Top Ten Janitorial Business Systems!

A Janitorial Business Leader Manages Systems and Procedures!

The simple definition of Management is, “the act of managing something”. O.K., sounds simple, but exactly what is the “something” that you manage and how do you manage it? If you think it’s you personally managing your business, operations, employees and customers, etc., you’re partially right and completely wrong! Hear me “CANNOT” manage people, operations, payables, receivables, etc.., you can ONLY manage the “System and Procedures” that manages people, operations, payables, etc.!

Business 101 and every successful business franchise model will tell you that they have systems and procedures in place for everything! Look at McDonalds for example. If you eat a cheeseburger and fries in California and one in Georgia, it tastes exactly the same and all their worldwide customers get the same consistent experience. It’s not by chance I can promise you…, it’s because they have systems and procedures in place that cooks the fries exactly 7 minutes and the cheeseburger has the exact same meat size, amount of ketchup, mustard, onions, etc.

Every business type (that wants to thrive and grow) must have specific systems and procedures in place to provide consistent predictable results! When something goes wrong, which is inevitable in any business, the corrective action should be to look at what Systems and Procedures have failed and implement corrective action. There’s countless management books and expensive seminars (which are fine and helpful) on this topic. I could write whole chapters in detail about these systems, but let me just touch on my Top Ten free, time tested Systems and procedures that have served me well in 25 years in this great janitorial industry.

  1. ORGANIZATIONAL SYSTEMS! You must establish a personnel organization chart. From Owner, President, Managers, Supervisors, Team Leaders, general cleaners, etc. Take the time to write out a “Position Contract” for each position, defining responsibilities, duties and who they report to and who reports to them.
  2. HIRING SYSTEMS! You can have the best systems and procedures in the world, but they won’t work without the right people. Before hiring, don’t just rely on a good feeling. Have an initial checklist of initial interview questions i.e. “tell me how you solved a conflict at a previous job”, etc.., check references, do background checks, call former employers, etc. Get the “right people”!
  3. EMPLOYEE SYSTEMS! Telephone clockin sytems with caller ID to track showing up and hours in bldg, dress code, conduct code, call out procedures, time off request procedures, employee/customer interaction procedures, verbal warnings, etc., etc. All this should be in an employee handbook that each employee receives and signs that they will adhere to it. Also, don’t forget affordable Employee Incentives!
  4. TRAINING SYSTEMS! Safety training, new hire training, supervisor training chemical training, floor care, carpet care, etc. Your staff should know and be trained in exactly how it’s expected to be done here!
  5. INSPECTION SYSTEMS! For Quality Control. Scheduled routine and formal building inspections to find and fix deficiences is the #1 Way to keep quality up. Be Proactive. Remember people do what you inspect not what you expect!
  6. CUSTOMER SATISFACTION SYSTEMS! Have a specific customer contact person, keep them informed of what your doing to take care of them through monthly reporting of inspections, floor work, carpet cleaning, supply deliveries, etc. and ask them how you can serve them better through satisfaction surveys and/or face time at least once a month. andThe #1 Way to keep the customer satisfied is to keep their facility clean!
  7. OPERATIONAL SYSTEMS! The day to day operations. How are supplies ordered/delivered, machines and vehicles repaired? Create schedules and procedures for all the mundane things that need to get done. Then delegate and manage the system!
  8. FINANCIAL SYSTEMS! How do you pay for it all? What’s your exact overhead fixed expenses%, variable expenses%, labor%, net profit%? Know exactly what it costs you to run your business monthly, then have systems in place for cash flow, budgeting, accounts payable, receivables, payroll, taxes, etc. Count the costs!
  9. SALES AND MARKETING SYSTEMS! Word of mouth new business is not enough. What’s the most “cost effective” way to systematically market your business and create steady new sales. Believe it or not, I have for years and you can also generate leads with customers calling you to place bids each month with the “right” direct mail marketing system for less than $100 a month! See how in the free bonus, marketing materials section in my janitorial bidding software!
  10. OPERATION MANUALS! Document all your systems and procedures in operation manuals. Everything should be written in these manuals as if you’re creating a franchise model. Review and update as needed for a “turnkey” business that has actual resale value whether you ever want to sell it or not!

In business the system is the solution!

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