proper training.

Recommended actions:

• Replace outdated equipment with low-energy alternatives

• Introduce refillable cleaning systems and sustainable consumables

• Set up storage areas with clear segregation for chemicals and waste

• Calibrate equipment to meet manufacturer specifications

Working with responsible suppliers supports long-term sustainability targets and ensures continuity of stock and quality.

Health and safety compliance

Every new contract must comply with UK Health and Safety Regulations, including the Health and Safety at Work Act 1974 and COSHH 2002.

During mobilisation, the cleaning provider should ensure:

• Site-specific risk assessments are completed

• Safe systems of work are documented and briefed

• Emergency and first aid procedures are in place

• Fire evacuation routes are understood by all staff

Digital compliance platforms, such as MyCompliance or Facility Apps, help record and track safety data, creating transparency for clients and auditors.

Communication and reporting

Clear communication is one of the most important success factors in mobilisation. Establishing reporting lines, frequency of updates and escalation procedures ensures accountability from the start.

Tools like Facility Apps allow both clients and contractors to access live updates and performance dashboards. For facility managers, this visibility supports confident decision-making and early intervention where needed.

Our blog ‘How can Real-time Reporting aid Facilities Managers?’ explores this technology further and shows how digital reporting strengthens contract performance.

Common mobilisation challenges

Even well-planned transitions face challenges. Recognising them early ensures quick resolution.

• Access and security: Ensure key cards, fobs and alarm codes are issued before start date.

• Staff integration: Support team morale with early engagement and consistent supervision.

• Training gaps: Provide refresher training on new systems or chemicals.

• Logistical delays: Confirm supplier deliveries and waste removal arrangements in advance.

• Data transfer: Ensure digital records are migrated securely and accurately.

Each challenge should be logged, assigned and reviewed during the first client progress meeting.

The role of sustainability in mobilisation

Sustainability is now a key part of contract mobilisation, not an afterthought. Clients increasingly expect cleaning providers to demonstrate measurable environmental performance from the outset.

This can include:

• Introducing chemical-free cleaning systems

• Sourcing uniforms and consumables from certified ethical suppliers

• Reducing vehicle emissions through route planning

• Implementing recycling systems for packaging and waste

At DOC Cleaning, these principles are part of our Beyond Cleaning strategy, which ensures every mobilisation contributes to environmental and social responsibility goals.

 

Collaboration between client and contractor

A smooth mobilisation depends on collaboration. Both parties should share information openly, provide timely approvals and maintain clear communication channels.

The first 12 weeks are particularly important. This is when relationships are built, service standards are defined and expectations are aligned.

A good cleaning partner will be proactive, flexible and transparent, ensuring the client feels supported throughout the transition.

Why choose a specialist cleaning partner

Mobilising an office cleaning contract requires skill, structure and clear communication. A specialist partner will have the experience and resources to manage each phase confidently.

With over five decades of experience mobilising complex sites across London and the UK, our service combines hands-on leadership with strong operational support. From TUPE onboarding to sustainability planning, every detail is managed with care and precision.

Get in touch

If you’re planning to start a new office cleaning contract, our team can help make the process seamless. We’ll ensure your service is mobilised efficiently, safely and in line with your operational goals.

Contact us today to learn how we can support your next transition.