What Are Systems And Why Do I Need Them For My Cleaning Business

Steve Hanson

People get into the cleaning business for a variety of reasons, and most would argue that it's not rocket science so how hard can it be? And it's true – it's not rocket science. But no matter how simple a business might seem to be, it can fall apart quickly without systems in place to make sure things run smoothly.

If it's just “you” in the beginning, you quickly figure out how to get things done productively. And it works quite well at first. But as you grow and need to bring on staff, certain things start to unravel; staff not following the procedures you showed them, forgetting a piece of equipment at a client location, or forgetting to lock a door or turn off lights.

You could have avoided major headaches by having systems in place. Not only do you need systems, but all of your staff should know what they are and how to use them.

What is a system?  Systems are pre-set procedures and practices to follow to handle any number of situations. There are lots of situations to deal with in cleaning.  Some situations where you might need a SYSTEM include:

• how to handle the start up of a new account
• hiring procedures and recordkeeping
• training a new employee
• employee discipline
• handling customer complaints
• quality control procedures for each account
• maintenance of your equipment and company vehicles
• maintenance of your company records and files

You'll first need to find your problem areas and come up with procedures that will fix the problem. For instance; to avoid missing equipment or cleaning supplies, create a pre-made checklist of everything you need for a particular job. The staff assigned to that job is responsible for checking off items as they are loaded into the vehicle, and making sure all those items are returned to the shop when the job is over.

As you go through your problem areas, make sure that your new system gets the results you want, is easy to explain and duplicate, and understood by everyone -every time. Of course, there will be situations that you can be flexible, but having a system and sticking to it will keep things running smoothly. 

Here is a list of systems that you should create:

• Develop a step-by-step list of interviewing and hiring procedures.
• Create a New Employee Orientation Checklist.
• Develop a multi-step training program and follow up plan for every employee.
• Design a detailed plan to follow for the start up of any new account.
• Create a checklist for supplies and equipment necessary to bring to a new account.
• Create a form used to maintain important information about each account and make sure it is filled out and put into the client file.
• Create a checklist for supplies and equipment necessary for specialized cleaning jobs like carpet cleaning or stripping and waxing.
• If you use work orders, develop procedures for filling out the form and turning them in.

It takes time to look at a problem and come up with an effective series of steps that everyone can understand... and then follow. However, everyone benefits from having systems in place; your customers will get reliable service, your staff will be more competent and confident, and you will have less stress because your systems will help run your business.

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Steve Hanson helps owners of commercial cleaning companies build a more profitable and successful cleaning business through his online community at TheJanitorialStore.com. For more tips on owning a profitable cleaning business, watch the popular Web TV show CleaningBiz.tv and sign up for the newsletter, House Cleaning Profit Tips.