Staffing Strategies that Meet Cleaning Needs

By David Green, Founder and CEO of Rediscover Clean

In the cleaning industry, maintaining labor efficiency while meeting quality standards is a balancing act. From luxury hotels to hospitals, staffing shortages have become a reality that many organizations must navigate. One solution that has gained momentum is agency staffing.  

When used strategically, agency staff can bridge workforce gaps, reduce operational stress, and maintain consistent service. However, success depends on how these temporary team members are integrated into the operation. 

Here’s a practical approach to making agency staffing work. 

1. Start With Clear Benchmarks 

Before onboarding agency staff, it’s essential to establish clear performance metrics. This includes labor productivity, quality inspection scores, and guest or patient satisfaction feedback. Benchmarks act as a roadmap for both in-house and agency teams. 

For example, if the goal is 16 rooms per day for hotel room attendants or 28,000 square feet of floor care in a hospital, ensure those targets are clearly communicated. By setting measurable expectations upfront, leaders will create alignment between agency resources and operational requirements. 

Pro tip: Share these benchmarks with the staffing agency. The best agencies will collaborate to find candidates whose experiences match the operational needs. 

2. Prioritize Orientation and Training 

One of the most common mistakes in utilizing agency staffing is skipping proper onboarding. Temporary workers are often expected to “figure it out,” which will often lead to mistakes, rework, and frustration for everyone. 

Treat agency staff onboarding with the same level of importance as permanent hires. This includes: 
- Property or facility orientation: Layout, safety protocols, and security requirements. 
- Tools and chemicals training: Ensure proper use of equipment and cleaning agents. 
- Quality standards review: Demonstrate what “done right” looks like. 
- Introductions: Make sure they know who to go to with questions or concerns.  

Even a brief structured orientation can dramatically improve performance and minimize turnover among agency workers. 

3. Create a Hybrid Model 

Agency staff should complement — not replace — the core team. Consider using a hybrid staffing model where agency workers handle consistent, repeatable tasks, while the in-house team focuses on specialized or guest-facing functions. 

For instance: 
- Hotels: Agency staff can handle cleaning corridors, while the internal team manages guest room cleaning. 
- Hospitals: Agency staff cover public areas and non-critical zones, while internal staff remain assigned to patient care areas. 

This approach maintains service excellence in critical spaces while leveraging agency labor to cover volume. 

4. Use Data to Right-Size the Staffing 

Agency staffing shouldn’t be a reactive solution; it should be part of a well-calculated labor plan. Analyze historical data — such as seasonal occupancy or patient census trends — to predict labor peaks and proactively schedule agency support. 

A data-driven approach prevents overstaffing (and unnecessary expense) while ensuring coverage during high-demand periods. Many leading staffing agencies provide analytics to help forecast needs, which can significantly reduce last-minute hiring scrambles. 

5. Engage and Motivate Agency Staff 

While agency staff may not be permanent employees, their performance directly impacts cleaning results. Treat them as part of the team by recognizing outstanding performance, providing clear feedback, and including them in brief team huddles. 

When temporary workers feel valued and supported, they are more likely to meet — and exceed — expectations. Engagement also improves retention, which reduces the learning curve and keeps the labor force stable. 

6. Audit and Validate Performance 

Agency staffing is not “set it and forget it.” Build in regular validation steps to ensure quality standards are met. This can include: 
- Scheduled inspections of agency-staffed areas. 
- Performance scorecards for both individuals and agencies. 
- Ongoing meetings with agency account managers to review results. 

When performance gaps occur, address them early. Work collaboratively with the agency to retrain, replace, or reassign staff as needed. A strong partnership with the agency ensures managers are not just filling positions, but filling them with the right people. 

7. Select the Right Agency Partner 

Not all staffing agencies are created equal. Look for partners who: 
- Specialize in environmental services or hospitality. 
- Provide onboarding support and training resources. 
- Offer retention incentives for their workers. 
- Share performance data and are open to regular reviews. 

An agency that prioritizes quality as much as quantity will help managers avoid the revolving-door effect of constantly retraining new hires. 

8. Leverage Technology 

Technology is reshaping the way cleaning operations are managed — and agency staffing is no exception. Modern platforms can track labor utilization, monitor performance in real-time, and even automate scheduling to optimize agency support. 

By integrating these tools, leaders gain visibility and control over both in-house and agency labor, reducing waste while boosting efficiency. 

Agency staffing is not a one-size-fits-all solution, but when applied strategically, it can be a powerful tool for meeting labor demands without sacrificing quality. Beyond filling immediate gaps, it can also help reduce costs in several ways. This can lower recruitment expenses (e.g., online job posting fees and recruiter time), reduce workers’ compensation liability, and save on healthcare benefits. 

By setting clear benchmarks, training effectively, and treating agency staff as valued contributors, cleaning leaders can turn temporary help into a long-term advantage. In a labor market where flexibility is key, the organizations that master the smart use of agency staffing will be the ones who consistently deliver exceptional service — no matter what challenges come their way. 

David Green is the Founder and CEO of Rediscover Clean, a consulting and leadership development company focused on luxury hotel housekeeping, healthcare EVS, and operational performance improvement. With nearly 40 years of experience in hospitality and healthcare operations, David has led teams for organizations including Cleveland Clinic and The Ritz-Carlton Hotel Company.

David specializes in leadership development, workforce engagement, operational assessments, labor optimization, sustainability initiatives, and service excellence strategies for hospitals, hotels, and facility service organizations. Through Rediscover Clean and the Yer A Rockstar Leadership Academy, he works closely with frontline leaders and executive teams to create practical systems that improve quality, accountability, employee engagement, and operational consistency.

Known for his “Leading with Kindness is the New Cool” philosophy and his Kindness Metric Driven Leadership approach, David combines operational expertise with entertaining and engaging teaching methods designed specifically for frontline service industries. He is a frequent speaker on topics including leadership, employee engagement, cleaning for health, sustainability, and operational efficiency. David is also a contributing industry writer for Cleanlink as well as other publications and podcast host who enjoys blending leadership development with music, storytelling, and real-world operational experience. 

Follow David on LinkedIn here.