Effective Communication Strategies for Growing Cleaning Companies

Mon, May 20, 2024

Read in 8 minutes

How should cleaning staff be managed? In this blog post, We'll go over some advice and best practices for efficiently supervising cleaning staff.

Effective Communication Strategies for Growing Cleaning Companies

In the ever-changing world of cleaning services, it is not that easy to stand out from the crowd. The pillars on which a successful cleaning company stands are happy and satisfied staff. Happy employees deliver exceptional service, leading to satisfied clients and a thriving business. The secret ingredient to happy cleaning staff? The answer is quite simple - effective communication for managing cleaning staff.

Many might think that to manage a cleaning staff is difficult. But what they do not realize is that it can be made simple with simple steps that make any cleaning company successful. To make your dream cleaning team, having clear communication with them is more important. 

Small companies that have just entered the industry can easily communicate with their cleaning staff and manage the whole operation easily. But as cleaning companies grow the need to engage the cleaning staff, make them more productive, and effective cleaning staff management grows too. The main aim of any business is to gain more profit and make a brand for themselves in the industry. 

And if they can communicate this same goal to their cleaning staff then the overall productivity of the company is increased. Now just imagine. If a cleaning services company is not communicating properly with the staff. What do you think will happen? The company will face - 

  1. burnout employees
  2. the average quality of work
  3. dissatisfied clients
  4. high turnover rates
  5. high labor costs. 

It is enough to give nightmares to cleaning companies’ business owners. But how to manage the cleaning staff? And that too in such a way that they do not fear micromanagement and are happy to work for the company? Fear not, we have the solution for you. You do not have to spend hours on Google and search for the solution on “cleaning staff management” when we have curated a list just for you. 

If you can follow these simple communication tactics for managing cleaning staff then you will notice visible results yourself. Driving growth and making profits will not be a dream now but a reality that can be achieved by small and established cleaning companies alike. 

In this blog post we are going to share just that! Get effecrive tips for managing a cleaning staff that will help you retain the cleaning staff and boost morale.

Clear Communication Channels

This makes sure that everyone is on the same page. Whether it is a potential customer who is visiting your website, if they can easily relate and gather all the information, then that means that you were successful in delivering the message. To manage cleaning staff, having proper internal communication is essential as well. Having clear communication channels internally and externally is important. To provide exceptional customer service to the client, clear and concise communication is a must. 

A simple method for managing cleaning staff is through:

  1. Employee handbooks
  2. Regular meetings 
  3. Open door policy 
  4. Establishing clear expectations

When everyone knows what is expected of them, they all work in the same direction. This avoids misunderstanding and unnecessary delays in providing the best to the client. Managing janitorial staff will not seem so difficult if clear expectations and objectives are conveyed. The cleaning staff will align their goals and efforts in achieving the common goal of the company. 

Here’s how to ensure your cleaning staff understands their roles and responsibilities:

  • Job Descriptions: Create detailed job descriptions outlining specific duties, performance standards, and areas of responsibility for each cleaning position.
  • Onboarding Process: Invest in an onboarding process that familiarizes new staff with company culture. The onboarding process must be clear on what is expected and what procedures must be followed to achieve that.
  • Regular Training: Provide ongoing training sessions to ensure everyone is up-to-date on cleaning techniques, industry best practices, and any changes in procedures.

Fostering Open Dialogue

This is one of the crucial aspects of managing cleaning staff. but sadly it is mostly overlooked. What makes any staff stay in the cleaning services industry? It is a positive work culture. Create such a culture within the company that the staff is willing to stay. And help the company to gain more profit.  Everyone wants to be heard and valued, if your staff is feeling that then you have achieved something. Communication is a two-way street. 

To achieve open dialogue with the cleaning staff you can practice:

  • Active Listening: Practice active listening skills during meetings and individual discussions. Pay attention to concerns, suggestions, and feedback from your staff.
  • Employee Feedback Surveys: Conduct anonymous employee feedback surveys to gain insights into employee satisfaction. This helps to identify areas for improvement and foster a culture of open communication.

Optimizing Work Schedules

Optimizing work schedules means managing staff scheduling in such a way that the staff is deployed efficiently and effectively. If the company is fairly new, then that can be managed easily. But once the company starts growing so will the difficulty to manage all of the schedules. If schedules are messed up, then that means appointments can be missed. And that is a big no-no in any industry as it will lead to unhappy clients and a bad name in the market.

That is where a cleaning company software can help you out. The software will manage overall operations from scheduling to communication and task progress. Investing in such software will give long-term benefits to the cleaning companies. When they start getting more cleaning contracts and driving growth, especially then. 

Fun fact - Novagems is a software to manage cleaning staff that will take care of everything from A to Z. 

Recognizing Achievements and Providing Incentives

Everybody likes getting rewarded and getting recognition when they have done good work. This motivates the cleaning staff to perform their best and give exceptional services. Happy cleaning staff means good service and happy customers. If the clients are satisfied with your cleaning services then that means you have built a recurring business. 

A little appreciation goes a long way and you can deliver that through:

  • Verbal Recognition: Publicly acknowledge and appreciate work during team meetings or company communications.

  • Performance-Based Incentives: Consider implementing performance-based incentive programs. This can be done to reward exceptional work, meeting deadlines, or exceeding client expectations.

Promoting Teamwork and Collaboration

The strongest foundation of a successful cleaning company is its strong cleaning team. If the company is promoting teamwork then the team will work together, and support each other too. Collaboration and mutual respect between the team and the management are vital. Not only in the cleaning industry but in any industry. 

  • Team-Based Projects: Assign cleaning projects that require collaboration and teamwork. This motivates problem-solving skills and teamwork.

  • Team-Building Activities: Organize occasional team-building activities. This can promote bonding, communication, and a sense of shared purpose within the cleaning staff.

Providing Regular Feedback and Conducting Performance Evaluations

There is always room for improvement. Providing regular feedback tells the cleaning staff where they can improve. Continuous improvement builds confidence in the staff. The cleaning staff can recognize their strength. This basically means that the task of managing cleaning staff is done by the staff itself. Here’s how you can make that happen:

  • Goal setting: Set clear and achievable goals for the cleaning staff. When individual goals are met, the company will thrive. 

  • Performance reviews: Conduct regular performance reviews to assess skills, identify areas for improvement, and provide constructive feedback that helps staff members grow.

Challenges of Managing Cleaning Staff

  • High Turnover Rates

Cleaning companies often see high turnover rates due to low wages, demanding work conditions, and limited career advancement opportunities. This harms the overall performance and business of the company. To face this situation, if the management is taking steps beforehand it will help them in the longer run. 

  • **Staff Scheduling **

Managing cleaning staff schedules can be challenging, especially when dealing with varying shift preferences, last-minute changes, and unexpected absences. A cleaning company software will help the company manage schedules and meet clients’ requirements too.

  • Communication Barriers 

Language barriers, cultural differences, and limited access to communication channels can hinder effective communication. To overcome these barriers, provide clear and concise instructions, and utilize visual aids and demonstrations when necessary. 

  • Quality Control

Your client will value high-quality service above anything else. Making sure that the team delivers on that promise becomes difficult with a large team. Growing cleaning companies can face this challenge so investing in a solution beforehand is beneficial. 

  • Employee Motivation and Retention 

Keeping your cleaning staff satisfied and engaged becomes challenging for many cleaning service providers. If they are not feeling motivated or valued they will start looking for some other option. Hence, retaining good employees is difficult nowadays. Having a well-planned and thought of retention strategy is crucial.

Tool and Technologies for Cleaning Staff Management

  1. **Scheduling Software: **

Invest in scheduling software to simplify the task of assigning shifts and managing your cleaning staff’s work hours. These tools allow you to create schedules efficiently, taking into account staff availability. With real-time reminders and notifications, you can ensure that your team stays informed and punctual.

  1. GPS Tracking:

This will allow you to see where your staff is at all times. Keep a check that your cleaning staff is at the right place at the right time and get instant information if they leave their designated place. 

  1. **Communication Platforms: **

Utilize communication platforms such as messaging apps or project management software to facilitate seamless communication among your cleaning staff. These communication tactics for managing cleaning staff allow for instant messaging, file sharing, and collaborative discussions, enabling your team to stay connected and informed at all times.

  1. Time and Attendance Tracking Systems

These systems will allow you to track the time spent on each job and manage efficiency of the cleaning crew. This can prevent employee burnout and overtime which keeps everything under control. 

Pro tip - Want to know how you can get all these systems in one solution? Click to learn more


In conclusion, effective communication is essential for the growth and success of cleaning companies. The simple tips for managing a cleaning staff are basically boosting your teams’ productivity and company image in the cleaning industry.

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