Ensuring Everyone Knows What to Do and When

“If I decided to step away from my business for a day, a week, or even a month, with little to no involvement, what would happen?

As a business owner or manager, you spend most of your day communicating. Whether it’s an in-person meeting, a conference call, an email, etc., you are constantly communicating with your team.

These various communications may be to give direction, assign tasks, provide feedback, or answer questions. Even though you are communicating with your team throughout the day, do you know if your team actually understands what you’re saying? Most importantly, what happens when you are not around?

I bring this up because I know how challenging and catastrophic the day-to-day operations of startups and small businesses are. With limited resources, most founders and small business owners hardly take a step back to relax without the fear of everything falling apart. It’s crucial to ensure your business can run smoothly even when you’re not there.

Here’s how you can achieve that:

1. Create a Standard Operating Procedure (SOP):

At its core, a business is a series of processes. One crucial document that should be the go-to for how to get things done is a Standard Operating Procedure, or SOP. Businesses create these internal guides to foster lean, efficient, and uniform workflows.

SOPs are a set of clearly written step-by-step instructions for specific, complex routine business tasks. They ensure everyone understands and follows the same methods, reducing errors and enhancing quality. SOPs help employees take the guesswork out of their tasks by providing detailed instructions on what to do and how to do it.

2. Implement an Effective Task Management System:

Using a project management tool can be transformative. Tools like Trello, ClickUp, Monday.com, or Asana allow you to assign tasks, set deadlines, and track progress all in one place. These tools enable you to create task lists for each team member and prioritize tasks, helping them manage their time more effectively.

This way, everyone knows what they need to do and by when. It also makes it easier to track employee compliance, as you can monitor the status of assigned tasks, how often employees work on tasks or access specific documents, and whether they are following procedures regularly.

3. Provide Training and Resources:

Proper training ensures that employees have the skills they need to perform their jobs well. Start with a thorough onboarding program for new hires and offer ongoing training sessions to keep everyone up-to-date. Ensure that employees have access to all the necessary resources and tools to perform their duties effectively.

For existing employees, make sure they all have access to the same level of knowledge regarding company policies and procedures across departments or teams. This could include online tutorials or seminars on topics such as customer service etiquette or workplace safety regulations.

4. Foster a Collaborative Environment:

Encouraging teamwork can make a significant difference. Use tools like Slack or Microsoft Teams for real-time communication and collaboration. Promote a culture where team members support each other and provide regular feedback to address any issues quickly. This way, everyone feels part of the team and is more engaged in their work.

5. Monitor and Adjust as Needed:

Regularly review how things are progressing to ensure everyone stays on track. Conduct performance reviews to assess progress and provide feedback. Be flexible and ready to adjust plans based on feedback and changing circumstances. Encouraging a mindset of continuous improvement helps refine processes and responsibilities over time.

Once these elements are in place, you have created an organized and efficient workplace where everyone knows what they need to do and when they need to do it. This leads to better productivity, higher employee satisfaction, and a more successful business overall. And voila! You have successfully turned your business into something that supports a lifestyle of true freedom and satisfaction.

If you'd like help streamlining or managing your startup or business operation, so you can worry less, I can help! Just comment below or send me a DM.