Categories
Hiring

🎯 Cleaning Business Guide: 7 Hiring Trends and Strategies to Thrive in 2021

We’re all looking forward to 2021 in every area of our lives. We’re exhausted by all the news, viruses and political races that 2020 brought.

What’s happening in the world of recruitment in 2021? and how does your cleaning business can prepare and take advantage of coming up trends in Cleaning HR?. Let’s take a look of what I see coming and what will be important to thrive, not survive in 2021.

1. A more Diverse Workforce

Diversifying you cleaning workforce has become more crucial than ever. I have heard from other successful cleaning business owners like Mark Baker from Motivated Maids how he is including everyone in the workforce, finding talent where he would normally wouldn’t look it and growing his Canadian cleaning service to be one of the largest in the country.

Applicants to cleaning technicians jobs agree that they tend to prefer to apply to companies where Diversity, Equity, and Inclusion is in place. So try hiring people you would normally hire, use a system to let the system do the sorting and not you. I see this error happening again and again, where the owner is the bottle neck of growth by not putting a system or process in place, so the office staff can do the hiring.

2. Better company-employee relationship.

Most job seekers are looking for employers who can handle a Covid-19 related life changes with more compassion and flexibility. Therefore, your recruitment strategy for 2021 should include focus on building and enhancing the company-employee relationship. Building this relationship with your employees is always a win-win.

One of the best ways to attract the top tier cleaning talent that I learned, is being intentional in making it a better place for work. I see this with my own employees that every so often bring me their friends and family members interested in applying to work with us. This saves time and resources of having to start from scratch when you need to hire a new cleaner.

3. Company Culture and Branding

Make 2021 the year to finally implement that dreamed company culture you had in mind.

I define company culture as the personality of to your company with your workforce and clients.

This starts from the moment they visit your website and apply for a job until, they meet your for a in person or zoom interview. All the touch points matter.

– Juan Chaparro


One of my favorite company cultures I see today is Trader Joe’s. I love their funny signs, colorful walls, quirky Hawaiian shirts 🌺 and unique way of doing things, but more importantly is their people, if you approach any of them, they have this cool vibe and real knowledge about their location. I think as cleaning business owners, can create great company culture within our companies, we might not have all the cool things that a brand like Trader Joe’s does but we have the PEOPLE, the most important asset in our businesses.

4. Use of Applicant Tracking Systems for Hiring

As technology keeps evolving with mobile and browser technologies it’s very important that your office implements an applicant tracking system for your cleaning business. Business owners don’t have time to sort manually anymore looking for the right candidate or if they meet requirements or can work legally in the U.S.

At Pipehire we have implemented a hiring funnel and scoring system for cleaning employees which takes the guesswork out of the job. Within our funnel you can see their Recruitment Score, this help you quickly determine the person for the position and to move forward with an interview, vs looking at hundred’s of resumes and trying to make a decision who moves into the next stage.

5. Full Online Identity lookup to make better hiring decisions

If you were to look into your applicants social media accounts, you wouldn’t hire many of them right?. In 2021 employee social media monitoring will take more importance to understand our workforce and make better decisions for our cleaning business.

Also continuous MVR monitoring of current employees and new candidates will become more important as technology and motor vehicle department make the data more accessible. This monitoring will reveal if they have been convicted of driving under the influence, traffic violations, or even unpaid parking tickets while working with you and entering your client’s homes.

⚠️ We tend to forget to monitor our current workforce where there’s a higher risk of failure than a new candidate that has not even started.

– Juan Chaparro

6. Remote office workers vs in-house.

As more industries and jobs transition into remote work, cleaning businesses are no exception. More cleaning business owners have opted out for working from home without any issues during 2020.

I’ve been doing it for 10 yrs with 6 people spread across several continents and I love it! Most office location issues are solved with a coworking space a virtual mail address and a regular 5×10 storage for cleaning supplies and distribution. I have even coached couple of owners into hiring their own virtual assistants and they are finding success in their journey using the lean maid business model. Tracking remote workers time isn’t rocket science, many cleaning businesses use Hubstaff to see what their teams are working on and track their time.

I believe most cleaning businesses can transition to full remote office if they are ok with not micromanaging their staff. 😀

7. Onboarding Process and Candidate Experience

Customer experience is key for our business, but don’t forget Candidate experience. Why? Because they are like clients, looking to buy into a job promise and put their trust and effort to get a paycheck and be able to provide for their family and reach their dreams. I see this process very fragmented and poorly designed for most of the industry. I’m constantly looking at cleaning businesses websites and find out their careers / jobs page is the last thing on their mind, it’s outdated and sometimes ask people to fax or email resumes.

I’ve learned that my business brand and experience will attract or deter the BEST candidates. I’m not looking for any candidate, I’m looking for the BEST because they want to work for the best cleaning company they can find locally. I have found this to be so true and so overlooked. Paying attention to this brings me better cleaning tech leads thus making the hiring process easier and getting better results overall. Now add to the best candidates a scoring system and funnel and you have well oiled machine to hire and recruit A players.

Don’t underestimate your careers page, your job form and how they get handled afterwards. This interactions will bring better and more stable cleaning techs as you keep growing your business.

Make 2021 your best year ever, thrive don’t survive. 💪

Categories
Hiring

👀 How to identify A, B, C players during the interview process?

Finding the A-Players for you cleaning business doesn’t have to be hard. Here’s so traits we look for:

  • They’re looking for the best job opportunity
  • They call and apply within the same day, call them back asap
  • They fill all the questions to application
  • Prior jobs experience is fully completed
  • You can call those past managers
  • They show up on time to the interviews on time
  • They have a strong word and are committed
  • Their NO is NO and their YES is a YES
  • They show integrity
  • And they ask questions about the company and what’s in it for them

Simple right? Yes now go and get them!

Questions on managing cleaning employees?

Email us at support@pipehirehrm.com or visit us at Pipehire to learn how to manage better all you cleaning employees.

Categories
Product Updates

👋 Indeed/Facebook integration coming soon – In the meantime, there’s this solution.

Based on our users’ feedback, we decided to start working on an integration with Indeed and Facebook. Posting your job offers will become a breeze with a click of a button!

In the meantime, we can help you post your job offers inside your accounts manually with our Support team.

Need help with this? Set up a support call or call 415-223-0371 our Customer Success Manager is ready to help you.

Categories
Product Updates

🔥 New Management Dashboard coming (and the $5000 flooded house story) that helped us create it.

Pipehire is working on a new Management Dashboard to help you see at a glance:

  • New applicants
  • Coming up birthdays/anniversaries
  • Expiring docs
  • Remind you of unsolved complaints like the flooded house.
  • and much more.

In there you can take action on important and critical action items. We want to help our users become proactive and efficient and spend less time worrying about their business operations.

Categories
Culture

👋 Hello! We’re Pipehire and this is how we got started.

Back in 2002, Karen and I were selling door to door cookware in hot and humid Houston, TX trying to get ahead in life as young 18 and 21 yr old couple.

In the afternoons we used to go to the big box retailers looking to meet people to eventually visit and demo our cookware. One night during our regular visits to these retailers we met a lady that introduced us to a multilevel business. We got started in it and did our very best for 4 years, but with zero results. ☹️

One of the members in this group saw us in such bad financial shape that brought us to clean homes with them to learn the basics so we could clean for others. Soon after we started working for a home cleaning service as employees. Few months after, due to bad management, and how they treated us we decided to start a cleaning company of our own. That’s how Gmaids got started and the firestarter to Pipehire.

Pipehire was created of one simple need in our cleaning company:

Hire faster and better cleaning employees without sifting through a lot applications or wasting valuable time.

We tried many applicant tracking softwares / apps for small businesses and task management tools to avoid things falling through the cracks, our main issues were:

  • Evaluating and hiring good candidates.
  • Remembering work anniversaries, birthdays.
  • Tracking customer feedback, attendance, expired car insurances you name it, plus the all the many things to remember when you have cleaning employees.

We found a problem 🤔

No software or tool was designed for the residential cleaning industry nor the cleaning business owner in mind, that could help in the process of making hiring and management easier. In 2017 I started to draw a concept of a funnel type website that could give me a score to my job applicants. I told l Luis my brother to help us find a web developer to help us do it for our own cleaning business.

How Ruben got involved 🚴

Luis was into cycling and he remembered that Ruben an old friend in this cycling group had quit from United Nations as Senior Developer. He reached out to him and soon after started working on improving Gmaids backend software and then learning about the challenge of hiring cleaning employees. After few months of coding we came up with a scoring system for recruiting employees based on their answers which will and make hiring and recruiting easier.

We got a solution! 🚀

So after building and making hiring easier for Gmaids, Pipehire was launched to the public in March 2020 as a stand alone HR and management software for cleaning services. We’re focused on building software tools for growing residential cleaning services across the US and the world.

Best,

Juan, Luis and Ruben

Feel free to contact us with any questions! support@pipehirehrm.com

Categories
Management

🎯 Guide: How to Run Cleaning Employees 1 to 1 Meetings Effectively

Introduction

There are different approaches to running 1 to 1 meetings with your cleaning employees. The truth of the matter is that you can make them, as simple or as complicated as you want them, short or long, as often like every week or every quarter, I don’t think there’s a perfect way to do it, but I do believe there’s a practical and effective way to do it.

Definition: The difference Being effective is about doing the right things, while being efficient is about doing things right. Similar but not the same.

For me being effective is to accomplish the right things, that will move the employee and company forward. 🤝

So what’s the purpose of the 1 to 1 meetings?

The purpose should to bridge the gap between where they are and where they could/should be in the cleaning technician career path.

Side note: At Gmaids we believe every employee should have a long term vision (career path) and certain realistic goals they want to accomplish once they start to work for me. (i.e save for down payment of house, pay for children’s college etc.) this is what will make your job worthy of loyalty (low turnover), if they feel they can get what they dream, your company (job) becomes a vehicle to get there.

Who should conduct the meetings?

If you’re just getting started with your house cleaning business, then will be you the owner. Businesses with $500K in revenue and above should have the office assistant or manager do this. As a business owner when you cross the $500K+ in annual revenue you should be focusing on more leadership, growth/expansion and fine tuning procedures to get to the $1m year cleaning business.

What should be the meeting about?

  1. Discuss challenges: Address employee concerns by asking in what area(s) they feel stuck, so you can send them to the right place (i.e retraining them or to review the 13 speed cleaning rules). One word of advice: Listen them, but don’t become their psychiatrist. 😱
  2. Review performance: Talking about their last Complaints received and how they will improve next time, also even more important review their Compliments, yes you should will also review all positive feedback they’ve received from clients this will help with their self- esteem. Successful cleaning services are far more supportive and complementary than low performing one. Positive reinforcement with employees it’s so important in our type of business, and from my own experience we don’t practice it enough. Also within performance it’s critical that you review their job attendance, a committed employee shows up to work everyday without excuses. 👊

What are the benefits of these meetings?

  • Reduces common problems like complaints, attendance issues, turnover, gossip etc.
  • Allows you to mentor and coach some of those that want more than just a job. I found great employees, look for more than a job, they want a company worthy of their time and future.
  • Builds company culture, very important to lower employee turnover, now even more important when the company culture is right, your cleaning employees will bring you new A-type workers. Saves you money and time in recruiting. This is a great sign that you have a thriving company culture.🤗

What should you do during the meeting?

Document, document and document….why? Because you want to make sure you remember next meeting what was told and what they committed to. Also, in my case I don’t do this meetings anymore, my local manager does but I review the notes within their employee profile, so I know at all times what’s going on.

Pipehire “notes” tab allows you record all meeting notes. 😁

How to handle the good, the bad and the ugly?

When things are going poorly, it’s time for a difficult conversation or as my friend says a “come to Jesus meeting”. But when things are going well, use the time to encourage and appreciate the employee’s accomplishments and good behavior. Don’t hold back make sure you’re managing you employees wells so the issues get fixed.

How long they should meetings last?

I recommend 15 minutes with a clear agenda. If you don’t have an agenda you will run overtime and you will not be doing this for too long.

“Great things in business are never done by one person. They’re done by a team of people.” – Steve Jobs

Questions on managing cleaning employees?

Email us at support@pipehirehrm.com or visit us at Pipehire to learn how to manage better all you cleaning employees.

Categories
Product Updates Training

✅ TaskAway Virtual Assistants now trained to help with Pipehire

If you happen to use TaskAway VA’s (which are awesome) they are now trained to use and manage your Pipehire account. We’ve working with Maria Dorian to make this available to our clients.With a TaskAway VA trained in Pipehire they can help you with the following:

  • Post your job form into Indeed, Facebook or any other jobs website.
  • Help you verify applicants before an in-person or zoom interview.
  • Collect all onboarding docs from your employees and upload them.
  • Setup reminders of expired documents so nothing falls through the cracks.
  • Migrate/upload your employees information from other systems (just provide us a login or excel file and we will do all the hard work)
  • Enter all Complaints/Compliments into Pipehire so each employee gets their score
  • Move all your employees files into Pipehire cloud file so you centralize everything in one place and much more.


Why join forces?

We believe this partnership will allow clients to have a better and more complete back office support making their offices to run more independent of the business owner creating freedom.

I’ve hired many virtual assistants during the last 10 years and Taskaway really has nailed down the market for helping other cleaning business owners without the process of hiring their own VA’s in other countries. This is truly a competitive advantage and I truly admire what she is building with her team.

To get started contact Maria Dorian at Taskaway for more information.

Categories
Management

😱 We flooded a house! Learn from my $5000 dollar lesson and how to avoid it.

At the beginning of this glorious 2020 (😅), one of my employees hit that little toilet valve that feeds the tank while vacuuming the bathroom, and you know what’s coming right? It started to leak a little bit of water, she tried to stop the small leak with a microfiber towel, while she ran around the property trying to the find the main water valve to the house while speaking to my operations manager on the phone. She searched all over the house in the front and backyard, but when we found it was closed with a lock. We called the city and by the time they’ve arrived and shut it off, the house was flooded damaging all the drywall, flooring and baseboards costing the client a flooded house, tons of aggravation. We almost lost our reputation. We end up paying $5,000 out of pocket plus and a very long and exhausting process with my insurance making sure my client got paid.

This is the valve I refer to, even thought we had a hose, not being able to close the main valve was the cause of the flooding. If you have your employees training, you will avoid this.

Why I’m telling you this story? So you don’t ever forget to follow up, close and mark as solved all your customer complaints even if you don’t hear from the client, you should do everything you can to reach the client and make sure whatever complaint it’s solved.

The problem we identified in our house cleaning business processes was that we didn’t have a way to track complaints properly with a clean resolution status (i.e pending, closed, solved) with the client, so if the client never replied to the email or called back we’d forget about it and call it a day. This is very typical behavior in our industry, but it shouldn’t be this way. We can do better!

How do you avoid this from happening to your cleaning technicians? Here’s 5 steps

  1. Train your employees to know who to handle this situations learning how to find and close the main valve.  Show them this video

2. We custom made this emergency kit at Home Depot to carry on their cars at all time. The kit should include:

House Leak Emergency Kit costs around $30 total

3. Bring a plumber to your office and have him go outside with your cleaning techs and teach them how to use it. The hose above in the picture is to be used to redirect water to a toilet or sink the rest is to open the valve and shut it off.

4. Track the complaints resolution process with the client and the employee separately. Why? Because with the employee you can do a warning in the office next day you see them, but if the client takes weeks to respond, you might have marked this as solved or no answer from client, but you shouldn’t. My insurance took months to solve this and by the time the client contact me he was about to post the worst evert negative review a cleaning business could get. It was so bad, I had to put a lawyer to stop it from going live. Below you see an image of HR and management software for cleaning businesses and how we track both the employee and client in different columns.

5. And lastly set a reminder of this particular time sensitive complaints, in case the client doesn’t get back to you. Remember you need to get back to the client!

Above image of Pipehire Complaints module that tracks complaints by client and employee
Above image is new Management Dashboard within Pipehire that will remind you to follow up on this special complaints.
List of Complaints options

Take Action!

Learn how to Track our cleaning techs Complaints within Pipehire. Have extra questions or need help from our Customer Success Manager? Contact us in the chat we’d love to help you.

Categories
Hiring

🙌 3 Benefits of an ATS (applicant tracking system) in Residential Cleaning Businesses

1. Accelerates Time-to-Hire up to 83%

Time-to-Hire: All hours needed to recruit, onboard, resume scanning, interviewing, and coordination of appointments.- Are you as an owner, wasting time calling, verifying past jobs?

2. Reduced Cost-to-Hire

Cost-to-hire: The total amount of money needed to recruit a new employee.With many tasks being automated, less human hours need to fill a position, your hiring process is more productive and cost-efficient.– Faster onboarding = Faster client growth

3. Increased Quality-of-Hire

Quality of Hire: The total VALUE a new employee brings to a company with their performance.- Lower Turnover – Higher retention of satisfied customers- Better Company reviews/brand recognition- Quality of life for the owner (my favorite!)\

Is there’s an ATS for Cleaning services? Yes, we’ve created Pipehire for this it will help you in:

Finding:

Hiring:

  • Hiring analytics (conversions, visitors/abandoned metrics)
  • Candidate scorecard
  • Face to face interview score
  • Run background checks

Onboarding:

  • Onboarding/tracking
  • Storing documents in one main digital cloud drive

Managing:

Need help setting up you ATS for your cleaning business? Contact us and get our Customer Success Manager help you migrate for free.

Categories
Culture

🥳 House cleaning employees birthdays and anniversaries who remembers them? Yes, we do!

It’s very important to build a great company culture and a good reputation with your employees, so you can attract more A type employees. Five benefits of remembering their birthday:

  1. Build good rapport
  2. Shows you’re a professional company
  3. Build relationships that last (means lower turnover)
  4. Better performance at work
  5. Creates more referrals

Pipehire reminds you of this! How? You will get an email and notifications inside your dashboard. Don’t let anything fall through the cracks.

Everyone in your company will get an email.

Get notifications on your Pipehire dashboard of Birthdays, Benefits and Anniversaries.

What else should you remember as a Cleaning business manager / owner?

  • Work anniversaries
  • Activation work benefits

Learn more how to setup this on your Pipehire account: https://pipehire.user.com/knowledge-base/tracking-employee-birthdays-and-job-anniversaries/

Need help implementing this? Go to Pipehirehrm.com and contact us on the live chat, email us at support@pipehirehrm.com

Written by Juan Chaparro
Pipehire CEO