Contributed by Jerry Flug, HRA Consulting Group 

One of the biggest growth killers in a janitorial company isn’t low sales, a lack of good employees, or even competition — it’s you. More specifically, it’s when your business depends entirely on you remembering how everything is done. If every solution, process, and quality check is locked inside your brain, you’ve created a bottleneck. Your company can’t run smoothly without you being on-site, and every sick day, vacation, or unexpected emergency becomes a crisis for the team. 

The truth is simple: If it only lives in your head, it dies with your day off. 

The key to scaling a janitorial business is creating systems that others can follow without you being in the room. Systems give your team the power to keep operations moving, maintain quality, and deliver consistency — whether you’re there or not. 

Here’s a step-by-step plan to get what you know out of your head and into a repeatable, documented processes. 

1. Start with What’s Critical 

Don’t try to document everything at once — you’ll get overwhelmed and quit before you start. Instead, identify the five to 10 most critical processes that keep your business running every single day. 

  • For most janitorial companies, these might include: 
  • Opening and closing a building 
  • Performing quality inspections 
  • Submitting supply orders 
  • Onboarding new employees 
  • Handling customer complaints 
  • Scheduling crews for multiple sites 

These are the non-negotiables — the daily actions that, if skipped or done incorrectly, will cause immediate problems. Start here, and you’ll see the fastest return on your effort. 

2. Record as You Go 

You don’t need a production crew or polished training videos. The easiest way to get a process out of your head is to record yourself doing it in real time. If it’s a physical task — like setting up for a floor strip and wax — use your phone camera. If it’s a computer task — like processing payroll — use screen recording software. 

Don’t overthink it. Raw is better than nothing. Your team doesn’t need Hollywood-quality production; they just need a clear example of how you do the task. 

3. Break it Up 

A video is great, but if you want your team to actually use and remember the process, turn that video into a step-by-step checklist. Number each action in the exact order it should happen. Be specific — if the step is “turn on the alarm,” include which alarm, where it is, and how to disarm and rearm it properly. 

A good checklist creates a roadmap that someone can follow without guesswork. The more clear and complete it is, the fewer “emergency” calls you’ll get when you’re not around. 

4. Assign Ownership 

Once the process is documented, hand it off to the person responsible for doing it day-to-day.  

This step is critical. Let them follow the process and see how it works in real life. They may notice steps that are missing, unclear, or unnecessary. That feedback will make the process stronger. A process that only works on paper is not a real process — it’s a wish. True systems are tested, refined, and owned by the people who use them. 

5. Store in One Place 

Nothing slows a team down faster than asking, “Where’s that document again?” Create one centralized location where all your processes live. This could be: 

  • A shared Google Drive or Dropbox folder 
  • An operations binder in each supervisor’s office 
  • A cloud-based operations platform like Trainual, Notion, or SweetProcess 

The key is accessibility. Your processes should be available to your team 24/7, whether they’re in the field, at the office, or working a night shift. 

6. Review and Improve 

Processes aren’t “set it and forget it.” The janitorial industry changes fast — new products, better equipment, evolving client needs, and shifting compliance requirements all mean your systems can become outdated without you realizing it. 

Schedule a review every six months. Sit down with your supervisors and ask: 

  • Is this process still accurate? 
  • Can we make it faster, safer, or easier? 
  • Has new technology replaced an old step? 

A small tweak now can prevent major headaches later. 

Why This Matters

Documented processes don’t just make life easier — they make growth possible. 

Here’s what happens when you get systems out of your head and into your team’s hands: 

  • Consistency improves – Every client gets the same high-quality service, every time. 
  • Training speeds up – New hires get up to speed faster with clear instructions. 
  • Stress goes down – Your team can handle problems without calling you at 10 p.m. 
  • You gain freedom – You can take a day off (or a week) without the business falling apart. 

When your business runs on systems, not on your memory, you shift from being the doer to being the leader. That’s when true scaling happens. 

Final Word 

If your company’s most important knowledge only lives in your head, you’re putting a ceiling on how far it can grow. The solution is simple: write it down, record it, share it, and improve it over time. The more your processes live outside your brain, the more your company can run without you — and that’s the true definition of freedom in business. 

So, grab your phone, pick your first process, and start documenting today. Six months from now, you’ll wonder how you ever ran your company without it. 

As founder of HRA Consulting Group, Jerry Flug draws on his extensive 30-year career in building services to help business professionals reach their full potential. His leadership experience includes 18 years as CEO of a regional commercial cleaning company, where he developed deep expertise in executive management, defining building culture, and industry operations. Through HRA Consulting Group, Jerry combines his entrepreneurial success and industry knowledge to guide business owners toward sustainable growth. His holistic approach focuses on achieving excellence in both professional endeavors and personal development, empowering clients to create lasting success. 


posted on 8/18/2025