Drake – Page 4 – Janitorial Tips from a 35-year Industry Pro

Janitorial Supply Sales Top Tips!

If you’re not selling janitorial supplies to your new and existing, janitorial cleaning accounts, you’re definitely leaving money on the table!

Janitorial Paper Supplies When we use the term “Janitorial Supply Sales”, we’re referring to consumable janitorial products that you can sell to your customer. These are NOT the products that you pay for and provide to clean the building with, like glass cleaner, bowl cleaner, furniture polish, etc. We’re talking about the janitorial products your customer “consumes”, like toilet paper, roll towels, multi-fold towels, trash can liners, air fresheners, some chemicals and soaps.

Did you know that 35-40% of all janitorial companies sell supplies to their customers? Every customer you have will need and purchase these consumable products somewhere, so if you can provide them and make a profit, why not let it be from you?

Let me just touch on some of my top, time tested, Supply Sales Tips that have served me well in over 30 years in the janitorial industry:

Why buy from you? Your customer usually gets their supplies from going to a big box retailer (like Sam’s Club, Costco, etc.), going to a janitorial supply store, a visiting salesperson or (most expensively) online purchases. The #1 reason to buy from you is convenience and time saving. If they have a salesperson coming to them, they may look more at price, but you’re still making it more convenient and saving them time by going through you and they have a single point of contact to streamline the process. Also, you stock the items for them.
Where do you buy? Get your best cost price on these items by shopping around. There are many janitorial supply stores around and all will gladly give you price quotes. Tell them you are getting pricing quotes to resell to your customers. Ask them for suggestions to keep your cost down by using generic brands. Ask them for better pricing if (for example) you purchase 3 or more cases at a time. Ask for terms like 30 day pay to free up your cash flow. Asking won’t necessarily get you a yes answer, but not asking will definitely get you a no.
How do you price items? Price it to make a profit! Don’t try to be the cheapest price all the time! Be the best value by offering peace of mind through convenience, time savings, hassle avoidance and reliability. Even if you buy a case of multi fold towels at a big box store for $19.95 and your customer could go get it themselves for the same price, you still resell it for $24.95. They pay for the time savings! I personally, usually go for a “minimum” of 20% percent profit or a minimum $5.00 per case markup. I usually go with whatever gives me the best total profit dollars. For example, a 20% profit on an item that cost me $15.00 would be a total profit of $3.00, so in this situation, I would go with the $5.00 markup and sell the case for $20.00. Remember, these are just recommendations on pricing. If you’re a seasoned veteran when it comes selling your customers supplies, or if you’ve found great low costs on items, you may be able to have much larger profit or a larger $ per case markup. Don’t be afraid to make a profit, you’re customers are getting the added service value of your time (i.e. standing in line to purchase, your gas for travel, your time cost shopping around, restocking, and so on).
Establish your costs and pricing: Keep track of your costs from different vendors and set your pricing for future reference and sales to new and existing customers! Our CleanlyRun Janitorial Bidding Software has a section for this (i.e. optional Supply Sales) that keeps records of your items, categories, descriptions, product #’s and pricing so you can easily give your customer a supply pricing proposal!

Grow your business and Increase your bottom line Profits with Janitorial Supply Sales!

Drake

Janitorial Manager Meetings That Get Results !

Let’s face it, most people don’t like meetings. I never did. But as you’re blessed with more and more janitorial business growth, you’re going to need them… And if properly planned, you’re going to love the results of your janitorial manager meetings. Twenty-five years in this industry has taught me that a weekly (group) meeting with my managers and supervisors is an essential tool to keep my company on the right track.

The underlying purpose of these meetings is to support my three main goals:

1. Customer Satisfaction – Keep that customer happy!

2. Cleaning Quality – Keep that building clean!

3. Company Budgets –Keep our company Profitable!

Nothing beats face time when it comes to praising a job well done, moving everyone in the right direction, and reinforcing accountability. But because I have multiple Area Managers, responsible for multiple customer facilities, there are always (too) many items to cover. To ensure that we focus on the top 10-12 items that need the most attention, I’ve create an agenda guideline that I’d like to share…

Have A Written Itemized Agenda: Be prepared and know exactly what your objectives are. Every meeting should have a clear purpose to affirm what’s right, identify what’s wrong and correct what’s wrong.
Short And Simple: Try to keep the meeting to 1hour to 1.5 hours max. Focus on the “hot spots”.
Keep The Focus: Keep the meeting on task. You need to direct the flow of the meeting and go item by item on the agenda. If someone wants to jump ahead to an item farther down the list, calmly direct them back to the task at hand. Not because you’re a control freak, but because you need to maintain order and structure to have an effective meeting.
Review Last Meeting? Acknowledge what was corrected from last meeting. Any items from last week’s meeting that are still not corrected are first on this week’s agenda.
Acknowledge What’s Right: Praise the good! Thank those responsible in front of their peers!
Identify What’s Wrong: Here’s two examples:
- Building is within labor budget, but customer has started complaining that paper towel dispensers are not being filled and they’re running out during the day.
- Customer satisfaction scores are high and your inspections are high as well, but you’re labor budgets are suddenly 8 hours a week over.
Fix What’s Wrong: Here’s the Fix (“action plan”) to the previous two examples.
- Get directly with the employee (and site supervisor, if any) assigned to those dispensers and let them know of the customer complaint and make sure they haven’t lost the keys and usually that solves it. If there’s a site supervisor, make sure checking dispensers are on the End of Shift Checklist.
- Identify what employees are over budget and contact them directly (and site supervisor, if any) about correcting. Usually attributed to new employees getting used to their assignments. Both of these ”fixes” are discussed at the meeting and expected to be corrected before the next meeting.
Any Other Issues?: Just before the end of the meeting, I’d always ask, “any other issues or comments”? This gave all the managers a chance to briefly bring small issues up for discussion or just to tell a funny story that happened the past week.
Recap: This would be where we briefly recapped the meeting, making sure everyone understood what was required of them to keep us on track.

Remember, everyone needs motivation, direction, structure and accountability to achieve a common goal!

Drake

Janitorial Bidding Software That Works!

Long story short:

After 25 years of hard work, determination, faith and years of trial and error developing a systematic bidding method for my own cleaning business, I ended up building (with an unbelievable team of programmers) the janitorial bidding software that I was searching for.. A proven systematic approach that has generated millions in sales. A system that works!

Long story long:

My name is Drake Thomas, I’ve been in the cleaning business over 24 years. I started out at age 19, supplementing the income from my full time job by cleaning my sister Linda’s house once a week (for $40 cash). It took me about two hours to clean, so I averaged about $20 an hour. I made 4 times the minimum wage rate at the time and she got a clean house for a week! That’s a win/win in my book!

I saw that there was good money in cleaning, but it wasn’t my dream job at the time; I had other life plans to pursue. Linda was already a very successful computer programmer, having graduated Valedictorian in high school and cum laude in college, and she urged me to get a degree as well. So, over the next five years, I worked in sales and went to college part time, receiving an AA degree in CIS, Computer Information Systems. The degree was good, I learned a lot about computers, but I never pursued that career path. But, I did meet my lovely wife Kristin there and we just celebrated our 19th wedding anniversary!

Just before I graduated college, an opportunity arose to take over a tiny floor care company (stripping, waxing and polishing floors). The owners, an older couple, were moving out of town in two months and would lose the handful of accounts that they had. I made them an offer of $5,780, (the total value of all their equipment if purchased new). The deal was that I would give them a deposit of $2,500 – (a credit union signature loan) – and work with them at night (for free) during a two month training period. The balance would be paid off in 6 monthly installments from my business profits. They happily agreed. So for a while, I worked a day job, attended college part time, and then stripped floors at night (sometimes until 5am). Then I got up at 7am to do it again. At the end of the two month training period, I quit my day job. I figured if I could sell for “them”, I could sell for myself. Initially, I only offered floor care, but I pretty quickly started bidding – and winning bids – for complete janitorial services.

This calculated risk paid off, but isn’t life full of risks? The fruit is at the end of the branches. During my career, I’ve read literally hundreds of books on business management, motivation, goal setting, systems, sales/marketing techniques, cash flow, customer retention, budgets, planning, cost cutting and the list goes on. But my number one book concerning business is the book of Proverbs. It has taught me more about business than any other by far. Things like “mere talk leads to poverty” (take action!), “all hard work returns a profit” (don’t be lazy!), and “seek wisdom more than choice gold or fine silver” (knowledge is power!).

Over the years, I’ve won hundreds and hundreds of bids for monthly janitorial service, floor waxing, carpet cleaning, pressure washing, specialty work and supply sales for Banks, Car Dealerships, Churches, Corporate Offices, Day Cares, Dentist Offices, Doctor’s offices, Hair Salons, Hospitals, Ice Cream Parlors, Law Firms, Medical Facilities, Pawn Shops, Property Management, Restaurants, Retail Stores, Schools, Veterinarians, and just about everything in between. What’s the secret you ask?… There is no secret! Just a quarter century of hard work, determination, faith and years of trial and error developing a systematic bidding method for my own cleaning business. A proven approach that has generated millions in sales. A system that works!

This bidding system is available to you now! Welcome to CleanGuidePro Janitorial Bidware, cleanlyrun.com! If you’re looking for the right janitorial bidding software to help you win more bids, you’ve found it. You can accurately bid on commercial and residential, monthly cleaning accounts, 13 specialty work tasks like floor stripping, carpet cleaning, pressure washing, tile &and grout cleaning, day porters, etc, commercial and residential construction cleanup, and much more!

Over three years of development has gone into the creation and development of this software. We just released in February of this year and hundreds of janitorial companies have already signed up, given us awesome feedback and most important, are winning bids! Not only is it designed to bid the way that I’ve bid and won hundreds and hundreds of times, but the behind the scenes team of software programmers have integrated the latest business rules technology to capture every nuance of successful bidding. This team is headed up by – you guessed it – none other than my sister Linda. Her thirty years of expertise and experience working on a multitude of Fortune 500 IT projects have made CleanGuidePro come to life. I half kiddingly tell people that I’m a Grand Master Janitor, but Linda is truly a Grand Master Programmer! Call it fate, destiny, or a match made in Heaven, but don’t call it coincidence. My love and gratitude to her.

Sign up today for our no obligation, free 30 day trial and start winning those bids! Check it out for yourself at cleanlyrun.com !

Sincerely,

Drake

Decrease Costs / Increase Your Bottom Line – Top Tips!

When you decrease your costs, you increase your bottom line! The definition of “bottom line” in business is, “The last line of a financial statement, used for showing net profit or loss.” O.K., sounds simple enough to understand what the bottom line is, but how do you increase it? The top two, hopefully, obvious ways are cutting costs and increasing revenues.

The purpose of this blog is to focus on only the cost cutting aspects of increasing your bottom line. I know cutting costs and saving money doesn’t sound as exciting as increasing revenues and hitting sales goals, but let me help you with that by giving you something to think about that should excite you about cutting costs and saving!

If you currently average 25% net profit on your janitorial accounts, let’s say for example that you make $500 net profit on a $2000 per month account. If you cut costs by $500 throughout your company, it adds $500 to your bottom line, just the same as getting a new $2000 per month account. With that in mind, every $1 you save is equal to $4 in revenue and every additional $1 in costs you incur requires $4 of revenue to produce. (Read that last sentence a couple of times to let it sink in!) In other words, that sparkling, bottled water delivered to the water cooler in your office each week might only cost you $65 a month, but you have to do $260 in sales to pay for it. I’m not saying don’t have water in your office, just something to chew on.

Of course, you absolutely need to be continually looking for ways to increase sales revenues, but running your operations smart and efficiently is the #1 way to decrease your costs and increase your bottom line within your existing customer base! There are many more, but let me just touch on some of my Top Free, time tested, Cost Cutting Tips that have served me well in 25 years in this great janitorial industry!

Decrease Facilities : Sure, everyone wants a nice office including me, but make sure it’s a need to have and not just a nice want to have. Your customers rarely, if ever will come to your office and employees only come to your office to fill out applications and get paychecks. Employees can have checks delivered to job sites and can even fill out applications at the job site. Keep in mind a $3000 a month office requires $10-$12,000 in monthly sales to pay for it. When you can’t park your work vans in front of the house anymore and your monthly revenue permits, it’s probably time to look for a small office warehouse. Most cities have industrial parks that offer low cost, low frill spaces for very low rent.
Decrease Labor Costs: You reduce labor costs by increasing production rates, thereby decreasing payroll costs. This is done by workloading the labor in your building correctly from the start, using and fine tuning your cleaning methods, i.e., Team Cleaning, Zone Cleaning or a combination of the two. This will increase your hourly production rates and decrease your payroll labor costs without cutting your employees hourly rates. If you just start cutting hourly rates to save money, you destroy morale and you can bet quality and customer satisfaction will be casualties as well. Remember the workman is worthy of his /her pay!
By the way, the crux of my CleanGuidePro Janitorial Bidding Software is its popular Workloading and Pricing screen. You can’t decrease your costs unless you can see your costs, and that’s what this innovative screen enables you to do!
Decrease Inventory: Have a “just in time” inventory. Full warehouses look nice, but floor wax, bowl cleaner, toilet paper, multi fold towels, etc., just sitting in the warehouse costs money from day one (or on day 30 if you have vendor terms). I tried to never have more inventory in the warehouse than I could use or sell in 30 days. Don’t run out, but don’t overstock!
Decrease Delivery Costs:Deliveries to job sites are necessary, but costs money. Fuel and labor costs add up quickly! All deliveries should be coordinated to accomplish multiple deliveries and tasks. For example, coordinate multiple supply deliveries to job sites on the same day if possible. You can even have your traveling floor crew drop off supply orders, paychecks, etc., at various sites along their route. $20 of traveling labor costs saved 5 days a week is $430 a month saved!
Decrease Chemical Costs: Buy chemicals in dilutable, concentrate form to keep costs down. Chemical mixing stations are great also. Products like bowl cleaner and stainless steel cleaner are usually sold “ready to use” (RTU), and cost a bit more, so shop around for good pricing.
Decrease Insurance Costs :You need Insurance! General business liability and auto insurance is a must have. As you grow, your insurance needs grow. Business, auto, work comp, etc. Multiple car discounts, discounted work comp rates through payroll companies, discounts for bundling business and auto, etc. You can save lots of money here! A 2% work comp discount on a $50,000 a month payroll is $1000 a month saved! Shop around and ask for better rates.
Decrease Sales People: I had to learn the hard way that salespeople cost money on day one. To pay someone $500 a week / $2165 a month to go cold calling and chasing leads requires them to sell $8-$10,000 a month just to break even. There’s nothing wrong at all being a salesperson and I consider it a top profession. In fact, I consider myself one and pretty good at it, if I don’t say so myself. It’s just that for janitorial sales the most cost effective, hands down, no close second is a targeted, direct mail marketing program. It’s cheap, very effective and will have customers calling your office every month to place bids.
Decrease Cell Phones: I’m not sure why, but In the beginning I thought it was my responsibility to provide every manager with a cell phone. When (for a short time) I had salespeople, they got one too. I guess I figured if they’re talking business on a cell phone, I should pay for it. At some point, a long time ago, a light bulb went off in my head and I realized that just about everyone has and needs a cell phone and the few minutes they used them talking my business wasn’t saving them any money, but it sure was costing me a lot. Seeing personal, international call charges on my cell phone bill might have been the light bulb moment!

Remember, running your operations smart and efficiently is the #1 way to decrease your costs and increase your bottom line within your existing customer base!

Drake

Janitorial Specialty Work Tips!

When starting out, most cleaning companies don’t offer janitorial specialty work. They offer basic, janitorial cleaning only. Things like general cleaning, dusting, sweeping, mopping, restrooms and trash. The problem with this approach is that you leave a lot of extra money on the table. That “extra money” comes from offering additional, specialty work like floor stripping and re-waxing, carpet cleaning, upholstery cleaning, pressure washing, tile and grout cleaning, etc.

In addition, you severely limit your company’s growth opportunities. Most, if not all facility managers need and expect these services to be provided by one company. Trust me on this, the more specialty services that your company offers, the more opportunities you have to win bids and increase revenues at new and existing accounts!

The purpose of this blog is not to train you how to perform the following specialty services, but rather to simply point out a few of the opportunities that exist to increase your bottom line!

FLOOR STRIPPING AND RE-WAXING: When waxed floors are stripped with a stripper solution, down to the bare floor and new wax (floor finish) is applied. Usually 4-5 coats of new wax (floor finish). Suggested competitive price range (per square foot) for “Floor stripping and waxing” is 0.26 – 0.65 (i.e. 26 cents to 65 cents).
FLOOR SCRUBBING AND RE-WAXING: When waxed floors are scrubbed with a mild neutral solution, but not removing all layers of wax and new wax (floor finish) is applied. Usually 2-3 coats of new wax (floor finish). Suggested competitive price range (per square foot) for “Floor scrubbing and waxing” is 0.21 – 0.35 (i.e. 21 cents to 46 cents).
FLOOR POLISHING/BUFFING: When waxed floors are polished, in between regular waxing intervals, using a floor machine that spins at 1000-2500 rpm (rotations per minute). Suggested competitive price range (per square foot) for “Floor Polishing/Buffing” is 0.06 – 0.13 (i.e. 6 cents to 13 cents).
CARPET EXTRACTION CLEANING PORTABLE UNIT: This is the process where carpets are chemically pretreated using a sprayer or mixed in with the cleaning chemical solution inside the machine’s solution tank. An attachment wand is used to spray the carpets at 100-450 psi and simultaneously vacuums up the dirty water solution. Suggested competitive price range (per square foot) for “Carpet steam cleaning portable unit” is 0.16 – 0.33 (i.e. 16 cents to 33 cents).
CARPET BONNET CLEANING: Sometimes called the “bonnet method”. When carpets are chemically pretreated using a sprayer or mixed in with the cleaning chemical solution tank attached to machine. The carpets are cleaned using a hand held, 175 rpm (rotations per minute) rotary scrubber machine with a damp bonnet pad on the bottom. The machine spins and agitates the pad and the pad absorbs the dirty solution. This method has its place, but does tend to leave chemical residue in the carpets, which leads to re-soiling. Suggested competitive price range (per square foot) for “Carpet bonnet cleaning” is 0.11 – 0.33 (i.e. 11 cents to 33 cents).
TILE AND GROUT CLEANING: When a de-greaser solution is applied to the tile and grout, agitated with a nylon grit brush and then using a tile and grout machine that has a spinner tool attachment that spray rinses the floor at 1000-1200 psi and vacuums the residue at the same time. You can rent this machine at your local janitorial supply store until you have enough work to justify a purchase.Suggested competitive price range (per square foot) for “Tile and grout Cleaning” is 0.33 – 1.03 (i.e. 33 cents to $1.03).
PRESSURE WASHING: This is an outdoor application. Sometimes called power washing. When you use an electric or gas powered “pressure washing machine” to wash down exterior walls, siding, awnings, driveways, sidewalks, etc. Water is sprayed on surfaces at high-pressure, usually 1500-4000 psi. Sometimes you need to pretreat surfaces with a cleaning agent.Suggested competitive price range (per square foot) for “Pressure washing” is 0.07 – 0.26 (i.e. 7 cents to 26 cents).
EXTERIOR WINDOW CLEANING: When windows are scrub/cleaned with a wool, microfiber or cloth shammy, that has been pre-dipped into a bucket of cleaning solution, attached to an extension pole, then wiped clean with a rubber squeegee. If you need to clean exterior windows above the reach of an extension pole (above 2 floors) from ground level we suggest you sub it out to a professional window cleaning company that has the proper equipment, lifts, repelling harnesses and liability insurance to handle it.Suggested competitive price range (per window) for “Exterior Window Cleaning” is 1.89 – 6.00 (i.e. 1.89 dollars to 6 dollars). As an example, you might clean the facility’s 8 exterior, ground level pane glass windows and 2 front entrance glass doors monthly at $5 a panel for $50.00. Then again, you might clean all 200 of the facility’s exterior windows at $2.50 a panel for $500.00 quarterly.

When pricing Specialty Work, keep in mind that one time only jobs are priced at the higher end of the scale. Larger and more frequent jobs, say weekly or monthly in a regular maintenance program, are priced at the lower end.

Remember that one of the best and easiest ways to increase sales and net profits is within your own existing customer base! They need and want you to provide these services!

Drake

Janitorial Growth Without Burnout, Top Tips!

When starting out in your janitorial business, you’re usually doing all the work yourself. We’ve all been there in the beginning, including me. Recently, I received email questions from one of our CleanGuidePro.com members. With his permission to post it here, this is what it said.

“Good News! I was awarded the new cleaning account. The only thing is that I’m nervous about all the hours I will be working. My day will start at 5:30am to 10am, then I go out again from 4pm until midnight, 7 days a week. On Saturdays it’s pretty much an all day marathon. What are your suggestions on hiring someone, am I looking for someone to clean some accounts on their own or should I get two people to clean together? At what point do I hire a supervisory type position? A bunch of years back, I became severely burnt out, so I made a career change while running my cleaning business part time. I’m now in a rebuild process and don’t want this to happen again.”

Sound familiar?

The answers to these questions are not a quick fix, one size fits all answer, but there are some common steps that myself and countless other companies (including some very large national companies I’ve known doing hundreds of millions of dollars a year) have done in the beginning to grow their businesses without “burning out” in the process. There are many additional things that go into each of these steps, i.e., labor law compliance, management skills, communication skills, marketing, training, cash flow management, etc., but in their simplest form, they are as follows:

CLEAN BUILDINGS YOURSELF: In the beginning, clean your accounts yourself. Determine a reasonable number of hours you can work per week before hiring help. If you have a full time day job, probably about 20 hrs is the max. If you don’t have a regular day job, I would suggest no more than 40-45hrs. This could be one building or 3 or more, depending on the size of each. For our illustration purposes, let’s just say you don’t have a day job, clean 3 buildings alone and work 45 hours a week.
ESTABLISH A GOAL: A goal to eventually not clean any of the buildings yourself. If these 3 buildings you clean, combined generate monthly revenue of $4,000 and about 90% (because you have no employees) net profit to you of $3,600. Once you start hiring employees to clean for you, your net profit will drop to about 30% per building. OK, let’s do the math, for you to generate that same $3,600 in net income without cleaning yourself, you need to do $12,000 per month in revenue. $12,000 x .30% = $3,600. Keep in mind that any monthly revenue generated above $12,000 is additional income for you and you’re no longer working a job, but rather running a business that is positioned to grow!
LOOK FOR CLEANING EMPLOYEES: It takes time to find the right employees. Start looking for good employees now, before you even get the next account. Have time to check references and do background checks. Have 4 -5 people ready to go.
GET 1 MORE BUILDING: At the same time, have a marketing plan and bids out and get the next new account.
CLEAN NEW ACCOUNTS YOURSELF: When you get the new building, you clean it and assign the new employee to one of your existing accounts.
ASSIGN NEW EMPLOYEE TO EXISTING ACCOUNT: You already know exactly what needs to be done there, so it’ll be easier to train someone there.
INSPECT NEW EMPLOYEES BUILDING: : You are now their Supervisor. Work with them the first week for training. Then the second week you inspect their work each night for a week or so. When you’re confident in their work, reduce inspections to once a week.
GET MORE BUILDINGS/REPEAT STEPS 5-7: Continue in these planned out, systematic steps with your goal in sight! Track it somehow, on a spreadsheet, a note pad, etc. Review regularly.
REDUCE YOUR CLEANING, INCREASE YOUR INSPECTING: Your time cleaning buildings will start to decrease now and your time inspecting buildings will increase, but you’re making the same net income and your goal is fast approaching!
HIT YOUR GOAL: Congratulations!! You’ve hit your goal. It may have taken you 6 months -2 years or more, but you don’t clean the buildings yourself, except for the occasional fill in. You’re doing $12,000 in monthly revenue and making the same net income as when you were physically killing yourself doing all the work yourself! Best of all, you’re positioned to continue growing the right way and you’re running the business instead of the business running you, into the ground.
YOU’RE THE SUPERVISOR: You’re now the full time supervisor. When you start Inspecting and Supervising more than 45 hrs a week, you can start planning to hire a “working supervisor”. One that produces income by cleaning a building or two themselves, fills in when other employees are out and inspects their work at your accounts. This is usually one of your current employees that you’re promoting. This will start to reduce your night time supervisory time and eventually get you to running the business during the day, if that’s your goal. I can tell you it was a big goal of mine. I’m much more effective running business during normal daytime hours and now spend my nights and weekends with my family..

Just as “Faith without works is dead” Remember that a goal without a plan is just a dream. I hope this blog answer was helpful and insightful to you my friend and many more!

Drake

Janitorial Cash Flow – Top Ten Tips!

The definition of Cash Flow is “The excess of cash revenues over cash outlays in a given period of time, not including non-cash expenses.” In layman’s terms, it simply means not only having more cash coming in than going out, but having that “excess” cash coming in when you need it!

For example, if you have $10,000 in revenue coming to you on the 20^th of the month and $8,000 due in payables on the 15^th, including payroll, what do you do? Do you simply tell your vendors and employees, “don’t worry, you’ll get paid when I get paid” and expect them to be understanding? Sure, you’ll have a few understanding people, but DO NOT rely on people understanding your cash flow issues! Instead, take the time to create a cash flow system to eliminate the inevitable problems that come from paying late, i.e., employees quitting, vendor credit cut offs, bank overdraft fees, poor relations, credit score reductions and the list goes on and on.

If you’ve got bank lines of credit and can pay all you’re bills on the first of the month, that’s great and I’m happy for you, but I can bet that in the beginning you had to be very savvy with your cash flow to convince the banks to lend to you. Kudos and respect to you! But , remember, borrowed money is the most expensive money.

Let me just touch on my Top Ten free, time tested Cash Flow Tips that have served me well in 25 years in this great janitorial industry. Remember, it’s all about having actual cash on hand when you need it! It’s not easy, but it’s not hard, just have a plan!

ESTABLISH CUSTOMER TERMS: DO NOT start an account and not know when you’ll get paid. My written terms were always billed on the 1^st of the month, due on the 15^th of the current month for the whole month. If they couldn’t do that, I’d bill them 2x per month, the 1^st– 15^th due on the 15^th and the 16^th -30/31^st due on the 30^th. Hear me, establish terms!
ESTABLISH VENDOR TERMS: Once you’ve established terms with your customers, get with your vendors. If you know that customer payments come in on the 15^th and 30^th of each month, then set up payments with suppliers due on the 16^th and 1^st of each month with your vendors. Vendors WILL WORK WITH YOU if they simply know they can count on a payment date. Car payments , cell phones, suppliers, even rent landlords can all change due dates for you.
ESTABLISH COMPANY BUDGETS: Know exactly what your numbers are. What’s your total monthly revenue and expenses each month? When are payments coming in and when are bills due?
ESTABLISH A PERSONAL BUDGET: It’s true that “ the eye is never satisfied”, but have the discipline and restraint to live within your means.
INCREASE REVENUE: No brainer, new customers equal more $Revenue. Continually be looking for more customers and have multiple bids out at the same time!
REDUCE OVERHEAD and INVENTORY: A $2000 a month office requires $7-10,000 a month in revenue to pay for it. I’m not saying don’t have one, but customers don’t come to your office, so make sure it’s a “need” to have and not a “nice” to have. Work from a home office until it’s impossible any longer . Also, have a ”just in time” inventory on hand in your warehouse. Don’t have $1000 in floor wax on hand if you only use $200 a month. Use the other $800 to pay bills.
DON’T FINANCE IT: Don’t finance a $4,000 new floor autoscrubber for 24 monthly payments and a total pay out of $5800, if you can buy a used one for $1500 cash that does the same job! Use your head!
EDUCATE YOURSELF: Do internet searches on cash flow tips, read books on it, read blogs on it, then implement it!
SUPERVISORY EMPLOYEES MUST PRODUCE REVENUE!: Make sure all supervisors, managers, etc., are producing monthly revenue! They should be filling in, cleaning buildings, delivering supplies, training new employees, solving problems, keeping costs down, etc. ! They should be the hardest working and most productive employees in your organization!
REVIEW IT: Review your cash flow daily, weekly, monthly and make adjustments accordingly! Do it this month and the next and next and so on. BE DISCIPLINED FOR CASH FLOW SUCCESS!

Follow these simple guidelines and watch your Cash Flow in the right direction and most important, when you need it!
Drake

Janitorial Inspections – Top Ten Tips!

What is the real purpose of a janitorial inspection? Is it to find fault, point fingers, let your customer know where you’re lacking? No, it’s to be proactive in finding and fixing the little problems before they become big problems that your customer finds.

The #1 way to keep your customer happy is to keep their facility clean! Don’t ever forget that fact. Yes, your customer needs to like you on a personal level and you need to maintain a friendly, professional relationship, but don’t rely on that to keep you there.

The #1 way to keep a facility clean is to do regular Janitorial Inspections for quality control! Let me just touch on my Top Ten, time tested Inspection Tips that have served me well in 25 years in this great janitorial industry. Remember, people do what you “inspect”, not what you “expect”!

Keep it simple!: One or two page inspections. i.e., Don’t grade every single toilet individually, but give an overall grade of the whole restroom, with comments to your staff about specific deficiencies, like “Restrooms are good overall. Toilet bases and partitions need improvement”, etc.
Frequent Visual and 1 Formal Inspection: Do frequent walkthru visual inspections for you and your staff only and 1 formal inspection for your customer to show that things are up to standards or have been brought up to standards by your inspection date.taking care of things you need to inspect it after it’s been cleaned and before your customer uses the building again.
Have an Inspection checklist: Know what you’re looking for and check off what’s up to standards and what’s deficient.
Inspect it after it’s been cleaned: This may seem obvious, but don’t inspect at the beginning or the middle of a shift. To see how your staff is taking care of things you need to inspect it after it’s been cleaned and before your customer uses the building again.
Know your customers hot spots: Know your customers top priorities. Restrooms, glass doors, dusting? Put extra emphasis on these areas and make sure your staff knows as well.
Fix things now! : When you find deficiencies, fix them yourself now! If a trash can was missed, empty it, if a soap dispenser is empty, fill it. Mark it in your inspection and let your staff know, but take care of it now.
Praise the good!: It’s perfectly acceptable to point out deficiencies, but don’t demoralize your staff. Let your cleaners know what they’re doing right!
Let customers know you’re doing regular Inspections: It strengthens your relationship and shows that your company is serious about taking care of them!
Send your customer a monthly report: This shouldn’t be the inspection that you share with your staff. You don’t want to point out where your staff is lacking, that’s for you and your staff to see and fix. Their report needs to show that things are up to standards or have been brought up to standards by your inspection date.
Do it again: Be consistent! Do inspections this month and next and so on! Whether your customer ever looks at your Monthly Inspection Report or not, they will look at the cleanliness of their building. Remember, the #1 way to keep their facility clean is to do regular Janitorial Inspections for quality control!

If you want to see your customer retention rate skyrocket, do consistent inspections!

Drake

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 out..you “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.

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.
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”!
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!
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!
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!
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!
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!
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!
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 CleanGuidePro.com janitorial bidding software!
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!

Drake

Janitorial Business Attitude – Top Ten Tips

The definition of Attitude is, “A complex mental state involving beliefs and feelings and values and dispositions to act in a certain way”. Your attitude is the very foundation of your business and it needs to be sound and solid or the whole structure can collapse. Cliche? Maybe. But twenty-five years in the janitorial business has taught me the value of attitude…

Whether you’re the owner, manager, crew leader or front line housekeeper, your attitude will dictate how far you’ll go. I’ve hired over a thousand employees throughout the years and I’ve selected the zero experience person with a great attitude – (“I’m willing to learn and do anything required”) – over an experienced person – (“Yeah, yeah, been there, done that, when’s payday?”) – hundreds of times.

What is your attitude towards business and how does it impact your bottom line? Not sure? Well, the first step is just making the commitment to develop the “right” attitude, one that will support your business growth. There’s countless books and expensive seminars (which are fine and helpful) on this topic, but let me share the mindset that has served me so well in this great janitorial industry!

Top Ten Attitudes of a Janitorial Business Leader

BE GRATEFUL! Every day is an opportunity to be grateful for what you have and the countless opportunities that are in front of you. Count your blessings, every day is an opportunity to rejoice and be glad in it. No one is guaranteed tomorrow.
BE AN EXPERT! Just like when a customer calls an Electrician or A/C company out to provide services or a proposal, they expect that they’re experts in their field. In the same way you should be an expert in yours. Do you know the difference between an alkaline and acidic chemical and which to use on what? Do you know what a “green chemical” is? What’s the OSHA requirement for chemical labels? What’s your recommended floor care maintenance program for waxed floors? How many coats of wax, what the best floor finish % solid content for floors that are burnished? What does your production rate need to be when cleaning a school to be competitive? Be committed to ever learning. Knowledge is power!
WHATEVER IT TAKES! Commit to being that person that finds solutions. Every problem and situation has a perfect solution. Some tougher than others. Are you willing to fulfill a customers last minute, 4pm request to wax or polish floors tonight because their corporate boss is visiting tomorrow? Will you miss a little sleep or work late to provide a solution? Expect the unexpected and do whatever it takes to provide professional service that exceeds your customers expectations!
THANK CUSTOMERS WHEN THEY COMPLAIN! Yes, you heard me right, you shouldn’t be happy about complaints and you should have systems and procedures in place to minimize them, but you should say, “thank you for bringing that to my attention, I apologize for that issue and we’ll take care of it right away”. Issues and complaints are virtually impossible to completely stop, but when they arise and your customer points out the little things that bother them and you correct them, you solidify to them that you’re a professional company that cares about them and their facility. When you always respond to complaints like “no way we missed a trash can last night”, you come off as belligerent and hard to deal with. Just thank them and say O.K. we’ll take care of it!
BE THE EXAMPLE! Understand and embrace that you set the bar. Purpose in your heart to act the way you want your team to act with your customers. Don’t talk bad about customers, employees or co-workers in front of your employees and don’t condone it when they do. Be an exemplary Janitorial Business Leader!
MAKE THEM KNOW YOU CARE! It’s true that people don’t care how much you know until they know how much you care, about them! Make your customers, co-workers and employees feel appreciated, heard and valued by you and your business. The more they know you care, the more you solidify your relationship with them!
OWN IT! Own it when you make mistakes. Take responsibility and don’t make excuses when problems arise. If you knock something over and break it, don’t hide it or throw it away and hope your customer doesn’t notice the next day. Leave a note or call first thing the next day and apologize and pay to fix or replace it. They may not like it if you break their favorite desk trinket, but they’ll see you as responsible for speaking up.
NOTHINGS IMPOSSIBLE! Reacting to situations with statements like, “this is hopeless, this is impossible, no way good things can come my way” are all self fulfilling prophecies. I’ve found, seen and experienced in my life that nothing is impossible as I’ve put my faith and trust in the One who makes all things possible.
IT IS MY JOB! When an employee comes to me and says “they asked me to clean out the break room refrigerator last night. Is that my job or on our checklist”? My answer is always the same, “yes, if it’s cleaning related it’s our job”. “If it’s not on our checklist and a significant labor expense to me, like dusting daily when we have a customer service agreement for dusting 1x per month, then we simply talk with the customer, add it to our agreement and increase the monthly price accordingly if need be.
HAVE A SPIRIT OF EXCELLENCE! If you have a mindset of “it’s good enough, they’ll never notice, everyone cuts corners”, I know 4 coats of wax would look awesome, but 3 is enough for tonight”, then you don’t get it. When I used to ask my Floor Techs how a job came out and they would say “good”, I would ask them “do you know who the enemy of excellence is”? They would say “who” and I would say “good enough”. They quickly got the point! They then starting sending me cell phone pics of every job, and yes they were excellent work! Average Spirit, Average Business. Excellent Spirit, Excellent Business!

In business as in life, attitude is everything!

Drake