I frequently work with clients who tell me they’re having difficulty with their staff. No one knows who’s supposed to do what, there is frequent redundancy in work, there are clashes among staff over who is supposed to do what. Does any of this sound familiar? If it does, my next question would be, do you have Position Statements for each of your staff including you? If not, this is more than likely the cause of the discourse.
Again, you’ve heard me say this…most of us did not get into business for ourselves to manage folks. However, if you’re going to have staff, either you’re going to have to do it or you must hire someone to do it – those of you who know me know I always advocate the latter…a good COO can solve many of these problems. However, one step you can take without hiring someone is to make sure everyone in your organization has a Position Statement – a document that lays out very carefully what they are specifically responsible for within your organization.
You write it (or hire someone like me to assist you), knock it around with the staff member until its accurate (there are more than likely things they are doing you don’t even realize and others you assume they are doing and they are not) and then you both sign it. This document then becomes the basis for reviews, bonuses, etc.The other thing it does is it clarifies very carefully what everyone is doing. There is no more bickering over it, no more redundancy and it helps your organization run more efficiently and smoothly. It also empowers the staff members to make decisions in their area of responsibility and become experts in those areas.
You can also include a comp plan in this document if you’d like. However, either way, you should share the pages of the document that outline responsibilities with every member of the staff (post them on an intranet, put them in the employee manual but make sure everyone knows what everyone else is doing).