The need for a bit more formality with my staff

Wow…what a week I’ve had. It’s gone so fast it’s almost a blur. Many things got done and you can see I didn’t even get a chance a blog. I like to write and I feel it is important to share my lessons with you. Sorry 🙁

The overall observation for this week is that as my small business grows, so does my need for formality. This is not rocket science. We all know this. I tell my client’s this.

It’s just that I am experiencing it first hand, again. I say again because over my 10 years running the Center for Growth & Productivity (formerly called Organize & Computerize), I’ve had assistants, a marketing manager, and several subcontractors for project work.

Right now, I’ve got several staff off working on projects (a part-time assistant here every morning doing various tasks, a virtual part-time marketing/operations analyst, a loyal subcontractor working on a client project with me, and a new outsourced web programmer who started on a project this week).

I almost lost my mind this week trying to keep them all working on what I needed done. Basically, they were waiting for direction from me.

I have processes, but they needed to be fine tuned. When I was working solo, my processes could be somewhat informal or loose. No more of that. Here’s some changes I made:

  • I did have a job description for my direct staff that I used when I hired them. Using this as input, I scheduled several projects for my marketing analyst and assigned them in a project format, with deadlines and input. She has enough to keep her going for several weeks now. I have a document that clearly communicates what I need and when.
  • I took some of my assistant’s tasks and we scheduled them to happen on various days. That way she can better schedule her time and I know the tasks will get done. For instance, on Wednesday’s she confirms all appointment’s for next week. On Friday’s, she pays bills and backs up my computer. This is now on her Job Functionality List so it clear for both her and I.
  • I scheduled a formal staff/planning meeting once a month with them both so we could all be clear about the priorities and plans for the month. We have that first meeting tomorrow. I’ll be using a Planning Calendar tool I created a while ago. I am preparing a typed agenda right now. I’ll let you know how it goes!

    • These things all took more time than I wanted to give. I want to create product, write articles and train clients! But, it is my role as the owner. I’m no different than my clients. I needed to shift some time to work “on” my business instead of “in” it this week. Whew…I’m actually seeing us move forward. 🙂 This is the goal anyway, isn’t it?!?

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