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Along with your mission statement, vision and goals, an org chart will help solidify the core structure in your business, forming interchangeable parts and accountability standards that can be replicated.
1. Write out all the tasks that must be completed in your business.
2. Write out new tasks that are being done but need to be.
3. Assign a key attribute to each one (example: administrative or marketing)
4. Based on the attribute, group the tasks 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. |
Position Contract Example
John
Guidelines - Follow company rules and guidelines. .. The guidelines 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.
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 work of exceptional quality and professional? Do you feel our services are consistent? 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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