Last Updated on August 21, 2023 by The ZenMaid Team
The following article is based on a presentation by Kesha Gossett at the 2021 Maid Summit, hosted and organized by ZenMaid. Kesha is the owner of Your Clean Break and also the event coordinator for Rescue My Maid Service.
Business owners wear many hats. Often, those hats can feel like anchors that prevent you from experiencing the freedom you envisioned when you started your business. If you want to spend less time running the day-to-day operations of your maid service, it’s worth the time and money to invest in automations.
Automating tasks means setting up software and systems that complete the tasks for you. This can help you and your staff save time, provide a better customer experience, and track projects and key metrics.
Kesha Gossett, owner of Your Clean Break and event coordinator for Rescue My Maid Service, shares 10 tasks that you can automate in your maid service to create more free time.
#1: Job applications
Set up a simple job application form on your website using software like TypeForm, ClickUp, or Google Forms. Give all applicants the link to this form so you have a single place to track applications. Even if you post an ad on an external job site like Indeed, include a link to your form.
#2: Work orders
Eliminate the burden of delivering work orders to your cleaning technicians every day.
Use scheduling software like ZenMaid to send work orders automatically.
#3: Personnel issues
If you track things like time off, when an employee logs on and off, disciplinary actions, or how many raves or complaints an employee receives, set up software that can capture this data in one place. A low-tech option is a spreadsheet like Google Sheets. While you’ll have to do the work of inputting the information, you’ll save time by having a snapshot of employee performance and activity in one place.
#4: Time off requests
A system that employees can use to request time off can help you respond quickly and track requests. Again, TypeForm, ClickUp, or Google Forms are good options. This automation is especially helpful during holidays when you may receive multiple time off requests for the same period. If you have a first-come, first-served method for time off, and the person who’s first changes their mind, you can easily identify the next person in line.
#5: Onboarding paperwork
To manage all of the paperwork and signatures required for new hires, use software like SignRequest, Adobe Acrobat, or DocuSign. Employees can sign electronically saving everyone the hassle of printed paperwork.
#6: Appointment reminders
Reminding clients of their cleaning appointments is one of the most important tasks to automate. Use software like ZenMaid to automatically call, text, or email clients reminders about their cleaning appointments. Set up multiple reminders, such as three days and one day before an appointment.
#7: Customer guidelines
Customer guidelines tell new clients what to expect from their cleaning, including cancellation policies, what areas you’ll be cleaning, and any exceptions. As soon as a client books, send them the guidelines automatically, including a credit card payment authorization form.
#8: Follow ups
Schedule reminders for when to follow-up with leads who weren’t ready to book previously. You can set up tasks in ClickUp or set up reminders in your Google Calendar.
#9: Ongoing marketing
Even if your leads choose a different maid service, it’s important to stay in touch. Use email service providers like Mailchimp to schedule emails that offer cleaning tips and special offers. If the leads ever decide to switch cleaning services, they’re likely to remember and contact you. You can also create various email groups who receive different types of emails depending on their stage in their customer journey. Groups could include fresh leads, former clients, or current clients you want to ask for reviews.
#10: Booking form
Set up a way to collect a lead’s name, phone number, email address, home square footage, and any other information you’ll need to create a quote and send it to them.
Add the booking form to your website and create a link to it that you can post on Facebook, Instagram, or other virtual spaces where you interact with potential customers.
Check out the ZenMaid booking form that you can embed right into your website to easily capture more leads and clients.
Once you’ve automated these 10 key tasks, continue to look for opportunities to automate things you do regularly. Every automation creates time for you to focus on other aspects of your business and even step away and let technology handle the job.
For more resources on how to grow and perfect your cleaning business, check out the replays from the 2021 Maid Summit, hosted by ZenMaid. The summit featured more than 60 presentations from other maid service owners who shared tools and strategies to help you achieve the highest levels of success in your business.
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