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10 Things I Do in a Day as a Maid Service Owner
1. Respond to communications
I’m always checking emails, messages, and voicemails throughout the day. Depending on the urgency, I prioritize my responses. I make it a point to address everything within one business day if it’s non-emergent.
2. React to burning fires
It’s true; every day brings its own set of unexpected challenges. Whether it’s an employee calling out, a customer canceling services, or handling a complaint, these “fires” take immediate priority. Flexibility and remaining calm are crucial here, and I’ve learned to adapt quickly without letting these interruptions derail my entire day.
3. Follow up on first-time cleans
I always follow up on any first-time cleans completed the day before. We don’t bill or charge cards until this follow-up is done. It’s also an excellent opportunity to book them for recurring services if they are happy with our work.
4. Follow up on estimates
Following up on estimates sent the day before or even two days before is essential. This can be done through calls, texts, or emails. Prompt follow-up can be the difference between securing a new client or losing out, so I always stay on top of this no matter how busy I am.
5. Send out estimates and bids
Every morning, I send out residential estimates that were requested overnight. For commercial bids, I make sure those due from completed walkthroughs are sent promptly. Following up on submitted bids at the appropriate time is equally important.
6. Invoice and charge cards
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Invoicing and charging cards are batched into two time periods: midday and end of day. Depending on appointment volume, this task might only be needed once per day. It’s all about staying on top of the financials without letting them pile up.
7. Payroll management
In my maid service, payroll is due by Thursday evening at 5 PM so that our staff gets paid every Friday. Calculating and running payroll requires precision and attention to detail. It’s one of those tasks that you need to prioritize to ensure your team is happy and motivated.
8. Hiring activities
Responding to applicants, following up after interviews, reposting job listings, and creating new ones are part of my daily routine. I also post in local Facebook groups to reach potential candidates. The goal is to keep the hiring pipeline moving all throughout the year.
9. Supply and inventory management
These days, my managers handle this, but it’s still worth noting as a daily activity: Managing supplies, printing checklists, and doing laundry ensure our team has everything they need to do their jobs efficiently. Keeping an eye on inventory prevents last-minute scrambles.
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10. Bookkeeping tasks
Paying credit cards and following up on late payments from commercial accounts are essential to maintain cash flow. Regular bookkeeping keeps the financial health of the business in check.
What I Do on a Weekly Basis
Now, here’s what I do every week. These tasks are less frequent but equally important as the daily tasks.
Marketing and branding activities
My weekly marketing efforts include creating and scheduling social media posts, working on the website, cold calling/emailing, and asking for reviews. I also add content to Google My Business, seek out networking events, and brainstorm new marketing ideas like cleaning giveaways or community involvement programs.
Employee interactions
A happy team is a productive team, so formal and informal interactions with employees are worth going the extra mile for. This could include performance reviews, taking them out for lunch, checking in on training progress, sending feedback surveys, or celebrating birthdays and work anniversaries.
Updating tracking metrics and audits
Regularly updating tracking metrics and performing audits ensures we are meeting our goals and standards. Compiling and analyzing this information helps make informed decisions. Luckily, ZenMaid does most of the heavy lifting for us by creating automated reports.
Weekly meetings
We have a weekly team meeting every Monday morning at 8:15 AM and a manager meeting whenever it makes sense. These meetings are crucial for alignment and tackling any upcoming challenges together.
Updating systems and processes
Continuous improvement of our systems and processes is essential for growth. I need them to be able to scale as much as I have. Streamlining operations makes everything more efficient and manageable.
Not sure what systems I’m referring to? Check out this maid service automation guide.
Wrapping Up
I know — juggling all the day-to-day tasks of a maid service is a lot. My best advice for handling it all? Keep going, even on the hard days. And don’t be afraid to hire help. You’ve got this!
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