Hello!
I recently did some major Spring cleaning. I moved to a new house and really spent some quality time cleaning out my clutter.
Take some time this Spring and clean out the clutter from your business. Start at the beginning - it is the best place to start!
Enjoy!
Beth
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Systemizing Your Business: What Do You Do All Day?
By Sandye Linnetz, Process Prodigy
Ready to create some systems for your company? Don't know where to start systemizing your business? Well, as they say in the soundtrack from the Sound of Music, "Let's start at the very beginning... a very good place to start..." It's time to develop a basic tool when systemizing your business - job descriptions, folks.
Gather your team together and ask these questions:
· What is your job - your primary function? How would you describe your position to a new hire?
· What do you do all day?
· What are you responsible for?
· Who are you accountable to? Who is accountable to you?
· Approximately how much time do you spend on of your tasks?
· Where are you being most effective? Least effective?Repeat this for each person in the company.
· Who does what?
· Who's responsible and/or accountable for what?
· What is the location where the work take place?(home? office?)
· Are any special tools (computer? fax machine?) required? Who supplies them?
· What is the required physical space like?
· What education and previous experience is required to do each job?
· What are the physical and social requirements (e.g., lifting? language? driving?)
· What special skills, certifications or abilities are needed? (proficiencies with specific computer programs? great phone voice? math skills?)
The next step is for each person - including the boss - to keep a Daily Tracking Log for one week. For five days each of you will write down the specific tasks that you do - just notes; this isn't a diary. It will be helpful to see if jobs are being duplicated and how much time is being spent on each. Create a simple form that will work for every position. This can be a form that allows for 15-30 minute time blocks and short notations.
Now it's time to actually create written job descriptions for everyone in the company. Oops, are you a one-man-band or a one-woman-show? No problem. If that's the case you will write up job descriptions for each of the jobs that either should exist or will... someday. Plan for growth. Yes, you may be doing everything right now, but when the time comes - as you grow - you will be replacing yourself, so prepare for it now by writing up those job descriptions so that you will know what you are looking for down the road. It's much easier to fill a position when you know what you are looking for...
Here are some possible headings for your JOB DESCRIPTION form:
Date:
Title:
Reports to:
Location:
Primary Function:
Key Accountabilities and Responsibilities:
Education and Experience Requirements:
Physical Context/Work Environment:
Other Special Skills/Certifications/Abilities:
Design the Job Description form that will work best for your situation, including whatever information will be of value when hiring or evaluating an employee. Print the forms and make them accessible to all. Review them annually and update as jobs change. Add new job descriptions as necessary.
Systems are so much easier to design and implement when you have a clear picture of who is on the team and what they can be expected to do. Now that you have started to think about systemizing your business , you are on the road to getting the systems in place!
****************
© 2011 Beth Schneider, Process Prodigy, Inc.
Want to reprint this article? Feel free as long as you include the following: Beth Schneider, President of Process Prodigy Inc., www.processprodigy.com, along with her team of highly sought after operations consultants, reveal the insider secrets billion-dollar corporations pay thousands of dollars for. Specializing in process creation, Process Prodigy tools and techniques have helped entrepreneurs increase productivity by as much as 600%, and revenues by as much as 250%. Visit http://www.processprodigy.com/ezine and grab your FREE systems starter kit valued at $297.00.
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