Software can help streamline and optimize all sorts of operations. Chances are good that no matter the size of the company, workers are already using some form of technology to facilitate aspects of the work. Fortunately, dedicated cleaning business software can make the entire process of training, scheduling, bidding, and day-to-day operations much easier — if that software is a good fit for the business — and there are several packages to choose from. 

Another approach is to work with a consultant who can recommend the best fit based on features, pricing, and scalability. They will identify key business needs — such as scheduling, inventory, invoicing, bidding, customer management, staff tracking, and reporting — to ensure the chosen software aligns with company priorities. They will compare various providers and analyze the software's functionalities, user interface, customer support, and pricing structure with particular requirements in mind. Once a platform has been identified, some consultants may also assist with the implementation process, helping to set up the software and also train staff on its usage. 

Consultants can be identified by searching for field management consultants or checking with professional organizations. Many cleaning company software providers offer consulting services through their sales teams as well. 

Before taking the plunge to contact a consultant or a software provider, decide what features and options will matter for that business. A list of needs, wants, and priorities — what is needed right now; what would be important to have but can currently manage without; and wish list-type items hopefully available in the future — will help to narrow down the best fit. BSCs should weigh the pros and cons of purchasing a software platform that will eventually require (potentially costly) updates versus selecting a cloud-based subscription service. Also, deciding on a budget beforehand is key. 

Features available in today's cleaning software options include: 

  • Scheduling: The software should provide cleaners with clear, detailed schedules that they can access in the field from a phone or tablet. It can ensure that all jobs and shifts are adequately staffed, and can track where workers are at any time. 

  • Communication: Instant access to employees should be available, and the team should have the ability to communicate through an app with live chat features. 

  • Bi- or multilingual capability: If appropriate for the company, the software should provide language translation, allowing staff members to choose between English, Spanish, or languages as needed to translate task wording. 

  • Employee time clock: Employees should be able to clock in and out of jobs from their mobile devices, no matter where they are. 

  • HR management and training and onboarding tools: The software should allow the capability for standard onboarding, the creation of customized training courses, and the option to upload materials for the staff. Cleaners should be able to complete training from their mobile devices at their own pace. The software should also handle HR management (payroll, employee directory, paid time off, and more). 

  • Bidding: The software should allow for the creation of bids in real time while in the field. This provides the capability for customers to review and have adjustments made immediately. 

  • Task management: The software should make it possible to assign and track jobs. It should identify when jobs are in progress, complete, and have met the customer's requirements. 

  • Invoicing and payment: Invoices can be generated and payment received on the job site, or created and sent electronically to the customer. 

Technology will continue to shape the cleaning industry. With planning and evaluation, BSCs can decide how best to use it as a tool to achieve their business goals now and in the future. Whether it's simple, generic templates available on the internet; a fully functional off-the-shelf or customized software platform; or a proprietary system developed specifically for a company, it can be an essential tool BSCs can use to streamline their business processes. 

Shannon O'Connor is a freelance writer from Mason, Ohio.

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POSTED ON: 12/30/2024