What are Your Employees Really Doing?
Let me ask you, have you really STUDIED most Job Descriptions; even ones produced by professional consulting firms? They're vague at best!
Generally, a Job Description is an abbreviated list of tasks that rarely gives the detail as to HOW, WHEN, WHERE, or WHAT tools to use in actually performing the tasks.
A typical Job Description for, i.e., an Office Manager might say something like the following: "Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions, etc."
Okay, but how are those functions actually performed? What is the detailed process for each of those assignments?
See what I'm getting at?
There needs to be standardized processes for every area of your operation, not just vague assignments that leave a new employee to figure out some kind of procedure that may or may not fit with your organization. Give your new employee an established procedure for performing important tasks in your operation, and the new hire will be empowered to hit the ground running.
Each employee needs to have a Daily Routine Checklist (DRC) of assignments, complete with references to specific procedures for performing those assignments. So, what would that DRC look like?
In most businesses, the first thing an employee does when coming to work each morning, is to clock-in using time-tracking software or some sort of manual time sheet, or maybe they just report to a supervisor with a "Hello." So, FIRST thing on the employee's checklist might be: ___Clocked-in on arrival
Let's keep going! What might be the next items on the checklist? Maybe:
___Computer turned on
___Checked to see all data was properly backed up
___E-mails checked and time-sensitive e-mails handled
___Coffee made for everyone
___Copy machine turned on
___Paper trays loaded in copy machine
___Walkthrough of production area
___Prepared for sales meeting
Etc. etc. etc.
Philip Beyer, founder/president of Ebiz Products LLC and founder of Beyer Printing Inc. in Nashville Tenn., is a chronic entrepreneur, business systems analyst and consultant. Author of "System Busters: How to Stop Them in Your Business" and recipient of an InterTech Technology Award for the design and development of System100 business process management software. Beyer speaks to business owners across the country on how to bring lean, sustainable order to their businesses. Contact him at (615) 425-2652.