When most people first conceive the idea that they would like to own their own business, they immediately begin making mental notes as to why the idea will probably fail. What they never take into consideration is that the very idea of running their own business is a very achievable goal as long as they follow a few basic steps. Napoleon Hill once said that "What the mind conceives, you can achieve".  Most people never quite grasp how true that statement is. Everything we use, purchase or produce in our lives began as someone's idea. Someone who had the fortitude to see their idea become a reality. Below we will give you a blueprint to use in setting up your own office cleaning business. Follow our instructions carefully and you will avoid  many of the pitfalls new entrepreneurs often confront.

A. Naming Your New Business:

The first thing that you will want to do is choose a name for your business. The name you choose will be your first line of communication with your potential clients. So you will want to take some time in making this all-important decision. Electing to use your own name in your business name is an acceptable option and quite practical from a sales standpoint. Nobody would want to put their good name before the public and then perform substandard work. Thus using your personal name projects a certain amount of confidence in your ability to get the job done in a professional manner.

Using a fictitious name is basically your only other alternative. Here you will have to put on your thinking cap. Remember the name you choose must be creative. You must invent a name that will remain in the minds of your potential clients. One that they will not forget easily.

Under no circumstance should you use the word “Incorporated” or it’s abbreviations, “Inc.”  or  “Corp.” in your business name unless you have in fact chosen to incorporate your business and have complied with all the legal requirements of your state for the purpose of incorporation.

A few final word’s on choosing a name. Make sure no one else in your area is using the same name and be sure your business states clearly that you are in the office cleaning business. Also, if you plan on doing any classified advertising (which will be discussed later), you will want to try an choose a name that has only a few words. In most classified ads you pay for the number of words in the ad. On the one hand you will want to keep advertising costs to a minimum while on the other hand you do not want to lose the impact of your ad.

B. Legal Forms of Business Ownership:

After you have chosen your business name you will have to choose the legal form your business will be known as. Below are the three main types of business legal structures.

1. Sole Proprietorship: The simplest form you can use to legalize your business is to operate as a sole proprietorship.  In a sole proprietorship you are essentially the chief cook and bottle washer of your business. All business decisions involving all aspects of your business operation must be addressed by you. Every contract signed and all debts incurred by the business are your responsibility and no one else’s. Those points aside, most new businesses in the service sector begin as a sole proprietorship.

Once you have chosen your company name all that is needed is to register the name with your local county government. This is usually done at your county clerks office located in your county seat of government. The cost generally runs in the neighborhood of $5.00 to $50.00. Your county clerk will give you a certificate, stating that your D/B/A (“Doing Business As”) name is now duly registered. Request two copies of this certificate. One copy will be for your own records and the second copy you will need to open a business checking account at your local bank.

Also in many counties across the country, you are now required to publish your new business name, the owner of records name and the nature of your business in a local newspaper. Small weekly newspapers are less expensive than the larger daily publications. As you are not trying to advertise your services at this point, but merely fulfilling a legal requirement, placing your D/B/A ad in a small weekly publication is a very prudent business decision.

2. Partnership: A partnership is a business in which one or more individuals are involved in the operation of a business. Although in a partnership most of the principals are generally active in the day to day operation of the business quite often there are more than two partners in the business. The remaining partner(s) may be investors. Thus the so-called “silent partner” scenario.

If you are going into business with a partner(s) it is advisable that you retain an attorney for the purpose of drawing up a partnership agreement. In the agreement state clearly what your goals and objectives are for your new business. All partners in the new business can then use the agreement as a road map that will guide you and your partners toward financial success. State clearly what each partner's position within the company will be and the various duties and objectives that correspond with each position.

One of the benefits of forming a partnership is that you will generally have a larger amount of start-up capital along with a generous distribution of the overall work load. Also very often in a partnership one or more of the partners will have some business experience or other specialized skills to contribute to the business.

Although some of the most successful businesses have been a partnership, very often they can turn quickly into a business nightmare. No two individuals think alike and each individual will almost certainly bring to the business their own set of goals and objectives. You may find in a very short time that you and your partner(s) have conflicting views and work habits. Business problems will arise from time to time and most people find it easier to resolve these problems on their own terms, rather than to share the problem with a partner who may have a conflicting resolution to the problem.

If for any reason you do not feel comfortable with your partner(s) before the business is established and agreements are signed, run (don't walk) away from the whole deal. Start your own business as a sole proprietorship instead.

3. Incorporation: A corporation is generally defined as a separate legal entity and must be established according to state and federal regulations. Contrary to what many people believe, you do not have to be a large company to be incorporated. There are many one-man office cleaning companies around the country that are incorporated.

The advantage to incorporating is that it will generally absolve you as an individual from any legal problems that may arise from a lawsuit or a creditor problem. There are also certain tax benefits of forming a corporation. .

C. Insurance:

One of the most important and necessary expenditures you will encounter with the start-up of any business is the purchase of business insurance. Due to the variety of policies available and insurance requirements that differ from state to state it is highly recommended that you consult with an insurance agent that specializes in business insurance. If you are not sure what insurance agent to consult with, ask a few service-type businesses in your area for a recommendation. You can also call the insurance regulatory agency in your state for information and guidance. In most states these agencies were created for you the consumer and there is never a charge.

Once you have obtained an insurance policy for your business, you should request that your insurance agent provide you with a "Certificate of Insurance." This certificate will come directly from your insurance company and is proof that your business is insured. It also states what types of insurance coverage you have and the amount of liability and property insurance coverage you are carrying. This certificate is also an excellent selling tool. Always include the fact that you are insured on all of your business cards, contracts and advertising copy.

D. Bonding:

Another important item you will need to purchase is a blanket Fidelity bond. This will protect both you and your clients in the event that an employee you hire steals or commits any other type of dishonest act. In the event that such an incident should occur, the company issuing the bond will pay the amount of the loss as stated in the terms of the bond. Also, many companies will do background investigation on any employees you hire for little or no charge

Many large accounts such as multiple-office buildings and government contracts will also require that you purchase a Surety bond. This type of bond will serve as a guarantee to your customers that you will complete all the work that you were contracted to perform. This type of bond is also known as a performance bond. In the event that you are unable to fulfill your contractual obligation, the bond company will arrange for all the work to be completed per the terms of the contract.

E. Where to Locate Your Business:

Unless you have a large amount of start-up capital to spend on renting a small office, the best location for your business office is your home. Most service businesses start small and are run out of a spare room, basement, or even off the kitchen table. This will keep your overhead expenses down and creates a certain amount of flexibility which will allow you to expand to larger headquarters when the need arises.

For a variety of reason’s many entrepreneurs do not feel comfortable using their home address on their business cards,  letterhead, and other printed business materials. If this is a concern of yours, simply rent a post office box at your local post office and use your post office box number on all your business materials.

Also in many areas operating a business out of your home may be against local ordinances. This should not however be a valid concern because your actual work is performed away from your home at your clients location. No client will be coming to your home, thus you should have no complaints from nosy neighbors.

F. Your Business Bank Account:

One of the first things you will want to do once you have registered your company’s name with your local government is to open a business checking account. Most banks charge a service charge for having a business account. Find the bank in your area with the smallest service fees and open an account there. Make a deposit with the least amount you feel you will need to get your business off the ground. Use the checks from this account for all your future business expenditures. This will help you to keep accurate records of all your business expenses and will be your first step in creating a professional bookkeeping system.

G. Your Business Telephone:

One of the benefits of running an office cleaning business is that you don't need a hi-tech telephone system. Your personal home or cell phone will be more then sufficient. Once you have established your business you may want to check out the variety of telecommunication services that are available on the internet. They offer toll free phone and fax services for a very modest fee.

H. Choosing A Printer:

Once you have chosen your company’s name and the legal form your business will operate under you can begin the process of having your letterhead, business cards and other materials printed. The number one rule in choosing a printer is to shop around. There are many excellent discount printers across the country who provide a quality product at a reasonable price. Most discount printers today are also up to date on the latest printing technology. Developing a good rapport with a reliable and inexpensive printer will leave you with one less business concern.

In the beginning you will need about five hundred business cards and an equal amount of invoices and letterhead. It is also advisable that you develop a small two or three part sales brochure that you can leave with a potential client along with your business card.

The printer you choose to fill your printing requirements will help you with the overall layout of all your printed materials. Try to keep your layouts as simple as possible without losing the positive image you are trying to project to your prospective clients. All printed materials should include your name, your business name, your business address or post office box number and your business phone number. It is also strongly suggested that you include the fact that you are insured and bonded.

From the name of your company to the final layout of your printed materials, you should always strive to project an image of professionalism

I. What Equipment Will You Need?:

It is quite possible that of all the service businesses in the United States today, there are few, if any, that require less equipment and at such a small initial investment than the office cleaning business.

Almost every adult who either rents or owns their residence owns a vacuum cleaner. In the beginning you can use your vacuum cleaner from home. Or you can go to a discount appliance store in your area and purchase an inexpensive upright style vacuum cleaner. Most brands range in price from $100.00 to $150. It is essential that whatever brand you purchase that it is equipped with a beater bar. The beater bar will shake loose any hard particles of dirt and other materials that have been embedded into your clients carpets.

Once you have procured a good vacuum cleaner the other equipment needed will be very inexpensive. Below is a short list of items that you will need to purchase immediately:

1. Broom and Brush: A word to the wise here is 'buy the best'. Go to your local discount hardware or janitorial supply store and speak with the manager of the department where the brooms and brushes are stocked. He or she will recommend the best make and style for the job required. Take their advice and purchase the ones that were recommended. There is nothing more time-consuming and aggravating than trying to complete a job and finding broom or brush bristles everywhere.

2. Feather Duster: Here is another inexpensive piece of equipment that is a time saver only when you buy a quality product. Generally, feather dusters sold in grocery and discount stores are cheaply made and tend to break apart after only a few weeks of use. The best feather dusters are sold at janitorial supply businesses. Ask for a recommendation as to which feather duster is best and purchase one or two.

3. Dust Rags: When it comes to dust rags we found that old diapers treated with dust control spray purchased in a local grocery store worked best. While paper towels and store bought chemically treated dust cloths may look convenient, they are all too often unreliable and an unnecessary expense.

4. Floor Mops: There are two types of floor mops that you will want to purchase: a dust mop and a wet mop. Purchase both a quality chemically treated dust mop and the top of the line string wet mop. Do not try to cut expenses by purchasing a cheap string or sponge mop. They have no place in the equipment of a professional cleaning service because they are almost always poorly constructed and ineffective.

5. Bucket and Wringers: In the beginning, you will probably only need one bucket. Today with the use of high-tech plastics and fiberglass, the old metal bucket and wringer your school custodian used when you were a kid are a thing of the past. Your local janitorial supply shop will carry a full line of buckets and wringers. You will find that most brands are inexpensive, lightweight and extremely versatile.

6. Floor Machines: Eventually as your business grows, you will want to purchase or lease your own floor machine for the purpose of stripping, buffing, and polishing waxed floors. However unless you have a large amount of capital in your start-up budget obtaining a good floor machine is an unwarranted expense. Simply line up a number of floor finishing jobs and then rent a floor machine from a local tool rental shop. The first job of the day will more than pay for the rest of your floor jobs. The rest of the floor jobs would be pure profit.

As your business and reputation grows, you will eventually want to purchase or lease your own floor machine. Check the classified section at your local newspapers for good used equipment or visit your local janitorial supply shop. Most shops will have a large selection in their inventory. You should have no trouble finding a machine that fits your needs and budget. They will also usually have a few used reconditioned machines for sale.

7. Cleaning Solutions: We seriously doubt that little can be said about the variety of cleaning solutions and agents on the market today that you personally have not already had experience with at some time in your life. Just about every cleaning solution or agent sold at your local grocery or discount store will serve all of your cleaning needs. Also keep in mind that many house and no-frills brands are just as effective as the more popular nationally recognized brands. Always read the label and only use the product for its intended purpose and you will avoid many potential problems.