Reminder Process

Questions of the week: I have been chasing the team to find their availability, and the response has been very poor. How can I fix this?

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I have been chasing the team to find their availability, and the response has been very poor. How can I fix this?

We had a simple sheet the team had to complete to create the team structure on the scorecard day. The team has to mention Y/N next to their names. Week after week, the manager had to chase to fill it. The team structure was 1 manager, 7 leads and 18 team members.

First, we assigned 3-4 members to each lead, and the accountability lay on the leads to ensure the team members filled it.

The Manager will follow up with each lead.

Process to followup

• 3 days of reminder, namely Friday after Scorecard Day, Monday and Tuesday
• 2 ways to do it either a WhatsApp link on the sheet by installing WhatsApp on a desktop or a Skype message
• 1 message to send everyone: "Can you update your availability for this week's Scorecard Day? <link of the sheet>"
• 0 Stop messaging once the team members fill out the sheet.

Ensuring that tasks such as updating availability for meetings or events are completed on time is crucial in any organisation. Without a systematic approach, simple reminders can often be overlooked, leading to inefficiencies and missed opportunities. Organizations can enhance accountability and ensure consistent follow-up by converting these reminders into a structured process.

Why This Process Is Effective

1. Clear Accountability: Each team member knows exactly whom to follow up with, eliminating confusion and ensuring that everyone is reminded.
2. Timed Reminders: The process specifies reminders on specific days—Friday, Monday, and Tuesday—immediately following Scorecard Day, making it a routine part of the weekly workflow.
3. Escalation Protocol: If updates are not made by Tuesday, the frequency of reminders increases, creating a sense of urgency.

Transforming simple communication reminders into a formalized process improves the reliability of updates and embeds a culture of accountability and efficiency within the team. By following the outlined steps, organizations can ensure that important tasks are remembered and completed on time. This approach minimizes the potential for oversight and enhances the overall operational workflow, making it a valuable strategy for any team-focused environment.

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