Case Study
Supporting a Seamless Transition to a New Office Space
From fluffing pillows to cleaning HiBob’s super loos!
Industry: HR Technology / Corporate Offices
Services Provided: Professional Cleaning Services & Facilities Maintenance Support
Overview
HiBob is a fast-growing HR technology company known for its modern workplace culture and people-first approach. As part of their expansion, HiBob relocated to a new, larger office at Space House, a contemporary commercial building designed to support collaboration, innovation and employee wellbeing.
Challenges
Office relocation, high employee occupancy, hygienic workplace environment, establishing a strong foundation for ongoing facilities maintenance requirements.
Problem Statement
HiBob faced several challenges related to cleanliness, workplace hygiene, and facilities management during their relocation to Space House.
1. Office Relocation
Moving into a newly fitted-out office created the need for a post-move clean to ensure the space was fully prepared for employees and visitors.
2. High Employee Occupancy
With teams returning to a shared office environment, high daily occupancy led to increased wear, foot traffic and demand on communal areas such as meeting rooms, kitchens and breakout spaces.
3. Hygienic Workplace Environment
Maintaining a consistently clean and hygienic workspace was essential to support employee wellbeing. This included the installation and servicing of sanitary units, ensuring washroom facilities met modern hygiene
standards and employee expectations.
4. Establishing a strong foundation for ongoing facilities maintenance requirements
Alongside daily cleaning, HiBob needed to implement monthly Planned Preventative Maintenance actions which started off with EET testing over 700+ appliances aswell as servicing the fire extinguishers! Our FM technician holds recognised certifications in EET testing and Legionella L8 water hygiene, ensuring full regulatory compliance.
Solution Provided
Our cleaning service implemented a tailored cleaning plan to address HiBob’s specific needs:
1. Daily Cleaning Services
- Implemented daily cleaning of workspaces, meeting rooms, kitchens and high-traffic communal areas to maintain a clean and professional environment.
2. Workplace Hygiene Services
- Installed and serviced sanitary units across washroom facilities.
- Maintained washroom cleanliness and consumables using office-safe, non-toxic products to support employee wellbeing.
3. Planned Preventative Maintenance (PPM)
- Introduced a structured monthly PPM programme.
- Completed EET testing of 700+ appliances and fire extinguisher servicing to ensure compliance and workplace safety.
4. Dedicated Team & Communication
- Provided a trained, dedicated cleaning and facilities team.
- Maintained regular communication and reporting to ensure consistent service delivery and continuous improvement.
- A dedicated account manager assigned to the site, with on-site attendance one to two times per week.
Fun Fact!
HiBob has integrated the BuzzzTech app to enhance facilities management at Space House.
The app gives our team real-time insights and alerts from sensors throughout the office. Using this technology, we can monitor facility usage patterns (including peak times for toilets and other shared areas). The BuzzzTech app also provides instant feedback and alerts, so issues like supply shortages or hygiene concerns can be flagged and resolved quickly, improving workplace experience for everyone.
Implementation
Phase 1: Site Assessment & Service Planning
Conducted a detailed assessment of Space House to understand HiBob’s cleaning, hygiene and facilities management requirements, including occupancy levels, communal areas and compliance needs. The UFM Director developed a tailored daily cleaning schedule and PPM plan.
Phase 2: Service Mobilisation
Deployed a dedicated cleaning and FM team, implemented daily cleaning across office and communal spaces, and introduced workplace hygiene services. Completed initial compliance activities, including EET testing of 700+ appliances and fire extinguisher servicing.
Phase 3: Ongoing Management & Review
Provided continuous service delivery with regular monitoring, reporting and communication. A follow-up operations meeting was attended by UFM Director was held after the first month of service to review performance and gather feedback.
Results
1. Improved Workplace Experience
- Employees reported a noticeable improvement in overall cleanliness and presentation within the first month of service.
- Communal areas such as kitchens, meeting rooms and breakout spaces were consistently well maintained, supporting a positive office experience.
2. Health, Hygiene, Safety & Compliance
- Improved hygiene standards across washrooms and shared spaces, supporting employee wellbeing.
- Full compliance achieved for EET testing (700+ appliances) and fire safety servicing, reducing health and safety risk.
- A proactive pest control programme was implemented to protect the workplace environment and prevent potential infestations.
3. Operational Efficiency
- HiBob teams were able to focus on core business activities, with cleaning, pest control and facilities maintenance managed by a single, dedicated provider.
- Consistent service delivery reduced reactive issues and internal oversight.
4. Strong Foundation for Ongoing Facilities Management
- Established a structured PPM programme, including compliance, hygiene and pest control services.
The cleaning service has been a game-changer for our gym. Our members are happier, and our facility has never looked better. The cleaning team is professional, reliable, and truly understands the unique needs of a gym environment.
Gym in Watford
