At CleanManager, we develop software for the cleaning industry and work daily to make work processes more efficient. We also keep up with industry developments and test new technologies that could complement our own software. That’s why we decided to implement a cleaning robot in our office to assess whether it could reduce the workload for our cleaning staff and optimise daily operations.
In this article, we share our experiences, the benefits we observed, and the challenges we encountered along the way. We also provide practical recommendations for anyone considering investing in a cleaning robot.
Why Did We Choose a Cleaning Robot?
Our main objectives for testing a cleaning robot were:
Can we achieve more frequent cleaning without adding extra work hours?
- Can a cleaning robot contribute to a cleaner office environment without additional staff time?
Can we reduce the physical strain of daily vacuuming and free up time for quality control and other important tasks?
- Can we reduce the workload for staff and allow them to focus on other duties?
How can robotics add value for our clients?
- When new technology enters the market, it can be difficult to determine whether it actually makes a difference—both in daily operations and in terms of cost-effectiveness. That’s why we test new solutions ourselves, to better understand what works and what challenges may arise.
We wanted to see how a cleaning robot could be practically integrated into a cleaning schedule and whether it would make a tangible difference in our office environment.
How We Implemented a Cleaning Robot in Our Company
Using a cleaning robot isn’t as simple as pressing “start” — a successful implementation requires a thorough testing period. First, we had to determine how the robot could integrate work alongside existing cleaning routines, and avoid disrupting employees during the workday.
During the initial phase, we faced several challenges, including route planning. We had to define fixed navigation patterns to ensure smooth operation. At one point, a door that wasn’t programmed into the robot’s map was opened, causing it to drive into the courtyard because it didn’t recognise the boundary.
Additionally, the robot required ongoing maintenance, such as cleaning and emptying the dust container. Initially, we had to adjust the robot’s schedule to minimise disruption to employees. We programmed it to run while staff were in scheduled meetings, allowing it to clean workspaces freely.
1. Mapping Cleaning Routines: We assessed how the robot could fit into daily operations.
2. Adapting the Environment: We defined fixed routes and ensured doors remained open to optimise navigation.
3. Testing and Adjustment: We made continuous refinements to ensure optimal cleaning.
4. Maintenance: We established regular routines for emptying the dust container and cleaning the brushes.
Pros and Cons: Our Experience with the Cleaning Robot
Implementing a cleaning robot has brought us several benefits. It ensures more frequent cleaning, as it vacuums regularly without adding extra work hours. At the same time, it has relieved our staff from a physically demanding task. Additionally, we noticed a more consistent cleaning quality, as the cleaning robot vacuums in a uniform manner compared to manual cleaning.
However, the implementation has not been without challenges. Our office consists of many rooms and doors, making it difficult for the robot to navigate optimally, especially when doors were closed. To address this, we mapped out fixed routes and ensured that the relevant doors remained open during cleaning. We also made sure to prepare the office for the robot by checking for loose cables that it could get tangled in and removing any obstacles in doorways.
Another challenge was noise. While the robot is relatively quiet, it could still be a distraction for employees in our open-plan office. To minimise this issue, we scheduled its operation outside peak working hours, ensuring that cleaning took place without affecting productivity. By adapting the robot’s usage to our work environment, we achieved a better balance between technology and practical usability.
One major advantage is that robots can take over the most physically demanding cleaning tasks. They don’t take sick days, providing greater stability in cleaning schedules and potentially reducing workplace injuries. In the long run, they can also contribute to a better working environment, reduced wear and tear on equipment, and an overall higher cleaning standard.
Protecting Office Interiors
Unlike traditional vacuum cleaners, which can bump into walls and cause scratches on furniture, a cleaning robot moves more gently through the space, reducing the risk of damage to office interiors. Additionally, they lessen the physical strain on employees, as they no longer need to carry out heavy, repetitive vacuuming.
Another benefit is the cleaning robot’s rotating brush and suction power, which allow it to lift dirt more effectively from carpets compared to manual vacuuming. This means carpets experience less wear and tear than with traditional cleaning, where foot traffic and manual vacuuming can wear down the fibres more quickly. As a result, the cleaning robot not only provides a deeper clean but also helps extend the lifespan of flooring.
Advantages:
More frequent cleaning – The robot ensured regular vacuuming without adding extra work hours.
Reduced staff workload – Less time spent on routine cleaning allowed employees to focus on other tasks.
Consistent quality: The robot cleaned evenly without missing areas.
Challenges and Solutions:
Many rooms and doors – The robot struggled to navigate efficiently when doors were closed.
Solution: Plan fixed routes and ensure relevant doors remain open.
Requires planning – Without a structured plan, the robot could end up vacuuming the same areas multiple times or skipping sections.
Solution: Implement a set routine for emptying and maintenance.
Noise disturbances – While the robot is relatively quiet, it can still be distracting in open office spaces.
Solution: Schedule operation outside peak working hours.
Cost Analysis and ROI: Is the Investment Worth It?
Before investing in a cleaning robot, you should carefully consider the financial aspects. While an investment in robotic technology may seem costly upfront in the short term, over time, it can lead to significant savings in both labour hours and maintenance costs. Here are some key factors to consider:
- Purchase price – A one-time investment in a cleaning robot, which varies depending on the model. The model we tested costs approximately GBP 2,800
- Operating costs – Includes expenses such as replacement brushes (which need to be changed annually) and electricity consumption. For the model we tested, a set of brushes costs approximately GBP 23,00 , and the robot uses an average of 110 to 150 kilowatts per day if operated for one hour daily.
- Time saved per week – The number of hours saved on manual vacuuming.
- Expected ROI – The investment is expected to pay for itself within X months. This is calculated by dividing net benefits by costs.
- Payback period – The time it takes for the investment to break even.
At the end of this article, we’ve provided a guide on how to calculate your annual savings and ongoing costs.
For a smaller cleaning company, where employees spend a significant amount of time on routine vacuuming, a cleaning robot can quickly free up time for other tasks. Employees can then focus on other responsibilities, while the robot takes over the physically demanding work—potentially reducing sick days among cleaning staff.
Conclusion: Is a Cleaning Robot the Right Solution for You?
The short answer: It depends on your needs and environment.
Our experience shows that a cleaning robot can be a valuable addition to a cleaning routine, but it doesn’t work optimally in every setting. It has provided us with more frequent cleaning, a consistent cleaning standard, and reduced strain on staff. However, we’ve also learned that successful implementation requires careful planning. Without the right setup, there’s a risk that the robot won’t reach its full potential—or might even cause more trouble than it saves.
When Is It a Good Solution?
A cleaning robot is particularly effective if:
- Your premises have large, open areas where the robot can move freely without too many obstacles.
- You are willing to invest time in setup and maintenance, including route planning and regular upkeep.
- You want to offer clients extra cleaning at no additional cost, creating a competitive advantage.
- You are experiencing labour shortages. The robot doesn’t replace staff but assists with physically demanding tasks like vacuuming. This can reduce sick days, improve the work environment, and make your business more appealing to technology-oriented job seekers.
A cleaning robot can be a valuable solution for many businesses, but it’s essential to assess your specific needs and environment before investing. It performs best in well-structured spaces where its workflow can be optimised.
If the robot is only needed once every 14 days, the investment may not be worthwhile. However, if daily cleaning is required, it’s worth evaluating current costs and the time spent on manual cleaning.
For companies willing to invest time in implementation and maintenance, a cleaning robot can be an effective way to ensure a more systematic and regular cleaning process.
Our Recommendations for Cleaning Companies
If you are considering a cleaning robot, you should take the following into account:
- Expect a learning period – Set aside time to train staff responsible for maintaining the robot, and be prepared for an optimisation phase as you integrate it into your workflow.
- Integrate it into an overall plan – A robot alone is not enough. It should complement your existing cleaning routines to provide real value.
- Assess time savings – Evaluate how much time and cost the robot actually saves you.
- Consider your premises – Think about whether your premises are suitable. If you have many small rooms and doorways, additional planning will be required to maximise its effectiveness.
- See it as a supplement – The robot does not replace employees but supports them. Plan its implementation to fit smoothly into your work routines.
- Consider your customer base – Do you have cleaning clients who could benefit from extra cleaning as part of your service? The robot may enable you to offer more frequent cleaning without significant additional costs, which could enhance client retention and give you a competitive edge in acquiring new clients.
- Seek expert advice – Before investing, it may be beneficial to consult an industry expert or an independent professional to assess whether a cleaning robot is the right solution for your needs and facilities.
Ready to Try It Yourself?
Our experience with a cleaning robot shows that technology can be a valuable asset—but only with the right setup and a well-planned implementation.
For cleaning companies looking to automate part of their daily operations, a cleaning robot can be a worthwhile investment—provided you are prepared to work with the technology rather than expecting it to handle everything on its own.
Integrating cleaning robots can also help your company attract a new type of employee, making your business more appealing to applicants with an interest in technology. Many industry experts highlight that automation is playing an increasingly important role in the cleaning sector. To maintain a competitive edge, acting in time can be an advantage, but the right solution depends on your company’s needs, client base, and areas of operation.
A gradual implementation can make it easier to integrate the technology and ensure it delivers real value without unnecessary risks.
Is a cleaning robot relevant for your business? Consider your needs and test the technology in practice — just as we have.
How Much Can You Reduce Costs by Investing in a Cleaning Robot?
To help you determine whether a floor-cleaning robot is a cost-effective investment for your business, here’s a guide to the key factors: initial investment costs, ongoing expenses, potential savings, and return on investment (ROI). This allows you to evaluate the financial impact yourself” could be an alternative.
- Investment Costs:
- Robot Purchase Cost – Covers the cost of acquiring the cleaning robot, which varies depending on the brand and model.
- Installation and Training – Includes all costs related to training and setting up employees who will be working with the robot.
- Software and Maintenance – Covers any subscription fees for software updates and ongoing maintenance.
2. Ongoing Operating Costs
- Energy Consumption and Consumables: Includes daily electricity usage and any consumables such as cleaning agents.
- Repairs and Maintenance: Accounts for any unforeseen service and repair costs.
3. Savings
- Reduction in working hours: The calculation shows how many working hours are saved when a cleaning robot takes over floor cleaning, based on the wages of the employee who previously performed the task.
- Example: If cleaning takes 4 hours per day, the employee’s wage is £12 per hour (the average for cleaning staff in England), and there are 5 cleaning days per week, the savings would be:
4 hours × £12/hour × 5 days/week × 52 weeks/year = £12,480 per year
- Example: If cleaning takes 4 hours per day, the employee’s wage is £12 per hour (the average for cleaning staff in England), and there are 5 cleaning days per week, the savings would be:
- Increased Productivity: A cleaning robot can operate without disrupting business activities, allowing staff to be reassigned to other tasks.
4. Return on Investment (ROI)
ROI is calculated by dividing the net benefits by the total costs:
4. Payback Period
To determine how long it takes for the investment to pay for itself, the following calculation is used:
While a cleaning robot can be an exciting step towards automation, it is not the only way to enhance efficiency through technology. If your company is not yet ready for robotic solutions, there are other digital tools available to streamline daily operations.
With CleanManager, you can automate scheduling, documentation, and quality control, taking the first step towards a smarter and more digital cleaning business. Our all-in-one solution helps structure administrative tasks, allowing you to make better use of your time.
