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Cleaning company invoice for Administration

this is a quick video on putting together a management structure for your commercial cleaning business now this can apply to this is mainly gonna be geared towards commercial cleaning but I do have an example for especially a specialty structure for people who are just focused on commercial carpet commercial tile those types of services we don't have as many employees but the the beginning is we're gonna focus on a commercial cleaning business a janitorial business a larger organization most commercial operations are gonna have ten employees 20 employees and of course over time maybe even grow to 50 and hundreds of employees so - as we start growing this is what we want to avoid it's this is what we know for sure does not work I personally have experienced this and I think anybody who has struggled in the cleaning business they can recognize this they they are familiar with this this this will end in failure eventually and what the point is is you're the owner and you have to make the money decisions you have to get the equipment fixed sometimes even deliver the equipment you have to check on the equipment provide maintenance then each individual employee comes to you for each problem or each question or each even just questions that come up about pay raises and employee reviews all that little stuff starts to add up and of course your customers are coming to you too so this leads to burnout this leads to ultimate failure so now that we know what doesn't work this is pretty much a hundred percent guaranteed that if you follow the structure it'll end in failure eventually it might be two years ten years but eventually this is going to crash on you so the next example is going to be more of a trip setup and this would be geared more towards commercial cleaning janitorial auto a larger specialty operation carpet or tile would get to this point it would just take a lot more employees of course and in this structure you know here now you can see what the difference is instead of everybody coming to you you're the boss you're the president and you're gonna have three main people who you're communicating with every day you'll have your operations manager your sales person or sales executive maybe even several of them and an office manager and underneath each of these people they will have their direct reports so instead of the employees like in this structure where they are each coming to you now you have it set up to where each of these people are going to the operations manager first they they are giving them their instructions they are training them they are giving them their schedules handing out paychecks didn't have direct deposit stuff like that and under the operations manager you would have your supervisors team leaders specialty cleaning division and your technicians and cleaners then with the salesperson they would be obviously the one going out there giving the estimates communicating with customers on a daily basis and about sales and underneath them they might have a couple of part-time marketers somebody that setting appointments for them maybe somebody who's going door-to-door trying to schedule some appointments for them now that doesn't mean that the salesperson would never do that kind of stuff themselves but they might have a couple of part-time people and even full-time people underneath supporting them the point is they're not coming to you that they're coming to the salesperson and then you are and that salesperson is reporting to and finally the office manager now everybody sets it up like this some people will take this bookkeeper financial president position and they'll put them up in here and some presidents and owners just want to deal with the finance directly and they don't want to put them underneath anybody else they want to keep that all private and that's fine this is just an example in with and our larger operation you would have to then start they had assistants underneath the office manager people to hold interviews people to fact-check resumes stuff like that they a lot of times those are people that you can hire part-time part-time assistants to do tasks like that and they would fall under the office manager now that no this isn't the only structure this is just an example some places to get started and you can see this kind of a structure is a whole lot better than this because this is chaos this is burnout where once we get organized now instead of having to deal with six ten twenty thirty people and we're only really dealing with three and that doesn't mean that you're the owner yeah you're still going to communicate with these other people but they're not coming to you on every little question Barada garbage bags at building - well you you don't need to know that the operations manager and supervisors need to know that and they need to solve that problem instead of going to you so from there we now are into the operations chart this is this would definitely be for commercial cleaning operation janitorial where you have an Operations Manager and then there's different ways to set this up and with the supervisor maybe a supervisor that might have four buildings and another situation a team leader would have one building and then they had the staff maybe one larger building now this is of course going to depend on skill level a supervisor how far these buildings are how large these accounts are depending how many buildings you want to give each of these supervisors then the team leader I usually consider a team leader like a working supervisor but you may have a different definition but that's generally how I describe a team leader is they're just in one building or maybe on a campus where there's two or three buildings but it's the same property and then they're in charge of all the staff and they're going to report directly to operations then you have this specialty cleaning unit and especially the cleaning unit we are going to go to the final chart and this would apply to a commercial operation a commercial cleaning company with a separate division if you have enough specialty work and the point here is instead of having each of these ten attacks reporting directly to you like in the first one this this this can lead even for a commercial carpet operation or tile this is often how people start off and it's it's great to start off this way but we know it's gonna fail at some point because it's just gonna become too much work so what we want to do is over the long term we want to build in an Operations Manager or a supervisor of some kind so that each of these teams regardless if it's just a one person team or a larger team would force a VCT our large buildings you may have three four five six texts all that fall under the team leader but they're all in their separate groups and they have their instructions on what accounts and what tests are to provide on a nightly basis or a shift by shift basis and then they report to the operations manager so instead of having the situation where they're all coming to you and also you gotta fix the trucks also you have to invoice instead on a day-to-day basis your operations managers taking care of this missus usually one of the first things to put it the first structure just simply from the volume of people generally with a cleaning business the operations or the admin side of it is relatively small I on two maybe even three people so you you can be more involved in that in the beginning but on the operation side for commercial cleaning you're talking about lots of people dozens of people in some cases it even for specialty operation you can easily get to six ten people with casuals and part-timers and that's when we can run into a lot of problems so this is just a couple of quick examples of different charts and different management structures you can think about while you're structuring your business