Three Systems that Every Cleaning Business Owner Needs

Systems every cleaning business needs

Imagine you walked away from your business for a week or two. What if your workload doubled overnight? What if a key staff member decided to leave your company? Would your cleaning business be able to continue to run smoothly in either scenario? If you answer any of these with a definitive no, then you likely do not have the necessary fail-safes in place to prevent a disaster. Running a successful business requires certain systems, so it runs flawlessly. Here are three systems that every cleaning business owner needs. 

Customer Service Systems

There are two major customer service systems any cleaning business should have in place to ensure a well-functioning business. They include:

A script for answering phones. How your staff responds to phone calls is crucial. This is usually the way current and potential clients will interact with your company. Clients need a way to get in touch with your business, and you want those answering the phones not only to sound professional but to have the answers they need at their fingertips. A good script will include a greeting, a list of answers to FAQs, and suggested wording if an unexpected question pops up.

Guide for quotes. Make sure that those you have answering the phone have a working knowledge of your pricing structure. Having a “cheat sheet” available will be ideal. Our estimating software can help with this.

Bookkeeping Systems

Bookkeeping is likely your least favorite task, but it’s an important one. It’s even more critical if you are away. Here are three key areas to focus on: 

Payroll. Make sure procedures are in place for processing payroll if you are absent. Also, ensure there is a chain of command in place that handles this task. 

Accounts receivable. Payments are the lifeblood of any business. Make sure you have staff designated to accept and deposit payments. Don’t reinvent the wheel, however. Research and invest in a good accounting software program to help!

Accounts payable. Just as important as accounts receivable, you do not want to fall behind on your payments. When there’s a change in who handles paying the bills, there may be some hiccups. Make sure this role is defined and trained. 

Marketing Systems

If you or your marketing person are out for an extended time, the worst thing that can happen is for your marketing strategy to be put on hold.

Make sure systems for advertising are clear and scheduled in advance. 

This also applies to social media posting and any email campaigns you may be expecting to occur.

By putting these three key systems in place, you can rest assured that your cleaning business will not miss a beat. In addition, a well-documented system will also take some of the burden off of you as owner. To learn more about our services and how we can help your cleaning business, visit us at