How to Onboard Cleaning Employees Effectively

Welcoming a new employee is more than just paperwork and showing them their workspace. It’s about giving them the tools, training, and confidence they need to succeed—and making them feel like an important part of your team right from the start. Additionally, incorporating training and development into the onboarding process is crucial for preparing new employees effectively.

In this guide, we’ll break down everything you need to know to create a powerful onboarding process that not only helps your employees do their jobs but also benefits both your business and your employees, ensuring they want to stay with your company for the long haul.

What is Onboarding, and Why Does it Matter?

Onboarding is the process of introducing new employees to your cleaning company, culture, and expectations. It’s their first real experience as part of your team—and first impressions count!

Done right, onboarding can:

• Reduce turnover: Almost 20% of new hires leave within their first 90 days.

• Boost performance: Confident employees who know what to do are more productive.

• Build loyalty: Employees who feel supported are more likely to stick around.

• Increase employee engagement: Engaged employees are more likely to be productive and stay with the company longer.

Onboarding is not just about filling out forms or rushing someone into a role. It’s about laying the groundwork for a successful, long-term partnership.

Pre-Onboarding Preparation

Before bringing new employees on board, it’s essential to prepare your business for their arrival. This involves several steps to ensure a smooth transition and set the stage for their success. Start by setting up their workstation with all necessary equipment, such as a computer, phone, and any other tools they’ll need for their cleaning tasks. Ensure that all paperwork, including tax forms and employment contracts, is ready for them to complete.

Assign a mentor or buddy from your experienced team members who can guide them through their first few weeks. This person can help answer questions, provide support, and make the new employee feel welcome. Additionally, prepare a welcome kit that includes a uniform, name badge, and any other items they’ll need to get started.

By taking these steps before their first day, you show new employees that you value their presence and are committed to their success. An orientation program is also crucial in helping new employees acclimate to the company.

Crafting a Compelling Job Description

Crafting a compelling job description is crucial for attracting the right candidates for your cleaning business. A well-written job description should clearly outline the responsibilities, skills, and qualifications required for the position. Here are some tips for crafting a compelling job description:

• Start with a clear and concise job title and summary: Make sure the job title accurately reflects the role and the summary provides a brief overview of what the job entails.

• Provide a detailed description of the job responsibilities and tasks: Clearly outline the specific cleaning tasks and duties the employee will be responsible for.

• List the required skills and qualifications: Include any necessary certifications or licenses, as well as any specific skills or experience required for the job.

• Include information about your company culture and values: Highlight what makes your cleaning business unique and why someone would want to work for you.

• Highlight any benefits or perks that your company offers: Mention competitive pay, health insurance, paid time off, or any other benefits that might attract candidates.

• Use language that is engaging and easy to understand: Avoid jargon and make sure the job description is easy to read.

• Use keywords from the job posting in the job description: This will help improve search engine optimization (SEO) and make it easier for candidates to find your job posting.

Example of a compelling job description:

Job Title: Cleaning Technician

Job Summary:

We are seeking a reliable and detail-oriented cleaning technician to join our team. As a cleaning technician, you will be responsible for providing high-quality cleaning services to our clients. This is a great opportunity to work with a growing cleaning company and develop your customer service skills.

Responsibilities:

• Clean and maintain client properties, including offices, homes, and other facilities

• Use cleaning equipment and supplies to ensure a high level of cleanliness and sanitation

• Provide excellent customer service and respond to client requests and concerns

• Work independently and as part of a team to complete cleaning tasks

• Maintain a safe and healthy work environment

Requirements:

• 1-2 years of experience in the cleaning industry

• High school diploma or equivalent

• Ability to lift up to 50 pounds and stand for long periods of time

• Reliable transportation and a valid driver’s license

• Excellent customer service skills and attention to detail

What We Offer:

• Competitive pay and benefits package

• Opportunities for advancement and professional development

• A supportive and team-oriented work environment

• Paid time off and holidays

Effective Recruitment Strategies

Effective recruitment strategies are essential for finding and hiring the right candidates for your cleaning business. Here are some strategies to consider:

• Utilize social media and online job boards: Reach a wider audience by posting job openings on platforms like Facebook, LinkedIn, Indeed, and Glassdoor.

• Leverage employee referrals and word-of-mouth: Encourage your current employees to refer qualified candidates and spread the word about job openings.

• Partner with local schools and training programs: Find candidates with relevant skills and experience by collaborating with educational institutions and training programs.

• Use targeted job postings and advertising: Reach specific demographics and skill sets by tailoring your job postings and advertisements.

• Consider using recruitment agencies or staffing firms: These organizations can help you find and screen candidates more efficiently.

• Offer competitive pay and benefits: Attract top talent by providing a compelling compensation package.

• Use a standardized interview process: Ensure fairness and consistency by using a structured interview process for all candidates.

Example of an effective recruitment strategy:

• Post job openings on social media platforms: Utilize Facebook and LinkedIn to reach a broad audience.

• Utilize online job boards: Post job openings on Indeed and Glassdoor to attract candidates actively seeking cleaning jobs.

• Partner with local schools and training programs: Collaborate with institutions that offer relevant training to find skilled candidates.

• Use targeted job postings and advertising: Tailor your job postings to reach specific demographics and skill sets.

• Offer competitive pay and benefits: Provide a compelling compensation package to attract top talent.

• Use a clear and concise job description: Ensure your job postings are easy to understand and highlight the key responsibilities and requirements.

• Use a standardized interview process: Maintain fairness and consistency by using a structured interview process for all candidates.

By implementing these recruitment strategies, you can attract and hire the right candidates for your cleaning business, ensuring a strong and capable team.

The Four Keys to Great Onboarding

To make onboarding effective, focus on these four areas:

1. Culture

Cleaning businesses thrive on a strong company culture, which is the “personality” of your business. It’s made up of values, expectations, and ways of working that shape how your team interacts with one another and with clients.

To show your company culture:

• Model good behavior: If safety is important, make sure all employees wear their PPE every day.

• Be welcoming: Treat new hires with respect and kindness to show that your company values teamwork and collaboration.

2. Clarification

Employees need to understand their role and what’s expected of them. Misunderstandings can lead to mistakes, frustration, and lost time.

Here’s how to clarify expectations:

• Review the compelling job description during onboarding, even if they’ve seen it before.

• Be specific about things like clocking in, breaks, and travel between job sites.

• Define performance metrics to help employees understand how their success will be measured.

3. Compliance

This includes teaching your company’s rules and policies through a comprehensive training program, like:

• Anti-harassment and drug-use policies.

• Safety procedures, like wearing gloves and handling chemicals properly.

• Understanding regulatory requirements relevant to the cleaning industry.

Your employee handbook is a great resource for covering compliance topics.

4. Connection

Building relationships helps new hires feel comfortable and supported. Introduce them to teammates, supervisors, and key contacts (like HR or payroll) who can answer their questions and guide them as they settle in.

A mentorship program can also be beneficial in helping new hires feel supported and integrated into the team.

Steps to Create a Strong Onboarding Process

1. Prepare New Employees Before Their First Day

Preparing for new cleaning staff goes a long way in showing new employees they’re valued. Make sure to:

• Have all paperwork and ID requirements ready.

• Set up their time clock login, email, or any other accounts they’ll need.

• Prepare a clean uniform, name badge, and any equipment they’ll use.

• Assign a buddy—an experienced employee who can help answer questions and offer guidance.

2. Make the First Day Memorable

Start things off on the right foot by:

• Greeting them warmly and giving them a welcome kit. This could include a coffee mug, a gift card, or a greeting card signed by the team.

• Giving them a quick tour of the workspace, showing them where to park, how to access supplies, and where the bathrooms are.

• Emphasizing the importance of training and certifications in cleaning services to enhance their efficiency and professionalism.

• Reviewing the schedule for the day so they know what to expect.

A positive onboarding experience sets the tone for the new hire's journey and helps them feel valued from day one.

3. Welcome and Expectations Checklist

A welcome and expectations checklist is a crucial document that outlines the company’s culture, values, and expectations for new employees. This checklist should include a warm welcome and introduction to the team, helping new hires feel immediately included. Provide an overview of the company culture and values, emphasizing the importance of teamwork, customer service skills, and professionalism in your cleaning business. Employee orientation plays a vital role in helping new hires understand the company culture and expectations.

Clearly outline the expectations for the employee’s role and responsibilities, including specific cleaning tasks and standards they need to meet. Explain the onboarding process and timeline, so they know what to expect in the coming days and weeks. Include information about the company’s policies and procedures, such as attendance, dress code, and safety protocols.

Finally, provide details about the employee’s benefits and compensation package, ensuring they understand what is available to them. By providing this information upfront, you can help new employees feel more comfortable and confident in their new role.

4. Safety and Position Training Checklist

A safety and position training checklist is essential for ensuring that new employees are properly trained on the company’s safety procedures and protocols. This checklist should include comprehensive safety procedures and protocols, such as proper handling of cleaning chemicals, equipment operation and maintenance, and the use of personal protective equipment (PPE). Providing training materials to support these safety and position training efforts is crucial.

Include emergency procedures and protocols, so new employees know what to do in case of an accident or emergency. Provide position-specific training and certification, ensuring they are fully equipped to perform their job duties safely and effectively. This might include hands-on training with experienced team members, demonstrating proper cleaning techniques and methods.

By providing comprehensive safety and position training, you can help prevent accidents and ensure that new employees are equipped to perform their job duties safely and effectively.

3. Teach Job Skills Gradually

New employees have a lot to learn, especially when it comes to cleaning jobs, so don’t overwhelm them on the first day. Break training into manageable sections, starting with safety basics:

• Show how to wear PPE and use tools safely.

• Explain cleaning methods step-by-step.

• Use hands-on training so they can practice what they’ve learned.

4. Build Relationships

Introduce them to their team and their buddy if you haven’t already. Let them know it’s okay to ask questions and that their success matters to everyone.

5. Follow Up Regularly

Screen candidates effectively and check in after their first few shifts to see how they’re doing. Ask questions like:

• “How are you feeling about the job so far?”

• “Is there anything you’re unclear about or need help with?”

• “What’s one thing you’d like more training on?”

These check-ins help employees feel supported and give you a chance to address any issues early on.

Use Technology to Streamline Onboarding

Technology can play a significant role in streamlining the onboarding process. By leveraging digital tools and platforms, you can automate many of the tasks involved in onboarding, making the process more efficient and effective. For example, you can use onboarding software platforms like BambooHR and Workday to create and send welcome packets and other onboarding materials. Digital onboarding can significantly enhance efficiency by reducing manual tasks and ensuring a smoother transition for new hires.

Track employee progress and completion of onboarding tasks using these platforms, ensuring that new employees are meeting their milestones. Provide access to training and development resources through learning management systems like Udemy and LinkedIn Learning, allowing new hires to learn at their own pace.

Facilitate communication and feedback between employees and management using tools like Slack and Microsoft Teams. These platforms can help new employees feel connected and supported, even if they are working remotely.

By using technology to streamline onboarding, you can save time, reduce paperwork, and improve the overall onboarding experience for new employees.

Common Onboarding Pitfalls and How to Avoid Them

• Rushing the process: A structured hiring process is crucial to avoid common onboarding pitfalls. Training takes time. Don’t try to cram everything into one day.

• Unclear expectations: Be specific about what you expect from employees, from when they arrive to how they perform their duties.

• Unprepared trainers: If you’re disorganized or unprepared, it sends the message that the employee isn’t a priority.

• Not using an onboarding checklist: Ensure all steps are followed to avoid missing crucial onboarding elements.

Best Practices for Onboarding Success

1. Be Consistent - Use a checklist to ensure every new hire, especially cleaning employees, gets the same thorough onboarding experience.

2. Be Organized - Have everything—like paperwork, uniforms, and training materials—ready to go before the employee arrives.

3. Assign a Buddy - A buddy can guide the new hire and make them feel part of the team from day one.

4. Encourage Feedback - Ask new hires for their thoughts on the onboarding process. This helps you identify areas for improvement and shows them that their opinions matter.

5. Reinforce Culture Daily - Remember, culture isn’t just something you talk about—it’s something you show through your actions and expectations.

6. Utilize Onboarding Software - Utilize onboarding software to streamline the process and ensure consistency.

Evaluate Onboarding Effectiveness

Evaluating the effectiveness of your onboarding process is crucial for identifying areas for improvement and ensuring that new employees are properly equipped to succeed in their roles. Start by tracking time-to-productivity, measuring how long it takes for new employees to become fully productive in their roles.

Monitor employee retention rates, noting what percentage of new employees remain with the company after a certain period of time, such as 30, 60, or 90 days. Gather feedback on employee satisfaction with the onboarding process and their overall experience with the company. This can be done through surveys or one-on-one meetings. Onboarding feedback is essential for identifying areas for improvement.

Track training completion rates to ensure that new employees complete all required training and development programs. By analyzing these metrics and soliciting feedback from new employees, you can identify areas for improvement and make data-driven decisions to optimize your onboarding process.

By continuously evaluating and refining your onboarding process, you can improve employee retention, boost productivity, and create a positive experience for new hires, setting the stage for their long-term success with your cleaning business.

The Long-Term Benefits of Great Onboarding for Employee Retention

An effective onboarding program for a cleaning company leads to:

• More confident employees who perform well.

• Lower turnover, saving you time and money.

• Stronger company culture that makes employees proud to work for you.

• Happier clients because your team is trained to deliver excellent service.

• Higher employee satisfaction, leading to a more motivated and engaged workforce.

Where to Start?

If you’re ready to build or improve your onboarding program, here’s a quick starting point:

• Download an onboarding checklist to help structure your process.

• Focus on the Four C’s: culture, clarification, compliance, and connection.

• Ask for feedback from current employees and adjust your process as needed.

With the right onboarding plan, you’ll not only reduce turnover but also build a team of skilled, loyal employees who are excited to help your business grow.