You want to create processes for every function in your firm including developing procedures manuals. This means starting with the script that the receptionist says when she answers the phone and transfers the calls. You want this person to have an attitude where they are happy to be alive when they answer your phone. They are the first point of contact for people calling your firm, so you want to create a great first impression with the ‘right’ person answering the phone.
You want to create or update a job description for every position that includes all the responsibilities of that position, so the person doing it knows exactly what they are responsible for and their performance will be measured against.
Every position in your firm should have a procedures manual at their desk (hard copy and / or electronic). One benefit is that they don’t have to ever ask you how to do something since it is in the manual. You don’t have to tell them a second or third time because it is in the manual. When someone is out sick or gone on vacation and someone else needs to know how to do something that person who is gone did, it is in the manual. If you have to terminate someone, the learning curve is greatly reduced because you have a manual for that position. Someone new that may start might see a better way to get something done when it is documented. If you do a certain process only a few times a month, a quarter, or a year, it is all documented, so you don’t have to waste time trying to remember how to do it.
Another benefit is that the valuation of your firm goes up when every position is thoroughly documented.
It may take a little while to create the proper procedures manuals but it is so worth it in the long run.
Did you know that without effective day-to-day systems in your business, it can cost up to 20-30% of your annual revenue?
In my opinion, the goal of documenting process is so that that anyone, who knows nothing about what you do, can execute the process flawlessly without question. You have it written down with all the detail that anyone who can read can follow exactly what has to be done for any job function in the office and get it done flawlessly without question.
Do you feel like your business has plateaued or you are sick and tired of being sick and tired? Could it use a shot in the arm to make even more progress on your goals? Consider working with The Accountability Coach. I’m here to help you accelerate your results, so you can enjoy your ideal business and ideal life! Reach out to me today for your complimentary consultation.
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