The first step in proper maintenance is vacuuming. This is a must do step, no exceptions! When soil is left in your carpet it acts like sand paper every time someone walks over it. Over time that “sand paper” effect really uglies your carpet out. It makes the fibers look dull and dingy. For example: Take a clear piece of plastic. Choose the middle spot on the plastic and rub it with sand paper. The middle will be CLEAN but it will look dull. There will be no brightness to it. The same thing happens with carpet fibers. So make sure you or your janitorial crew is vacuuming on a regular basis. And when we say regular we mean DAILY. Yep, daily.
The second step is regular spot and spill pickup. Even if that is only blotting at spots and spilled liquids. You must NOT let those spots and spills stay in the carpet for long periods of time. The faster you get them out the better off the carpet will be. If you do not have a crew that knows general spotting techniques then you need to find one, learn it yourself, or put up with ugly looking carpet.
The third step is have the carpets cleaned on a regular basis. Commercial carpet is really not that much different than residential carpeting as far as the fiber goes, but there is one HUGE difference between commercial carpeting and most residential carpeting and that is the amount of soil in the carpet. In many commercial settings the soil load in the carpet, especially if regular vacuuming has not been done, can be enormous and that can lead to serious cleaning challenges. We have cleaned many commercial accounts where the carpet was filled up with soil from the base of the carpet to the tips of the fibers. When there is that much soil in a carpet it not only causes the carpet to look bad but can lead to premature wear, and that is not good for indoor air quality or your buildings budget. Carpet is expensive to replace. Maintaining it is much more cost effective.
That really depends on the traffic, how good your vacuuming program is, and how well spots and spills are being removed. In some commercial environments, carpet cleaning should be done every couple of weeks. In others it can be done every six months. It just really depends and is hard to say.
One thing that is important to understand is that it is ALWAYS a bad idea to wait for the carpets to look bad before you have them cleaned. Doing that is a big mistake. If you clean your carpets on a regular schedule, before they look bad, you will have a building that looks better and you will be extending the life of your carpet. And that is a good thing when you consider the cost of replacing all of that carpet in your office or business.