Building or facility managers are advised to take the following steps to keep their kitchen exhaust system in top operating condition:

Create an Annual Schedule	Create an inspection and maintenance schedule that includes appropriate weekly and monthly check lists for your staff. Schedule regular inspection and cleaning service dates.
Routine Inspection	Schedule regular inspections of your kitchen exhaust system. Install inspection access or inspection ports in your system to enable verification of work completed on hard-to-see areas.
Install Rooftop Grease Collection System	When using a rooftop grease and oil capture system: Change the system's oil absorbent pads each time you clean your exhaust system. Ensure that your rooftop system is functioning properly by checking for grease under the system.

Before hiring a kitchen exhaust cleaning service, do the following:

Schedule Conveniently	Make sure the contractor offers round-the-clock service so that cleaning can be done at your convenience without incurring overtime charges.
Conduct a Walk-Through	It's best to conduct a brief walking tour of the facility with the cleaning provider before your kitchen is serviced the first time. This ensures that cleaning personnel know what needs attention, where to post documentation, and the location of clean outs and other important system features. During the walk-through, determine where you can inspect the ductwork to ensure that cleaning has been performed properly.
Understand Confined Space Entry Regulations	Verify that your contractor knows confined space regulations and related permitting requirements, since confined space entry regulations are the only OSHA requirements that can penalize the customer as well as the contractor.
Convert Permit Required Space to Non-permit Required Space	Many kitchen ducts can be considered permit-required confined space, but often can be converted to non-permit spaces with little effort or expense. Doing so, where possible, greatly reduces the risk of injury and required documentation.
Seek Flexibility	The more knowledgeable your service provider is, the more flexible it can be. This enables the contractor to adjust easily to your changing needs while providing superior service.