What are Your Employees Really Doing?
Starting to get the picture?
Now, consider each of the possible tasks above as a PROMPT to do something. Now ask yourself, how should an employee carry-out or complete each prompt?
Example, let's take the task/prompt above—Do a walkthrough of the production area. What does that mean? Why are they doing a walkthrough? What are they looking for? To whom will they report the results of the walkthrough?
There are a lot of WHY's to think about, not to mention Who, What or When!
An important thing to consider, as an owner or manager—when documenting a prompt/task such as "walkthrough"—you need to visualize doing the task yourself and how YOU would do it step-by-step. I have actually performed a task and written the procedure as I was doing it; and then I had someone else who knew little about the task to perform it, while I observed.
Are you beginning to see why, in some cases, it can take up to 40 hours to document in writing a "daily routine," detailing what a key employee does?
Then add the time it would take to write procedures, policies, preventive maintenance checklists, quality control checklists, etc., for some or many of the prompts/tasks on an employee's daily routine.
Below are just a FEW reasons WHY you should take the time to document in detail, an employee's daily tasks/assignments, and HOW that employee performs their daily routine:
- It helps you, the owner, begin to see clearly how your business operates.
- It brings job clarity to your employees.
- It identifies redundancy of certain tasks by employees.
- It drastically reduces mistakes, and having to hear "I forgot!" when certain tasks are not done as they should be.
- It's a great training/orientation tool for new employees.
Did I mention? Great systems work!
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.