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How to Hire and Retain The Best Employees For your Cleaning Business

October 3, 2020 in Automation, Hiring, Hiring & Training

This post is based on a presentation from the 2020 Maid Summit, given by Juan Chaparro, CEO of Gmaids and Pipehire. Gmaids has been the leading green cleaning service in Dallas since 2004. Over the last three years, Juan has been building software to automate, simplify operations, and grow cleaning businesses. In 2020, he launched Pipehire, the all-in-one hiring, and management software for cleaning business owners. 

In this post, we’ll highlight the systems and hiring processes that Juan has perfected to grow his maid service business to over 1 million dollars. To see the full video, and get an all-access pass to all of the replays from this year’s event, go to MaidSummit.com.

How to Hire and Retain The Best Employees For your Cleaning Business

As a maid service owner, your cleaners are the cornerstone of your business. They interact with the clients, and it’s their job to provide service that keeps those clients coming back for years. But finding and retaining good cleaners is not as simple as posting a job and hiring the first applicant. You need to dedicate time and effort into vetting great workers, building a culture that employees want to be a part of, and nurturing those relationships to retain A-players long term. 

In this post, we’ll go over the best ways to market your cleaning jobs to attract the right employees and how to create an internal culture that keeps your cleaners happy, thriving, and in a position to help you scale your business. Plus, we’ll address and solve common problems that maid services face when trying to systematize their hiring process. 

Finding the right hiring channels 

Finding the right cleaners for your cleaning business requires testing different strategies to see what works best for your specific business. There are some excellent places to start to make sure that you’re getting a steady flow of leads and building a database of potential cleaners that you can continue to reach out to as you have new opportunities. 

Posting in free Facebook groups

Most areas have local Facebook groups made for people who work within a specific industry or for people searching for jobs. 

You can do a quick Google search for Facebook groups for house cleaners, or local job search groups and join them. 

Once you’ve found a few relevant groups whose members are the right audience for your jobs, create a job in Facebook Jobs and post that job in your local Facebook groups. 

Post on Indeed or other job search websites 

You can use specific job search websites like Indeed, Monster, or even Craigslist to advertise your job. These platforms will expose your listing to many people and, most of the time, charge a small fee to keep your job posted. 

Use YouTube or Facebook ads 

If you have a budget to market your jobs, then creating YouTube or Facebook Ads can expose your job to a lot more people. When creating these ads, make sure to only target people in your specific area. Take a look at the various zip codes that you service as well as your cleaners’ zip codes and set up your ads to target those particular areas for the best results. 

Build a careers page on your website 

On your cleaning company website, create a specific page where you list all of your current job openings. For cleaning businesses, you should always have a job open for new cleaners to continue to build your pool of candidates. 

Make sure that this page is professional and easy to access for someone who finds your website. In the job ad, convey the value that your job would add to a potential candidate.

You need to sell them on your company’s value and your company culture to make sure that they can decide whether it’s a good fit for them. On the page, make it easy to apply by linking to your application form. 

It also helps to include testimonials or videos from other cleaners sharing positive experiences from working for your company. 

If your cleaning business is in an area with a large Spanish speaking population, make sure that your job ads and applications are available in both English and Spanish to accommodate all applicants. 

Once you receive an application for your job, make sure that you have a processing place to respond to those applicants as quickly as possible. You should aim to respond within 24 hours or less to any qualified applicant. 

Ask your current cleaners for referrals 

If you’re working with A-player cleaners, you can ask them if they know other people who might be interested in working for your company. To incentivize them only to refer other committed cleaners, offer your existing cleaners a bonus for anyone they recommend who gets hired and stays on your team for more than 90 days.

Build a list of potential candidates

As you collect applications, make sure that you’re saving old applications from people who have applied that you didn’t hire. Over the months and years, these candidates’ situations may have changed, they may have gotten more experience, and they may end up being a great candidate further down the line. 

It’s always a good idea to collect these applicants’ email addresses and send out email campaigns to this list when you have a new job opportunity. In this email, you can also ask for referrals or ask the recipients to pass the job ad along to anyone they think would be a good fit. 

Common problems in your hiring process (and how to fix them)

Once you have a hiring process in place, it’s essential to continue to refine that process and identify room for improvement. This will make sure that you’re always finding the best candidates and creating an environment that encourages them to stay with your business long term. 

Here are some signs that you need to re-engineer the way you are hiring

You manually enter candidates into a spreadsheet 

When you first start hiring, you might defer to a trusty old spreadsheet to keep track of your candidates. If you’re manually entering all of the information you receive from applicants, you should look into ways to streamline this process. The reason being, you can’t scale anything that you are doing manually. 

As your business continues to grow, and you continue to receive more applicants, it’s going to take even more time to enter all of this information into a spreadsheet and keep it organized enough to streamline your process. 

The CEO is the only person doing the hiring 

If the CEO is the only person looking at resumes and reaching out to candidates, they create a bottleneck in this process. 

Suppose you’re at a point where, as CEO, you’re spending most of your time setting up interviews and combing through resumes and applications. In that case, it’s time to outsource this role by hiring an office manager, or using a software that will streamline this process for you (more on that later). 

You take too long to reply to candidates

Good candidates, especially A-players, don’t want to waste time on a company that is unsure if they want to hire them. Once you identify a great candidate, you need to reach out to them as quickly as possible before they find another opportunity elsewhere. You don’t want to miss out on a great hire because your competitor could interview them first. 

So, how do you fix these issues quickly and easily in a way that will help your company grow? Glad you asked. 

How to fix common hiring problems 

The most impactful way to fix your hiring is to learn how to hire the right candidates and create an environment that helps you retain the best cleaners. Once you understand what to look for and how to nurture these relationships, it becomes easier to build a process that you can replicate every time to grow your business. 

Learn how to Identify A, B, and C-player cleaners

You should always aim to hire A-player cleaners. These candidates are experienced workers looking for the best job and don’t want to settle for less. They have references that you can call, ask relevant questions during the interview, and show interest in your company’s culture and values. 

Hiring A-players will help your company grow because they are committed to staying with you long-term. Since they are in it for the long haul, they will also help you find better clients, retain more clients, and provide outstanding service. 

B-Players are looking for a good opportunity. They tend to have some previous experience and will provide some references. These candidates are open to multiple offers, and might not be as committed or interested in your company culture as A-players. However, they will still be strong workers and committed to doing a good job. 

C-players are looking for any job they can find. They may have less experience than A or B-players and might not provide any references for you to reach out to. These candidates aren’t as invested in your specific company, and may always be looking for other jobs on the side. 

A and B-players are in it for the long haul, while C-players will turn around more quickly. If you hire mostly C-players, it will be more challenging to focus on business growth, as you will spend a lot of time replacing your cleaners as they find other roles. 

Make it as easy as possible for people to apply 

Your application form should be easy to access from your job ad. While it might be tempting to ask as many questions as possible in this form, try to streamline it by asking only the most pertinent information you need to know to decide if the candidate is worth interviewing. If your form is overly complicated, then it may deter even A-players from filling it out. 

You can see how easy Gmaid makes it for new cleaners to apply for jobs on their website. The form fits on one page and candidates can easily see what information they need in order to apply. 

Create a company culture to retain A players

A-players stay when they know they are appreciated and feel they’ll be able to grow and advance their career. Building a company culture that retains A-players requires prioritizing family advancement opportunities, continuing education, workshops, bonuses, and random acts of kindness for your employees. 

Creating opportunities for your cleaners, such as financial workshops to help them manage their paychecks, or workshops to give them more skills can help create an environment of growth that they want to remain a part of. 

At Gmaids, Juan and his team regularly bring in chiropractors to teach the team how to prove and protect their bodies while working. They also offer a variety of workshops to help their team grow their skills and learn new things. 

How to build and maintain your hiring process

Although many maid owners launch their business by bootstrapping and doing most of the work themselves, this do-it-yourself attitude can only get you so far. At a certain point, you need to start establishing processes to hire people that will help you grow your business beyond just yourself.

You might be wondering how exactly to build out a system that incorporates all of the steps and advice we went over in this article. Well, you can choose to build it yourself using spreadsheets or to piece together different software. 

But if you don’t want to save time and focus on other things, then you should look at using an all-in-one hiring and management software specifically for cleaning businesses. 

As Gmaids grew, Juan began documenting all of the systems he and his team used to scale their hiring process and used that information to create a solution that would help hundreds of maid service companies like theirs. 

That’s how Pipehire was born. 

It’s an all-in-one hiring and management software designed specifically for cleaning businesses. It lets business owners track applicants, onboarding, and current employee performance all in one place. 

From this screenshot, you can see that Pipehire creates an employee dashboard that houses all of your applicant’s and employee’s information in the management system. The tool also creates recruitment scores for each candidate based on the responses they gave on their application, making it so much easier to identify the most qualified candidates.

You can build specific application forms for different jobs, including office jobs, cleaning jobs, and more. Pipehire has a prebuilt background check system and onboarding checklist allowing you to easily collect everything you need from an employee before they start. 

You also get an easy view of the entire hiring funnel (as seen in the screenshot above) to see where each candidate is, and where you need follow up with specific candidates. 

Pipehire has integrated tracking all of the things we mentioned into one easy to use system that lets you build out a database of candidates, and manage your current cleaners. 

Knowing how to hire and what to look for in an employee is an acquired skill that takes practice if you’re not used to it. It can be easy to get stuck creating job posts, manually vetting applicants, and spending hours organizing and sifting through information. If this describes you, then it’s crucial to find another way to go about finding and hiring top talent. 

We hope you learned some of the best ways to simplify this process to identify and hire the best talent and implement systems that free up your time as a business owner to focus on other aspects of your brand. 

To see Juan’s full story and learn more about how he built a fool-proof hiring process for cleaning businesses, check out his complete talk from the 2020 Maid Summit. This event, hosted by ZenMaid, was created specifically for Maid Services and features over 40 talks from maid service owners and industry experts. Check out full replays of these talks at MaidSummit.com

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About the author: Amar is the founder and CEO of ZenMaid Software, Inc (www.zenmaid.com). He previously started and ran Fast Friendly Spotless, a maid service in Orange County, CA. With the help of customized software to automate work he successfully operated the service in under 30 minutes per day. His goal with the maid service software at ZenMaid is to help other maid service owners do the same.

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