How to Start and Grow Your Own Cleaning Business
 

TABLE OF CONTENTS

"This system is a business in a box. It is the most complete how-to-do-it system I have ever seen, for any type of business. "
Jim Cathcart, CSP, CPAE -- Author of the bestsellers, Relationship Selling and The Acorn Principle www.cathcart.com

This outline is not brief. 

We've detailed every topic you'll cover in the program.
*Click on any session title below to learn more.

CD 1:  GETTING STARTED RIGHT (Run Time: 90 Minutes)

1. CHOOSING A BUSINESS ENTITY (Run Time: 17 Minutes)

2. PRE-OPENING CHECKLIST  (Run Time: 29 Minutes)

3. YOUR CHART OF ACCOUNTS  (Run Time:  22 Minutes)

4. YOUR BUSINESS PLAN  (Run Time:  22 Minutes)

 

 

CD 2:  PROFESSIONAL HOUSE CLEANING TUTORIAL (Run Time: 71 Minutes Plus Quiz for Each Lesson)

1. BATHROOM CLEANING   (Run Time: 15 Minutes, plus Quiz)

2. KITCHEN CLEANING   (Run Time: 15 Minutes, plus Quiz)

3. DUSTING AND POLISHING  (Run Time: 18 Minutes, plus Quiz)

4. VACUUMING  (Run Time: 11 Minutes, plus Quiz)

5. SPECIAL PROJECT CLEANING  (Run Time: 7 Minutes, plus Quiz)

6. PROFESSIONAL WINDOW WASHING  (Run Time: 5 Minutes, plus Quiz)

 

CD 3:  THE 3Rs OF EMPLOYEE DEVELOPMENT (Run Time: Approximately 5 Hours and 6 Minutes – Time may vary due to more interactive nature of this part of the program)

1. THE 3Rs MODEL  (Run Time: 7 Minutes)

2. RECRUIT TO WIN  (Run Time: Approximately 26 Minutes)

3. CONDUCTING THE PHONE INTERVIEW   (Run Time: Approximately 21 Minutes)

4. THE APPLICATION AND INTERVIEW   (Run Time: Approximately 28 Minutes)

5. REFERENCE AND BACKGROUND CHECKS   (Run Time: Approximately 24 Minutes)

6. THE HIRING DECISION   (Run Time: Approximately 11 Minutes)

7. ORIENTATION FOR THE NEW HIRE  (Run Time: Approximately 20 Minutes)

8. TRAINING – A NEVER ENDING PROCESS   (Run Time: Approximately 37 Minutes)

9. COMPENSATION  (Run Time: Approximately 29 Minutes)

10. TEAM COMPOSITION   (Run Time: Approximately 10 Minutes)

11. TEAM LEADERS   (Run Time: Approximately 14 Minutes)

12. EFFECTIVE PERFORMANCE REVIEWS   (Run Time: Approximately 16 Minutes) 

13. OFFICE, AUTOS & EMPLOYEES   (Run Time: Approximately 11 Minutes)

14. THEFT AND DAMAGE   (Run Time: Approximately 25 Minutes)

15. ILLNESS & INJURY PREVENTION   (Run Time: Approximately 22 Minutes)

16. IT’S THE LAW!   (Run Time: Approximately 17 Minutes)

17. MEETINGS & EMPLOYEE RELATIONS   (Run Time: Approximately 10 Minutes)

 

CD 4:  THE 4Ps OF CLIENT DEVELOPMENT (Run Time: 3 Hours and 35  Minutes)

1. THE 4Ps OF MARKETING   (Run Time:  13 Minutes)

2. PRICING FOR PROFIT     (Run Time:  27 Minutes)

3. ESTABLISHING THE PRICE   (Run Time:  34 Minutes)

4. SCHEDULING   (Run Time:  23 Minutes)

5. YOUR ADVERTISING OPTIONS   (Run Time:  47 Minutes)

6. A WORD ABOUT PUBLIC RELATIONS   (Run Time:  7 Minutes)

7. TELEPHONE TECHNIQUE   (Run Time:  16 Minutes)

8. IN-HOME PRESENTATION   (Run Time:  11 Minutes)

9. NURTURING YOUR CLIENTS   (Run Time:  22 Minutes)

10. YOUR MARKETING PLAN   (Run Time:  15 Minutes)

CD 5:  INTERACTIVE CUSTOMIZABLE DOCUMENTS

Please click here to preview the flyers, ads, and other marketing material, along with training information, employee-related documents and the large collection of forms on this CD.

 

Total of 52 customizable  documents on this CD.  Easy to  edit in MS Word format.

 

 

CHOOSING A BUSINESS ENTITY

Your “Business Entity” is the structure under which you will conduct your company.  There are advantages and drawbacks to each of the alternatives from which you can choose to operate your business.  Even if you’re already in business, depending on your situation, you many want to consider changing the form of business entity under which your business is being conducted.

In this session, you will learn:

• How to obtain a “DBA” (which stands for “Doing Business As”, which will be your company’s name).
• What’s involved in forming a “sole proprietorship”.
• Advantages and disadvantages of a sole proprietorship.
• The difference between a sole proprietorship and a “partnership”.
• What you need to consider before choosing to form a partnership.
• The pros and cons of a partnership business.
• The difference between a “C Corporation” and a “Subchapter–S Corporation”.
• Why forming a Sub-Chapter-S Corporation may be a good choice.
• How a Limited Liability Company (LLC) differentiates from a Corporation.
• How forming a Corporation or LLC can protect your personal assets.
• How you can save several hundred dollars on the cost of incorporating or forming an LLC.
• Hyperlinks to online incorporation and LLC resources

 

PRE-OPENING CHECKLIST

Before opening for business there are several activities you need to take care of.  This session will help you identify, organize and prioritize these activities.

In this section you will learn:

• What an EIN is and how to obtain one.
• What you’ll need to open a business bank account.
• What type of licenses and permits you’re going to need, and how and where to obtain them
• An inexpensive alternative to renting physical office if you plan to start the business from your home in a community that will not grant a business license at residential addresses.
• What you need to consider if and when you’re ready to lease commercial office space from which you will operate your business, including tips on negotiating the lease.
• The type and amount of insurance coverage you’ll require.
• How and why you need to obtain information on other cleaning companies in your market.
• The furniture, office equipment, communication, software, printing, and cleaning supplies and equipment you’re going to need for your business.
• Hyperlink to State Departments of Insurance

PLUS:  This Session contains printable PDF documents as follows:

• EIN Application
• 46-Point Pre-Launch Checklist and Action Plan
• Competitive Survey Report Form
• Media Rate/Circulation Data Form
• Client Control Form
• Team Work  Schedule Form
• Sample Client Invoice
• Employee Confidentiality Agreement (an important document that would cost you $300 to $500 to have an attorney draft on your behalf)
• Illustrated Cleaning Equipment & Supplies Checklist (with a hyperlink to a one-stop source for just about everything you’ll need – a company that has agreed to offer a substantial discount on various recommended starter packages that could more than offset the entire cost of this program).
• Furniture & Equipment Checklist

YOUR CHART OF ACCOUNTS

If you’re like most entrepreneurs, accounting is probably your least favorite subject: “Let somebody else do the numbers crunching; let me run the business.”  However, not paying attention to the numbers is often the reason many small businesses run into trouble. 

Whether you use accounting software, the old-fashioned manual method, or a bookkeeping service, we provide you with a standard Chart of Accounts for various assets and liabilities on your Balance Sheet and income and expense items on your Profit & Loss Statement. 

In this section you will learn:

• What “Capital Expense” items are and on what basis they may be expensed (amortized) in accordance with IRS guidelines for income tax purposes.
• What items will appear on your Balance Sheet as “Current Assets.”
• What items will appear on your Balance Sheet as “Fixed Assets.”
• What items will appear on your Balance Sheet as “Current Liabilities.”
• What items will appear on your Balance Sheet as “Long Term Liabilities.”
• How to determine your company’s current Net Worth, or “Equity.”
• How to set up your Chart of Accounts for your Profit & Loss Statement (P&L).
• Why it’s important to identify sources of income on your P&L.
• Hyperlink to recommended accounting software and tour/demonstration

PLUS this session includes the following printable PDF documents:.

• Sample Chart of Accounts
• Sample Balance Sheet.
• Sample Profit & Loss Statement

YOUR BUSINESS PLAN

This session is MUST reviewing even if you’re already operating a cleaning business.  While most people think that a formal business plan is only used for obtaining borrowed money or investment dollars, that thinking is incorrect.  Taking the time and effort to create a formal, written business plan is the only way to solidify in your mind where you want the business to be.  The process forces you to think through your goals and strategies for achieving those objectives.  It’s the roadmap for your journey to success. 

In this section you will learn:

• Why you really need a business plan, even if you don’t intend to use it to borrow money or raise investment capital.

The various elements that need to be included in your business plan, including:

• The Executive Summary: a brief overview of the entire business plan;
• The Market: who your market is and what the potential is from that market;
• What your Competitive Advantages are;
• What Marketing Strategies you will employ to generate prospects;
• What Sales Strategies you intend to use to convert prospects into clients;
• Your Sales Forecast for the first three years, and the assumptions behind the forecast;
• Your Personnel Plan:  when and how many people you will need as your business grows;
• Milestones that will serve as “way points”  or stepping stones on the progress of your plan;
• Your detailed Financial Plan; your Pro Forma Profit & Loss Statement projected out over the first three years;
• Your Specific Objectives:  goals that can be measured in quantifiable terms;
• The Keys to Success:  what specifically will be required to meet your objectives.

PLUS

• Hyperlink to recommended Business Plan software (take the guided tour)
• Hyperlink to recommended Newsletter site to obtain FREE demographic information on YOUR specific market.
• A printable sample Business Plan you can use as a model for creating your own personal document.

PROFESSIONAL BATHROOM CLEANING

This lesson provides step-by-step narrated text on the proper techniques for cleaning bathrooms proficiently and efficiently.  This is an excellent aid to use as an adjunct in both orienting and training employees, particularly when used in conjunction with the accompanying supplemental handbook and on-the-job training.  At the conclusion of the lesson the employee can take a brief Quiz to test how much he or she has retained from this lesson.  Depending on whether the employee has answered each question correctly or incorrectly, a bell or buzzer will sound, respectively. 

In this lesson your employees will learn:

• What tools and cleaning supplies are used in cleaning the bathroom.
• The six cardinal rules to remember when cleaning the bathroom.
• What special steps are required when cleaning the bathroom on the very first visit.
• The best and most efficient method of cleaning shower walls.
• How to clean those difficult shower doors and runners.
• The best way to clean the bathtub, sink and toilet.
• Cleaning mirrors streak-free.
• Checking for cobwebs and fingerprints.
• Dealing with towel racks and other bathroom fixtures.
• Cleaning the medicine cabinet and counter tops.
• The efficient way to wash walls, ceilings and floors.

PLUS the following PDF documents

• Supplementary training handout
• Illustrated equipment and supplies checklist

PROFESSIONAL  KITCHEN CLEANING

This lesson provides step-by-step narrated text on the proper techniques for cleaning kitchens proficiently and efficiently.  This is an excellent aid to use as an adjunct in both orienting and training employees, particularly when used in conjunction with the accompanying supplemental handbook and on-the-job training.  At the conclusion of the lesson the employee can take a brief Quiz to test how much he or she has retained from this lesson.  Depending on whether the employee has answered each question correctly or incorrectly, a bell or buzzer will sound, respectively. 

. In this lesson your employees will learn:

• What tools and cleaning supplies are used in cleaning the kitchen
• The six cardinal rules to remember when cleaning the kitchen
• What special steps are required when cleaning the kitchen on the very first visit
• The most efficient, time-saving but proficient kitchen cleaning routine
• How to deal with those tough kitchen countertop problems
• Paying attention to glass, mirrors, doorways, open shelves and switch plates
• Cleaning the refrigerator
• Cleaning the stove, including hood, stove top (both electric and gas), stove front, oven door and oven)
• Countertop appliances
• The sink area
• Cleaning the kitchen floor

PLUS the following PDF documents

• Supplementary training handout
• Illustrated equipment and supplies checklist

 

DUSTING AND POLISHING

This lesson provides step-by-step narrated text on the proper techniques for dusting and polishing proficiently and efficiently.  This is an excellent aid to use as an adjunct in both orienting and training employees, particularly when used in conjunction with the accompanying supplemental handbook and on-the-job training.  At the conclusion of the lesson the employee can take a brief Quiz to test how much he or she has retained from this lesson.  Depending on whether the employee has answered each question correctly or incorrectly, a bell or buzzer will sound, respectively. 

. In this lesson your employees will learn:

• What tools and cleaning supplies are used in dusting and polishing
• The six cardinal rules to remember when dusting and polishing
• Important information about the feather duster
• How to manage cleaning cloths during the dusting and polishing process
• Special requirements on a first-time cleaning visit
• Cobwebs, fingerprints and wall marks
• Dusting pictures and cleaning mirrors
• Dusting and polishing the coffee and end tables, dining room table and chairs, mirror-top buffet (bar) and hutch
• Cleaning leather and Naugahyde sofas and chairs
• Cleaning upholstered furniture that may not need vacuuming
• Dusting bookshelves
• Dusting drapes, window frames and blinds
• The TV, VCR, CD and DVD players and stereo
• “Rotation” cleaning
• “Visuals” and those things most often overlooked by cleaners when dusting and polishing

PLUS the following PDF documents

• Supplementary training handout
• Illustrated equipment and supplies checklist

VACUUMING

This lesson provides step-by-step narrated text on the proper techniques for vacuuming proficiently and efficiently.  This is an excellent aid to use as an adjunct in both orienting and training employees, particularly when used in conjunction with the accompanying supplemental handbook and on-the-job training.  At the conclusion of the lesson the employee can take a brief Quiz to test how much he or she has retained from this lesson.  Depending on whether the employee has answered each question correctly or incorrectly, a bell or buzzer will sound, respectively. 

. In this lesson your employees will learn:

• Setup and getting started for best the vacuuming efficiency
• Special requirements for vacuuming on a first-time cleaning
• Vacuuming hard floor surfaces
• Vacuuming carpeted floor areas
• Vacuuming throw rugs
• Vacuuming stairs
• Vacuuming furniture
• “Edging” and air vents
• Vacuuming drapery
• A word about moving furniture

PLUS the following PDF documents

• Supplementary training handout
• Illustrated equipment and supplies checklist

 

SPECIAL PROJECTS

This lesson provides step-by-step narrated text on the proper techniques for special cleaning projects.  This is an excellent aid to use as an adjunct in both orienting and training employees, particularly when used in conjunction with the accompanying supplemental handbook and on-the-job training.  At the conclusion of the lesson the employee can take a brief Quiz to test how much he or she has retained from this lesson.  Depending on whether the employee has answered each question correctly or incorrectly, a bell or buzzer will sound, respectively. 

. In this lesson your employees will learn:

• What “special projects” are
• The most effective and efficient way to clean the oven
• The best way to clean the inside of the refrigerator
• The best and most time-saving method of cleaning chandeliers

PLUS the following PDF documents

• Supplementary training handout
• Equipment and supplies checklist

 

PROFESSIONAL WINDOW WASHING

This lesson provides step-by-step narrated text on the proper techniques for professional window washing.  This is an excellent aid to use as an adjunct in both orienting and training employees, particularly when used in conjunction with the accompanying supplemental handbook and on-the-job training.  At the conclusion of the lesson the employee can take a brief Quiz to test how much he or she has retained from this lesson.  Depending on whether the employee has answered each question correctly or incorrectly, a bell or buzzer will sound, respectively. 

. In this lesson your employees will learn:

• The tools and equipment needed to get professional results
• Professional window cleaning procedures
• Tips used by the pros

PLUS the following PDF documents

• Supplementary training handout
• Illustrated equipment and supplies checklist

THE 3Rs MODEL

This session gives you an overview of the basis on which the 3Rs Model of human resource management is designed.  Very few small businesses employ a systematic process to their human resource challenges.  The practice is almost non-existent in the cleaning industry.  The 3Rs Model is based on a proven, eight-step process to attract, select, hire, train, manage and retain good employees.  If you’re already in business, you know that the biggest challenge is not getting and keeping clients; it’s recruiting and retaining a work force.  This session delves into the need to use a proven, scientific system to win at this game. 

In this section you will learn:

• The need for a human resource management success strategy
• Factors in the labor force playing field that effect recruiting and retention
• The two critical ingredients that successful companies use
• The eight sequential steps of the 3Rs Model

 RECRUIT TO WIN

A crucial element in your hiring and retention strategy is to have a clear picture in your mind of the type of employee who will have the highest probability for success on the job — your success and the success of your employee.  Recruiting and hiring must be seen as a game.  A game where the successful outcome is a win-win relationship between the employer and the employee.             

You can hire people for the wrong reason (I just need a "body" to fill out this team), and people can take the job for the wrong reason (I just need any "job" to meet some expenses), and it may work out for awhile.  But eventually, and sooner than later, problems will arise which reveal the nature of the lose-lose relationship that has been established.

In this section you will learn:

• How to develop a profile of the ideal candidate for the job
• The common characteristics of a “successful” house cleaning employee as determined by a national survey of house cleaning employees
• The Top Ten reasons given by house cleaning employees for satisfaction with their job
• Help Wanted advertising hints and examples
• The best time to look for employees
• Your recruiting campaign strategy
• The importance of “recruiting record keeping”
• Establishing a recruiting budget
• The dual purpose of your advertising copy
• About the “Employee Selection System”

PLUS the following printable PDF documents:

• Sample Help Wanted newspaper ads
• Sample Help Wanted recruiting brochure

CONDUCTING THE PHONE INTERVIEW

The copy in your recruitment ad should have provided enough information to screen out those who would not be a good match for the job.  Some candidates will read the ad and know they’re not a good fit, and others will not think about the job requirements and simply call your number.  It will now be your job during that phone contact to help the caller and yourself determine if you should invest the time to go through the interview and application process.

In this section you will learn:

• What your goal on the phone should be when an individual responds to your advertising
• How to use the telephone response as your first “screen” of the candidate
• The 5 parts of the telephone screen interview, and how to use them to quantify the candidate’s possible “fit” for the job
• Specific questions to ask with respect to “Fact Finding” and “Background” information on the candidate
• The three areas of evaluation on which you will assign ratings scores
• How to score the Caller Evaluation Sheet to determine whether or not to invite the candidate in for an interview
• The mechanics of the rating system that will objectively identify “perfect”, “good”, and “minimal” candidates and also those who should be considered a poor fit for the job (so as not to waste your time, or the candidate’s, by proceeding to the interview stage)

PLUS the following printable PDF documents:

• Phone Interview Screen and Evaluation Form
• Hiring Interview Log

THE APPLICATION AND PERSONAL INTERVIEW

You may have conducted many successful interviews in the past and have your “own way” of doing things.  By putting a common structure in place for each interview you can begin to quantify these events and become more consistent and “scientific” in your approach.  You have begun this more structured style in the way you conducted and scored the phone interview.   Now in Steps 2 and 3 you’ll use the APPLICATION, your INTERVIEW GUIDE and the evaluation scale on each step to evaluate the candidate.

.In this section you will learn:

• How to properly prepare for the personal interview step
• Questions that you may and may not ask on the Employment Application or during the personal interview – you’ll be surprised at how easy it is to run afoul of the law
• How to use and evaluate the Employment Application
• The three Behavioral-Based Questions you need to ask during the personal interview and how to objectively evaluate the candidate’s responses
• How to score the Application and Personal Interview Evaluation Sheet to determine whether or not to move on to Steps 4 and 5 in the Selection Process.

PLUS the following printable PDF documents:

• Application form (custom-designed, 30-point application for house cleaning employment)
• Personal Interview Evaluation Form
• Cleaning team member job description
• Authorization for Release of Information Form

REFERENCE AND BACKGROUND CHECKS

We’re now entering steps 4 and 5 of the 5-step selection process.  By now you and the candidate should be at the stage where you both think that she and the job are a good fit.  However, until you complete this very critical part of the process you are not in a position to make a job offer to the candidate.

..In this section you will learn:

• “Green” and “red” flags to be on the lookout for when checking employment references
• How to use the Employment Reference Checklist to get the information you need from prior employers
• How to score and evaluate the Employment Checklist and Questionnaire
• Ten questions to ask Personal References to obtain meaningful information on the candidate
• Information you need to obtain to conduct a criminal history background check
• How and where to obtain criminal history information
• Why you need to obtain a driver’s license background check and how and where to obtain this information

PLUS the following printable PDF documents:

• Employment Reference Report Worksheet
• Employment Reference Questionnaire and Checklist
• Personal Reference Questionnaire

THE HIRING DECISION

You’ve now reached decision time.  You’ve taken all the steps necessary to help you make a measured and objective decision.  Most of the time you’ll have made your decision by this point.  However, when you have one position to fill and more than one candidate who has proceeded to this point in the selection process, you can use an objective rating system to help you make the right choice.

.

..In this section you will learn:

• How to use the “Cumulative Decision Maker” worksheet
• The importance of the timing sequence of the hiring decision process
• Why you  need to obtain third-party reports expediently
• How to prepare the applicant for acceptance or rejection
• Information you need to obtain to conduct a criminal history background check
• How and where to obtain criminal history information
• Why you need to obtain a driver’s license background check and how and where to obtain this information

PLUS the following printable PDF documents:

• The Cumulative Decision Maker Worksheet

ORIENTATION FOR THE NEW HIRE

Now the real work of getting your new employee ready for success on the job begins.  Proper orientation will set the stage for getting your new hire in the right frame of mind for wanting to succeed at her new job.

In this section you will learn:

• Setting the stage for starting your new hire out on the right foot
• The First-Day Arrival Time Schedule
• The Orientation Outline, Materials and Procedures
• Why you need to keep the first day brief
• How to proceed if you’re starting more than one new person at the same time

PLUS the following printable PDF documents:

• EMPLOYEE HANDBOOK
• New Employee Information Form
• Employee Change of Information Form
• IRS W-4 Form
• INS I-9 Form
• Cleaning Team Member Job Description
• Employee Acknowledgement Form
• Request for Leave of Absence Form
• Request for Time Off Form
• Record of Verbal Warning to Employee Form
• Employee Notice of Deficiency Form
• Attendance Record Form
• Team Member Performance Review Form
• Training Review Report Form

TRAINING:  THE NEVER ENDING PROCESS

It’s important to think of training as something that goes on forever, as long as the employee stays on the job.  Basically, you will be conducting two levels of training with your new employee:

Initial Training

Follow Up Training

Beware of the trap that is easy to stumble into:  Training Complacency.  “I don’t have time for training,” isn’t something you want to hear yourself saying.  Adequate initial and follow-up training is the very foundation of your business.  The “vehicle” on which your business moves is satisfying the housecleaning needs of your clients.  However, your “product” is your people, whose mission is to satisfy the cleaning needs of those clients.

..In this section you will learn:

• That your “product” is your “people” – and the “People Manufacturing Process”
• The three types of training
• The 8 primary technical habits to be ingrained in your employees
• The 8 primary behavioral habits to be ingrained in your employees
• Pacing the training in accordance with the trainee’s adeptness
• How to use the “What, Why and How” training technique to improve the training process
• Keeping the training on track
• Testing the trainees’ comprehension
• The training sequence and factors that can influence the sequence
• Cross training, but; same person on the same job
• How to conduct effective training reviews
• How to use the Training Review Report to evaluate progress
• How to rate the quality of the training and the person doing the training

PLUS the following printable PDF documents:

• The Training Review Report
• Training Review Report Rating Guide

COMPENSATION

Compensation is an important element in your ability to attract and retain employees.  If you offer or pay too little, you won’t attract or retain good help.  Conversely, if you offer more than you can realistically afford to pay, you will be forced to go out of business by trying to pay higher wages than the business can support.

..In this section you will learn:

• Factors that influence compensation