For Cleaning Supervisors ·
What you'll accomplish
Configure this once and every conversation starts with Claude already knowing your company, your accounts, and your writing style. Bid drafts and client reports take 5 minutes instead of 45, no explaining your business from scratch every time.
What you'll need
Go to claude.ai and sign up with your email. You can use the free tier to start. It works for this setup.
What you should see: Claude's main chat interface. Troubleshooting: If the site is slow, try a different browser. Claude works best in Chrome or Firefox.
On the left sidebar, look for Projects or a folder icon. Click it, then click New Project.
What you should see: A new project is created and you're inside it with a blank setup area. Troubleshooting: If you don't see Projects, make sure you're on a Pro account. Projects requires Claude Pro ($20/mo). With a free account, you can still use the techniques below in regular conversations, just without the persistent memory.
This is the most important step. Click Edit project instructions (or similar, look for a settings/gear icon in your project). Type a description of your business:
You are the AI assistant for [Your Company Name], a commercial cleaning company serving [your city/region].
Company overview:
- We clean offices, medical buildings, schools, and retail locations
- We have [X] accounts and [X] employees
- Our typical rates: [your general rate range, e.g., "$0.08 to $0.12 per sq ft per month"]
- We are licensed and insured with [X] years in business
My role: I am a cleaning supervisor. I manage crews, handle client communication, write bid proposals, and manage day-to-day operations.
When I ask you to:
- Write a proposal: Use professional, confident language. Include scope of work, service frequency table, and a cover letter. Don't include specific prices unless I provide them.
- Write a client report: Format as a professional service update with a summary, findings, and next steps.
- Write a complaint response: Be sincere, professional, and solution-focused. Never defensive.
- Translate to Spanish: Use plain, simple language appropriate for workers.
Always be direct and practical. I'm often between sites and need quick, usable output.
Click Save.
Inside your project, look for a Files or Upload option. Upload 1-2 of your past proposals as PDF or Word documents.
What you should see: Your uploaded files listed in the project sidebar. Troubleshooting: If you don't have a digital copy, take a photo of a paper proposal and upload the image. Claude can read handwritten or scanned documents reasonably well.
Start a new conversation inside your project. Type:
"Write a proposal for a 12,000 sq ft accounting firm needing Mon-Wed-Fri evening cleaning. They specifically asked for green cleaning products and extra attention to the restrooms."
What you should see: A complete, professional proposal that already knows your company name, your standard service language, and matches the tone of your uploaded examples.
New bid proposal: "Write a proposal for a [type] building, [sq ft], needing [frequency]. Special notes: [anything from walk-through]."
Client report from notes: "Turn these inspection notes into a weekly client report: [paste notes]. Format with summary, findings, and next steps."
Complaint response: "Draft a professional response to this client complaint: [paste email]. Acknowledge, take ownership, and confirm corrective action."
Spanish translation: "Translate these crew instructions to plain Spanish suitable for workers: [paste task list]."
OSHA safety summary: "Write a plain-language safety card for [chemical name]. Include hazards, PPE required, first aid, and storage. 6th-grade reading level."