Do you have a process?

Overseeing many departments can bring some unique challenges. The one constant that remains the same for all departments is processes. If an error comes up or something goes wrong, after the situation is addressed, I spend time working with the team to see where the process broke. I find that errors are a great way to test the boundaries to determine if the guidelines can withhold a storm.

It is really important to be open to feedback and to evolve when you work in administration. The rules and laws are always changing and the processes to support the departments must be adaptable. Our team uses a few different methods to help streamline processes - here are a few that our team uses:

1. Microsoft Forms: These forms serve as a bridge between our team and the rest of the organization. The automatic email notifications upon form submission help keep everyone informed. Whether it’s onboarding, offboarding, or job postings, this system ensures timely communication.
2. Trello Boards: Digital Visual boards are powerful tools for task management. They provide a clear overview of steps to be completed. The transparency allows multiple team members to collaborate effectively. Whether it’s project management or streamlining the onboarding process, Trello keeps everyone on the same page.
3. Excel Sheets: Leveraging built-in drop-downs in Excel is a smart move. For instance, when dealing with state-specific payroll rules, having a quick reference within the spreadsheet streamlines the process. Regular review and updates ensure accuracy as Federal or State laws evolve.
4. Candidate Progression Checklist: This 1-page document is a compass for our recruiters. It ensures consistent service delivery for all external hires. Developed over 25 years, this process covers all critical areas, ensuring the right fit for our clients. Our recruiters, guided by this checklist, play a pivotal role in achieving successful outcomes.

There needs to be full accountability on all steps to ensure that things are working as intended and followed by all. In addition, it is important to explain to everyone during the launch the "why" behind the change. If people understand the purpose of the process, I find that compliance looks better and people are earlier to adopt. Remember, adaptability and continuous improvement are key in the dynamic world of administration.

What processes do you use that benefit your organization? What technology or forms do you find beneficial in your role? Looking forward to hearing your input.