Hiring A Team Requires Processes & Systems

Written by Tammy Durden

Is It Time?

You have been busier than ever and perhaps you think it is time to add more people to your company. This does not mean you can simply hire or add a contracted team member immediately. There are many things to consider first, but one of the biggest obstacles to having a new team member onboard successfully is whether or not you have Processes and Systems in place for them to follow. Hiring a new team member requires processes & systems to be in place.

Training A Team Member

Therefore, when hiring a new employee or contracted team member it really is necessary to have processes & systems in place for them to follow. This means recording your daily, weekly, monthly, and quarterly tasks to run your business. If already busy this is not an easy thing to accomplish but is a necessity for any company if they want to succeed. Remember, doing it now will save so much time later as you add more processes and systems to the business.

Where to Begin?

I often advise clients to begin recording their tasks daily, from the time they enter their office and turn on the computer to the time they leave the office. To start, sit and write down each task you begin each day for a week.

“Processes are the list of tasks and Systems are the programs used to help accomplish the task.”

-TD

Afterward, those tasks will turn into outlines and then details. It is easier to begin, however, by simply creating a list (either written in a notebook or a digital note-keeping format). No matter how you record it, it will later need to be made into an Operations Manual for the business. Keeping this in mind will help as you begin to record and outline each thing you do on a daily basis.

Examples of Recording Processes & Systems

To serve as an example I am writing out some of the tasks on my list today.

  1. Turn On Computer
  2. Open Programs Needed Initially
    1. Google Workspace (Email)
    2. Social Media (each platform – to respond to any comments and inquiries)
    3. My Client Portal – to check for any client messages (within a software I use so that each client has a portal to my company)
    4. Microsoft 365
  3. Open Word in Microsoft
    1. Prepare Any Client Session Summaries Outstanding
    2. Add Completed Summary to Client’s Portal under Session#
    3. Open Zoom
      1. Pull Recording of Client Session
      2. Add to Client’s Session# in Portal
  4. Prospective Client Complimentary Session
    1. Open Microsoft OneNote to take notes during the meeting
    2. Open Zoom (platform I use to meet with most prospective clients)
    3. Send Follow-up if necessary (could be email thanking them, or contracts for their portal if they decide they would like to move forward as a client)
  5. If Prospective Client Becomes a Client
    1. Add to Clients in CRM
    2. Create Client Portal
    3. Invite Client to our portal
    4. Finish adding client as below (#6)

More Processes Listed

Continuing with the example above…

  1. Finish Preparing New Client Documents
    1. Prepare Client Contract
    2. Add PDF to Client Portal
    3. Prepare Welcome Packet
    4. Add Client Welcome Packet PDF to Client Portal
    5. Send Client Message within the Portal
  2. Send Email through Google Workspace/Gmail to New Client Explaining to Access Their Client Portal
  3. Write Article for My Blog on Website
    1. Open WordPress
    2. Log Into My Website
    3. Write Article
    4. Review article
    5. Set date to publish
    6. Share article on socials/once published
  4. Start the Continuing Ed Courses
    1. Dashboard Classes for My Portals
    2. Freelance University Courses
  5. Start Email Blast to Go Out After Article is Live
    1. Open Email Marketing Program
    2. Start New Campaign or Copy Last Campaign

As you can see, these are some of the tasks on my list for today. Obviously, I am on #7 – ‘Write an article for a blog’. Hopefully, this adds a little clarity to what should be included when recording Processes and Systems. The more detailed the better.

All of these ‘lists’ of tasks will then be included in a Company Operations Manual. More than likely, if you are really busy, you should contract this out to be prepared or if you are hiring someone or already have a team member(s) you could assign one of them to prepare your operations manual.

Trainings New Team Members

Any training time needed for a new employee or contracted team member will cut down significantly by an Operations Manual. It is especially helpful when you cannot be available every minute to answer questions. The manual will provide information that is easily available to any team member of the company to access so they will be able to perform the task involved.

All team members should easily be able to follow all of the processes in place within the manual. If these are prepared and provided for the new team member then it should not take long for them to acclimate to their new work. They will be an integral part of the team before you know it.

More Help

Be sure to check out another article that may help you with Processes & Systems. It is a series on starting your business but speaks specifically about the Manual of Operations.

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