A checklist before your first shift with a new agency

Confirm the booking details

Check the confirmation from the agency against what you asked for: the date, the start and finish times, the role, the number of workers and the address. Small mistakes are easy to fix the day before and hard to fix on the morning.

Make sure the confirmation includes the worker's name where possible. It helps the person on site recognise who is expected.

If anything has changed since you made the request, such as a different start time or an extra task, tell the agency now. Last-minute changes on the morning are the most common reason a first shift goes wrong.

• Date, times and role checked
• Address and number of workers checked
• Worker's name on the confirmation

Access, keys and sign-in

Decide how the worker gets in: which entrance, whether there is a buzzer or reception, and whether keys or a fob are needed. Tell the agency so the worker has the information before they set off.

Have the sign-in process ready, whether it is a book, a tablet or a security desk. A worker who can sign in quickly starts work sooner.

• Entrance and buzzer details shared
• Keys or fob ready if needed
• Sign-in process ready

Who meets the worker

Name the person who will meet the worker and make sure they know the time. If they are busy at the start of the shift, arrange a back-up.

A short welcome and walk-round on the first shift saves time on every shift after. Show the work area, the facilities and the person to ask for help.

• A named person to meet the worker
• A back-up if they are busy
• A short walk-round on arrival

Materials and equipment ready

Check that cleaning materials, equipment and any PPE are in place and easy to find. A worker who spends the first hour looking for a mop is a worker who cannot do the job.

If the worker should bring anything, such as safe footwear, make sure the agency has passed this on.

• Materials and equipment in place
• PPE ready
• What the worker should bring confirmed

The task list printed

Print a short task list for the shift, in the order you want the tasks done. Include any areas to avoid and any special instructions.

A printed list is easier to follow than verbal instructions, especially for someone new to the site.

Keep the task list realistic for the length of the shift. A list that cannot be finished leaves a new worker unsure what matters most, so mark the essential tasks and the ones that can wait.

• Tasks in order of priority
• Areas to avoid listed
• Special instructions included

Give feedback after the shift

After the first shift, tell the agency how it went. Mention what worked and anything that could be better, such as arriving earlier or following the checklist more closely.

If the worker did well, ask for them again. Continuity is one of the easiest ways to improve results with a new agency.

Keep your notes from the first shift for the next booking. What took longer than expected, which instructions were unclear and what the worker asked about all help you write a better request next time.

• Feedback to the agency after the shift
• Specific points to improve
• A request for the same worker if they did well

Questions

What should I check before the first shift with a new agency?

The booking details, access arrangements, who meets the worker, materials and a printed task list.

Should someone meet the worker on arrival?

Yes. A named person and a short walk-round make the first shift much smoother.

Why print a task list?

It gives a new worker a clear order of tasks and reduces reliance on verbal instructions.

When should I give feedback to the agency?

Soon after the first shift, while the details are fresh, with specific points on what worked and what could improve.

Related guides

• How to write a cleaning specification for your premises
• How to brief a temporary cleaner on their first shift
• Planning kitchen porter cover for busy weekends