A Professional Guide for Property Managers & Building Owners
Presented by Sam Hughes of Reliable Floor Care
Introduction
As a property manager or building owner, you have the professional knowledge that flooring represents one of the largest capital investments in your commercial building. When the flooring is properly maintained, your carpeting and hard surfaces will maintain their appearance and functionality for many years. However, several common mistakes will significantly reduce the lifespan, increase long-term costs, and create negative impressions for tenants and visitors.
These common mistakes highlight the seven most expensive mistakes I have observed over our years of serving commercial properties with practical solutions to help you avoid these costly errors.
Mistake #1: Inconsistent Maintenance Schedules
The Problem
Many properties operate on reactive cleaning schedules, waiting until carpets show visible soiling before calling professional cleaning. By this point, soil has already penetrated deep into carpet fibers, causing abrasion that permanently damages fibers and backing.
The Cost
The reactive approach typically reduces carpet lifespan by 30-50%. For a 10,000 sq. ft. area with commercial-grade carpet (replacement cost $15-20/sqft), premature replacement can create an unnecessary $150,000-$200,000 expense every 7-9 years rather than 10-15 years and a lot more hassle for you and the tenants.
The Solution
Implement a proactive Service Agreement with a maintenance schedule based on traffic patterns:
- High-traffic areas: Professional cleaning every 3-6 months
- Medium-traffic areas: Every 6 months
- Low-traffic areas: Every 12 months
A scheduled maintenance program removes soil before it causes permanent damage, extending carpet life significantly while maintaining a consistently professional appearance.
Customer Example
It is always difficult to measure Team Member work satisfaction or to know if a tenant would have leased the space if the carpets and floors were cleaned. Working with the majority of commercial property managers in the area, those that invest in keeping the floor cleaned have easily kept a higher occupancy rate and Employees tend to be happier at work.
Mistake #2: Using Improper Cleaning Methods
The Problem
Not all cleaning methods are appropriate for all flooring types. We regularly see damage from:
- Using harsh or high pH chemicals on sensitive materials and carpeting
- Applying excessive moisture to carpeting
- Using inappropriate equipment for specific flooring types (i.e. rotary machines on carpet)
- Commercial cleaning companies lacking expertise often employ subpar methods, such as using incorrect chemicals or inadequate or incorrect equipment
The Cost
Improper cleaning accelerates wear by as much as 70%, creates stubborn residue problems, and can void manufacturer warranties—often the most expensive consequence.
The Solution
- Match cleaning methods to specific flooring materials
- Use appropriate equipment calibrated for each surface
- Follow manufacturer recommendations to maintain warranty coverage
- Employ certified technicians familiar with advanced cleaning systems for different flooring types
Customer Example – $160,000 mistake
Last year I went into a retirement home that just 3 years prior had brand new carpeting installed by a professional company. In discussions with the building manager, an eager maintenance technician took it upon himself to “clean” the carpeting. However, he used the wrong carpet cleaning solution and the wrong equipment that left the carpets cleaned, but did not effectively remove the solution in the carpeting and left a lot of extra water. Within 18 months, the carpet squares on every corner were peeling up causing the warranty to be voided and a full replacement – 7300 sqft. That was a $160,000 mistake
Mistake #3: Neglecting High-Traffic Areas
The Problem
High-traffic zones like entryways, elevator lobbies, and main corridors often receive the same maintenance frequency as less-traveled areas. These zones can accumulate more soil in one week than other areas do in months.
The Cost
Accelerated wear in these critical areas often necessitates premature replacement of entire flooring sections for visual consistency, creating significant unnecessary expense.
The Solution
- Implement zone-based maintenance where high-traffic areas receive more frequent attention
- Install appropriate matting systems at entrances to capture up to 80% of incoming soil
- Consider supplemental maintenance of critical areas between full cleanings
- Track and document wear patterns to optimize maintenance schedules
Customer Example – All or none
I had a customer in a medical building that had significant traffic into one suite on the first floor. We proposed cleaning that area quarterly, but the client insisted that it “looked clean” and chose to only clean once a year. Four years later, there was a very visible path from the front entrance to the suite. Since there was no easy way to just replace those tiles and no attic stock available, the owner had to replace the entire first floor.
In similar buildings with similar traffic, we have had success in keeping the carpeting looking good for 10+ years before replacement.
Mistake #4: Delaying Stain Treatment
The Problem
When spills occur, many properties delay treatment until the next scheduled cleaning. However, many substances permanently bond to fibers within 24-48 hours, becoming resistant to even professional treatment.
The Cost
Permanent staining not only creates poor impressions but often necessitates replacement of carpet tiles or sections that could have been easily preserved with prompt action.
The Solution
- Develop a rapid response protocol for treating spills within hours, not days (Our custom developed Spot & Blot™ is a great option)
- Train maintenance staff on proper spot treatment techniques for common substances
- Maintain a supply of appropriate spotting agents for quick response
- Document a clear process for requesting emergency stain treatment services
Customer Example – Eye Sore
I had a customer in a dental office that had a small child spill their juice in a prominent place in the waiting area. That client just had their carpets cleaned two weeks prior (not by us) and didn’t have another cleaning scheduled for 6 months. As you might imagine, the juice spot became the black spider spot on the floor for another 5 months and was a significant eye sore.
Our clients with a service agreement get discounted or included spot cleanings as part of our service to you PLUS a bottle of our Spot & Blot™ for scenarios just like that.
Mistake #5: Overlooking Preventative Measures
The Problem
Many properties focus exclusively on cleaning rather than implementing preventative systems that reduce soil entry and distribution throughout the building.
The Cost
Buildings without proper preventative systems typically require cleaning 2-3 times more frequently, with significantly higher replacement costs over time.
The Solution
- Install properly designed entrance matting systems (15-20 feet minimum)
- Implement chair mats in areas with rolling chairs and use rubber wheels
- Use walk-off mats at entries from parking areas or construction zones
- Consider protective treatments for high-risk areas (i.e. Carpet Protector)
The ROI on preventative measures typically exceeds 300% over a 3-year period.
Customer Example – Penny-Wise & Dollar-Foolish
A small manufacturing center with a mixed-use space wisely installed a high grade walk-off mat system near each door going into the manufacturing center. With quarterly cleanings of those areas and all the high traffic areas, the carpeting stays clean and still looks in great shape after 7 years
Mistake #6: Hiring Based on Price Alone
The Problem
Many properties select maintenance vendors based solely on the lowest bid, without consideration for techniques used, quality of equipment, or technician certification.
The Cost
Low-cost providers often use inferior equipment, untrained technicians, ineffective chemicals, and shortcuts that leave damaging residue in carpeting and grout. This approach typically doubles long-term costs through reduced flooring lifespan and more frequent required servicing.
The Solution
When evaluating service providers, consider:
- Reputation of the Service Provider in the Community
- Experience in creating and implementing Service plans
- Equipment quality and capability
- Specific processes used, not just end results
- Documented results with similar properties
- Customer Service and customer reviews
Customer Example – Low-cost Service provider
I have story after story where a client hired the lowest cost service provider to clean the carpeting and eventually regretted their decision. Sometimes getting the carpets to look clean is the easy part, but to get the carpets to stay clean and not damage the carpeting in the long-term requires a professional carpet cleaning company that has the knowledge and ability to know the whole process.
Mistake #7: Reactive vs. Proactive Approach
The Problem
Many properties operate in perpetual “emergency mode,” responding to flooring issues only after they become visible problems to tenants or visitors. This approach misses the opportunity to address small issues before they require costly intervention.
The Cost
Reactive management typically increases lifetime flooring costs by 40-60% through emergency service premiums, accelerated deterioration, and tenant dissatisfaction.
The Solution
- Implement regular professional inspections of all flooring assets
- Develop a comprehensive flooring maintenance plan with clear schedules
- Budget appropriately for preventative maintenance
- Document all cleaning activities to identify emerging patterns
- Train staff to identify early warning signs requiring attention
Customer Example – Focus on Your Strength
John Maxwell is known for saying in his book, The 21 Irrefutable Laws of Leadership, “Focus on your strength, manage your weaknesses”. When you engage Reliable Floor Care to keep your floors clean, we remind you and keep that task in our priority list so you can focus on the more important jobs.
Conclusion: The Financial Impact of Proper Maintenance
Properties that implement comprehensive maintenance programs typically experience:
- 30-50% longer flooring lifespan
- 15-25% reduction in annual maintenance costs
- Higher tenant satisfaction scores
- Fewer emergency service calls
- Improved indoor air quality
- Better impression on prospective tenants and visitors
Next Steps
We invite you to schedule a complimentary Flooring Assessment for your property. This assessment will provide:
- Documentation of current flooring condition
- Identification of specific risk areas
- Customized maintenance recommendations
- Potential cost savings analysis
Contact Reliable Floor Care at (262) 558-5000 or Experts@ReliableFloorCare.com to schedule your assessment.
This educational guide is presented as a professional courtesy by Sam Hughes of Reliable Floor Care. We specialize in commercial carpet cleaning, tile & grout restoration, VCT maintenance, and preventative flooring programs for all commercial properties.