Turning Your Business Into a Template

Along with your mission statement, vision and goals, an org chart will help solidify the core structure to your business, forming interchangeable parts and accountability standards.

The prescribed steps:

1. Write out all the tasks that must be completed in your business.
2. Write out new tasks that should be completed.
3. Assign a key attribute to each one (example: administrative).
4. Based on the attribute, group into roles.
5. Assign roles to individuals – task them with documenting the steps to complete the job.
6. Review the steps for each job, look for efficiencies and change as needed.
7. Compile Roles, Tasks and steps in Separate Role Manuals.
8. Establish position contracts with each person in your business, (Guidelines, Resources, Desired Results, Accountability, Consequences)
9. Review Desired Results and Accountability in weekly/bi-weekly team meetings.

Examples:

Tasks	Key Attribute
Filing	Admin
Answer Phone	Admin
Run Errands	Admin
Maintain Social Media Tools	Marketing
Make Cold Calls	Marketing

Roles	Assignments
Admin	John
Marketing	John

Task Details	Efficient Steps
Answer Phone	1. Provide coverage during business hours – forward to phone 2 on breaks
	2. Answer with greeting “xyz … have you heard about our special?”
	3. If Info Request, redirect to website. If person needs consulting, schedule in using shared calendar.

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Position Contract Example

John

Guidelines - Follow company rules and guidelines. .. The guidelines also include consistency - we want a professional, consistent delivery to our services. Remember part of system building is delivering consistently time and time again.

Resources - include the boss when available along with other staff members as well as technology and research resources.

Desired Results – (these would be specific to the role)

Role – Admin

1.) Part of our customer surveying will include a question regarding phone response and service. We are shooting for an average 8/10 positive rating on this response.

2.) We must maintain organized files – we will audit once every quarter for organization.

3.) We will also gauge the “streamlined” element of our services … thus we will also ask the customer if they had a streamlined, hassle-free experience. Again, we are looking for a metric of 8/10 positive response rate.

Role – Marketing

1.) We are seeking to maximize our social media marketing tools – shooting for 100 leads a month with a 5% conversion rate to sells.

2.) We want to make a consistent branding effort – thus we are seeking a consistent, quality posting on each of our social media tools at least once a week.

Accountability - you grade yourself. At our meetings tell me how you are doing to these desired results, show me the work, etc. Benchmark your results - answer the questions/have the clients answer: Was our financial/accounting work quality/professional, Do you feel our services are consistent and quality and then look at the metrics and records – do they match with expectations – are we beating goals, are the books in good shape.

Consequences – Positive consequences – raises, promotions, time off, team events. Negative consequences – demotions, pay decrease, etc.

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So part 1 is the building of the org chart with tasks stepped out efficiently, grouped into roles and then assigned out, part 2 is to implement the accountability and desired results through a position contract and weekly meetings, part 3 is ensuring the role is interchangeable and that you can hire out for it.

You want to create “role manuals” and include the Roles, asscociated Tasks and how to complete them efficiently. You can include the position contract but really, the only dynamic part is the roles section and this will change as individuals change so I say, keep it on a role level.

You should also include your mission statement. So when someone comes into your organization, you show them the mission statement, and then you provide them the roles manuals for each role they will be handling and ultimately, you provide them with a position contract which encapsulates all of the roles.

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