How to Scale a Cleaning Business with Virtual Team Management

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This post comes to you with our best tips on how to scale a cleaning business using virtual team management. You can’t clean homes and offices virtually – if only! – but you can run the business with a completely remote management team.

Let’s dive in!

Understanding the Basics of Scaling a Cleaning Business

What Does Scaling Mean in the Context of a Cleaning Business?

Knowing how to scale a cleaning business is essential if you want to enjoy long-term success. Scaling refers to the process of growing your company to handle a bigger workload. This can involve expanding your customer base, adding new products or services, or operating in a wider geographic area.

As you scale, you can reach more customers and tap into new markets. This leads to higher revenue and a stronger market position. By streamlining operations and leveraging economies of scale, you can reduce costs to become more efficient.

A growing business is always more attractive to skilled talent and investors. By bringing them in, you can fuel further growth to stay competitive in today’s dynamic market.

A bigger, better established business is positioned to weather economic downturns and unforeseen challenges more smoothly, which equates to long-term stability.

Scaling with Virtual Team Management

Using virtual teams to manage your cleaning business allows you to streamline operations, boost efficiency, and free up your time to focus on growth. Here are the major benefits you can enjoy:

  1. Cost Savings – You don’t need a large office space, furniture, or utilities to sustain in-house staff, which translates to significant cost reductions.
  2. Talent Access – You can hire from a larger pool of skilled freelance vs contract workers rather than being limited to those available locally.
  3. Increased Productivity – Remote hires can handle all the tasks involved in running a business, except for the cleaning itself. With the right tools, you can enjoy efficient team allocation and route planning. A remote workforce can more easily offer flexible and extended hours as needed, too.
  4. Improved Scalability – Virtual teams are easy to scale up or down as your business grows, without legal complexities. 
  5. Improved Work-Life Balance – Remote work opens up you and your teams to access the best opportunities and spend more time on what matters most.

Planning for Scalability

managing remote teams effectively

Setting Clear Business Goals

The question of how to scale a cleaning business hinges on defining your growth objectives.

Start by mapping out your long-term vision for the business and defining your scalability objectives around supporting these broader goals. Set SMART objectives: Specific, Measurable, Achievable, Relevant, and Time-bound.

Consider the following main areas that may need to adjust around your scaling plans:

  • Define your objectives for attracting new clients. 
  • Set goals around operational efficiency at the back end and on the front lines, including what new processes and technologies to implement.
  • Outline objectives for building the virtual team you need to manage a larger on-site cleaning staff. 
  • Tackle implementation based on what resources you have available and which ones make a bigger impact on your overall goals. Before tackling large-scale customer acquisition efforts, prioritize foundational aspects like operational efficiency, which is how you will be able to take on more business.
  • Regularly review your scalability objectives and adapt and refine them as needed to keep them aligned with your goals and market trends.

Assessing Current Business Capacity

Before you start making changes, take stock of your available resources. You can hire temporary virtual help to take this on, or assign it to your first remote hires. You always want to establish a strong management structure to oversee larger and more geographically dispersed operations. 

Analyze your financial statements to understand your current cash flow, profitability, and access to capital. This will help you see what you have to invest in hiring, buying new equipment, or increasing marketing efforts.

Check your staff, inventory, and supplies to see if you can handle a larger workload right away. If not, consider what you need to meet your project goals. Analyze your existing customer base, too, in case you need to target new market segments to meet your customer base growth goals.

If you are broadening your service range, evaluate your current workforce’s skills and capacity. Consider what you need to do to bring your staff’s expertise up to the level of the new areas you want to venture into. This might be bridging training gaps or hiring new people.

Building a Virtual Team to Scale Your Cleaning Business

A computer screen and mobile phone screen showing virtual meetings via group video call.

Recruitment Strategies for Virtual Team Members

Before you hire anyone, make sure they understand how to scale a cleaning business based on your goals. Clearly outline the specific tasks and responsibilities for each virtual staff position to reflect them. Include any special skills they need as well as other requirements like work schedules.

Only hire through established agencies and freelance marketplaces with a good track record. Posting openings on random websites can attract the wrong kind of attention. YOu can search through social media groups to find qualified candidates, but make sure you hire through a secure platform. 

Conduct thorough video interviews and record the whole process for accountability. Craft specific questions to assess skills, experience, and cultural fit. Make sure you evaluate problem-solving abilities, communication skills, and knowledge relevant to your business, too.

Before going all in, do a trial period where you give new hires relevant test assignments. This is how you make sure they have what it takes to perform all their tasks.

Tools and Technologies for Managing Virtual Teams


Slack is great for real-time messaging, file sharing, and group conversations. It integrates with many other tools. Microsoft Teams offers video conferencing and real-time chat, and integrates well with other Microsoft Office products.

Zoom is a widely used platform for video meetings, webinars, and screen sharing. Google Meet is a free video conferencing tool included with Google Workspace. It offers screen sharing and call recording features. 

Project Management

Asana is great for task management, team collaboration, progress tracking, and workflow organization. Trello is a visual project management tool for agile workflows using boards, lists, and cards. is a highly customizable platform for project management offering integrations with other tools. 

Human Resources 

Gusto is a payroll and HR platform offering self-service, benefits administration, and tax filing assistance. ADP provides payroll, HR administration, and benefits solutions for businesses of all sizes. 

BambooHR offers features for performance reviews, goal setting, and employee feedback. Lattice is also performance management software with features for goal setting, 1-on-1 meetings, and feedback tools.

Streamlining Operations through Virtual Assistance

Top view of manager and employee doing teamwork in business office , looking at charts on laptop display.

For us, the ultimate key for how to scale a cleaning business is to outsource as much as possible. This begins with passing off the simpler and more repetitive tasks to virtual assistants. It’s an absolute game-changer for streamlining operations.

VAs can handle the time-consuming task of scheduling cleaning appointments, reducing your commitment. They can manage scheduling conflicts in real-time and set automated reminders to communicate appointment details to clients and cleaners.

With proper software integration, VAs can create optimized processes to maximize efficiency. You can also leverage enhanced availability to provide extended customer service hours. A remote customer support virtual assistant can address inquiries and concerns outside of regular business hours.

VAs can automate the invoicing process and keep track of client billing after each cleaning service. By integrating payment processing tools with your system, VAs can collect payments efficiently. This promotes more efficient cash flow for your business.

Overcoming Challenges in Scaling with Virtual Teams

Addressing Common Pitfalls

Scaling your business with virtual teams is exciting, but it’s not without challenges. 

Communication breakdowns can lead to missed deadlines, misunderstandings on tasks, and frustrated team members. This happens when people find it difficult to deal with time zone differences or don’t have clear communication protocols to follow. 

Solution – Set clear expectations and repeat important information in writing after explaining verbally. Schedule regular team video meetings to maintain a sense of connection and address issues promptly.

Cultural differences can create misunderstandings and discord when not addressed. Different communication and working styles can also lead to inefficient meetings.

Solution – Build cultural sensitivity into your company culture and encourage intentional cultural awareness to foster more effective communication within a diverse team. During meetings, for example, take time to celebrate the unique perspectives that virtual team members bring to the table.

Team cohesion can break down in virtual settings as the physical distance between team members limits opportunities for informal interaction. Virtual hires can feel isolated, and lose motivation, which can lead to decreased collaboration.

Solution – Organize virtual team-building activities to foster camaraderie and social interaction. Regular recognition of team members’ contributions is a great way to maintain morale. Manage informal channels where teams can engage in non-work-related conversations.

Maintaining Quality Control

Ensuring service excellence is vital to successfully scaling a cleaning business.

The word "Quality" on a laptop screen with a clipboard icon above it.

Focus on Customer Needs

Make it a priority to solicit and gather customer feedback through intentional surveys, reviews, and direct conversations. Apply this feedback to improve service areas to continually meet customer needs and surpass their expectations.

Make sure you can maintain consistently high quality across all your offerings before you diversify. As you expand, consider tailoring service packages and communication styles to meet more granular customer needs and preferences.

Invest in Your Workforce

Provide ongoing quality training for all your hires to encourage excellent service. Invest in tools to help teams optimize processes for better service delivery.

As team members grow professionally, empower them to make decisions, solve issues, and take ownership of their work. Always remember to properly recognize and reward performance.

Create a culture and systems to encourage open communication channels with and among team members.

Strong collaboration fosters good working relationships that bond teams for better performance. Knowledge sharing helps to ensure that everyone is on the same page about service standards and client expectations.

Commit to Continuous Improvement

Keep up with industry trends, technologies, and practices to stay ahead of the competition. 

Monitor turnover rates and service completion times alongside customer satisfaction scores to identify areas for improvement. Establish performance benchmarks and implement changes.

Frequently Asked Questions

A cork board with pins and yarn connecting frequently asked questions.

What are the first steps to take when deciding to scale a cleaning business?

Make sure you have a strong base of satisfied regular customers before you take steps to scale up. You must ensure you can continue to serve them with excellence as you take on more clients. 

Define your growth goals and strategy to achieve them incrementally. Review your finances to see if you have the resources to cover whatever additional staff, equipment, and marketing you need. 

What are the legal considerations when hiring virtual employees for a cleaning business?

Hiring virtually doesn’t have specific legal considerations. The line exists between hiring employees versus freelancers or independent contractors. When hiring employees, you take responsibility for withholding taxes and providing benefits under the law.

Note that most virtual hires will be freelancers rather than employees. They are responsible for their own taxes in their own countries. You are also therefore not required to provide them with benefits.


What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 


Learning how to scale a cleaning business before you start making business decisions is always wise. We hope that these tips will help you get set up for success as you buckle down and go for gold. 

Want help outsourcing & hiring virtual assistants? We make it easy! Learn More, Speak w/ an Expert, or Request a Callback



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