Managing the Schedule

When scheduling the priority is milage then cleaner by seniority and then the customer

Minimums:

• $130 for maintenance and Solo jobs
• $150 for TTB and Deep cleans per tech (so a team of 2 would be a min of $300) before discounts.  
• $300 job would be a team of 1 for 4ish hours
• $275 is the border of having to send 2 techs as that is 4 hours unless the tech has nothing else for the day

Preset the master schedule at least two weeks out

• Ensure master schedule is set out and optimized for 2 weeks minimum 
• Ensure 1 hour window after the first job to allow for 30 minute lunch break plus to arrive to next job. 

Route the job schedule at least three days prior

• Preset the schedule out as far as possible
• Pay attention to travel times and rush hour traffic

Driving distance

• Use Efficiency Schedule Report
• Have all techs daily route at minimum 90% efficiency score, with a goal of 95%
• Have all techs driving under 20 miles with a goal of 15
• If over 20 miles or under 85% efficiency score, please let management know to see if adjustments can be made.  Ignore Office turn in days as those will affect the efficiency score and miles vastly.  

Notify customers

• Make sure to notify customers if they are rescheduling and have a preferred tech that will not be available and offer another tech or to talk them into keeping the original date
• If a tech no longer works for us notify their customers 1 day ahead or more and offer another tech similar that lives in their area.
  • Make a to-do to follow up and see how they like the other tech

Update how many new bookings can be scheduled

• Techs should be scheduled between 6 to 6.7 hours – goal is 7 hours
• Let everyone in Sales know what we can schedule up to
• Manage Master Schedule
• Manage Time Off Requests
• Manage all Reschedule requests with aim to keep them to a minimum.  
• Manage all Skip requests (always aim for reschedule vs skip, or there is a skip fee) 

Setting team homes for 1x jobs (TTB, MIMO, etc) 

• Always aim to assign a team lead to team jobs If a team lead is unavailable, try to move the job for when the team lead is available.
• If customer is not flexible and team lead is unavailable, assign a house check by a team lead. 
• Make sure to set them up for success.  As much info as possible.  
• Who works well together? No new CT’s if there is no assigned CT. 
• Will at least one of the CT’s scheduled on initial job, be able to service the client regularly on the client’s preferred day/time?  (same faces aka consistency).  
• Put a newbie with someone who has been here a while and is a team lead or on their way to becoming a team lead soon.  
• Can they communicate?
• Aim for all techs to be able to arrive at around the same time, if not, put a note on that job that that CT will arrive later at and for the other(s) to not wait not hem and start its bathrooms.  
• Important things to remember: 
  
  • Below are requirements must be met before a job can be put on CT’s schedule (Sales is responsible for receiving those items prior to requesting for job to be assigned/confirmed)
    – quote was accepted
    – guidelines signed
    – cc is on file.
  • Always ensure that the cleaning technician doesn’t exceed 7 scheduled hours.  
  • Ensure travel time is not more than 10 miles (exception can be made for 5+ Solo Allowed Ticket Hours) 
  • If a tech has reached their maximum (7 scheduled hours in a day): DO NOT SCHEDULE THEM.  Look for another available tech in the area.  
  • If not possible, offer another Date.

Other important scheduling info

• Make sure to use the scorecards to set your schedule (changes every 1st of the month)
• New techs need to slow into it (after initial training week, 1-2 weeks in team work, before moving solo, depending on trainee)
• Don’t give a new tech a large home (a large home is 2000+ sqft)