Tweet

How To Maintain A Smooth-Running Company When Facing Tragedies

Guest post by: Millard MacAdam

Article Overview: Do you think your company will continue running smoothly if you and a couple of your key leaders were suddenly taken out of the day to day action of operating the business? Proactive leaders plan ahead in case bad things happen. Read on and discover eleven action steps you can take to ensure that your company operates smoothly when facing the temporary loss of yourself as the owner, or some of your other key personnel.

How To Maintain A Smooth-Running Company When Facing Tragedies

As a business owner or key company leader, picture that you and one of your key staff members have just been in a serious auto accident. You both have major injuries. You are both going to be in the hospital at least a month. Both of you have your jaws wired shut so you can't use the phone.

Can you see your company running smoothly, easily and well while you both recover? Will your customers or clients be served while both of you are gone? If you've just experienced an anxiety attack over this possibility, the following problem-prevention tips are for you. The actions below, if put into practice, will reduce your stress, increase the stability and productivity of your company, and give you more restful vacation times.

HIRE WISELY - Too many managers hire bodies for particular jobs rather than people to help build a future. Your company is only as good as each individual staff member's contribution to its optimum functioning. Look for the four “C’s” of Proactive Hiring when you hire: Character, Competence, Commitment, and Community. Commitment is the motivation and willingness to diligently and consistently apply one’s high character and competencies in the work environment. Community is related to the desire to be an effective team player in skill and attitude. For every position, from receptionist to technician, hire only the best customer-satisfying managers and staff members you can recruit. Conversely, if you have current managers or staff members who are not performing well, consider whether they are a wise expenditure of your hard-earned money.

BUILD A TEAM RATHER THAN YOUR EGO - Too many leaders let their egos monopolize their interactions with their staff members. Stop the pattern. Instead, trust your staff members to do their jobs. Ensure that each staff member feels that they are a highly valuable member of your team. Let each staff member know they are an integral part of the company's end product or service to customers. Set the example for positive interaction at all times between team members, even when ideas or performance must be corrected or redirected.

REWARD WELL - When you get good staff members, reward them financially and emotionally. Be sure their pay is at least at market rate. Take time often to acknowledge each staff member's contribution verbally and with affirmative notes. The two big loyalty builders are two simple words, “Thank you!” followed by a statement of the specific action being appreciated.

BE HANDS ON - Know each staff member's job and how to do it. This not only gives you an automatic reserve staff member and trainer (yourself), but has an added bonus. If you show a staff member that you are willing to learn or have learned his/her job, you are communicating that you believe their work has value. Every staff member needs to know that whether they are emptying trash cans, setting the presses, or selling the large accounts, their work is worthwhile and valuable.

MAKE YOUR STAFF MEMBERS VERSATILE THROUGH CROSS TRAINING - In a small company, every staff member should know how to do at least two jobs, particularly on the technical and service sides. For critical tasks, at least three staff members should know how to do each job. Invest time in cross training and you will always have a “backup substitute” on your premises who can step in when needed.

DEVELOP AN ALL-STAFF OPERATIONS MANUAL - All people who serve as your temporary help deserve and need clear instructions for temporarily filling a position. To give them what they need to do excellent work for you, involve all of your staff members in the development of written guidelines and procedures for carrying out all of the functions and tasks they are responsible for in each of their positions. Develop a “group draft” and then edit it together for clarity. Have staff members use the operations manual to carry out key functions and tasks for positions other than their own. Have the persons who hold the position observe how the “backup substitute” is doing and ask them questions and coach them as they are doing it. Together people will be able to revise the first draft of your manual and help make it into a powerful tool for maintaining a smooth running organization even when illnesses, accidents, or relocation cause staff members to miss work or leave employment.

DELEGATE YOUR TASKS, BUT NOT ULTIMATE LEADERSHIP - As a manager and leader, what are the things you do best? Are you the idea person, the best salesperson in your company, the organizer? Find your best talents and then delegate all other tasks to your staff members. Train them appropriately to do their jobs, let them know you have confidence in their ability to perform well, and then let them do their jobs. Giving responsibilities to your staff members in a gentle kind way will build their confidence and competence. It will increase your staff members’ willingness to work and their pride in your company’s end result for customers. However, as the top leader you must make the final decisions and take full responsibility for them while continuing to focus on the fullest development possible of your people and the enhancement of their careers.

COMMUNICATE OPENLY, DIRECTLY AND CONGRUENTLY - You need to engage in strategic dialogue with your staff members, solicit their suggestions, and positively correct their mistakes by helping them get back on course. Conversely, you must create an atmosphere where staff members are willing and able to dialogue openly with you. The two best sources of information on how your company is doing and how to improve it are your staff members and your customers. Pay attention to both.

GIVE YOUR BEST ALWAYS AND ENCOURAGE THE SAME FROM YOUR STAFF MEMBERS - Pride in the company and its product or service always begins at the top. If you give a half effort or let a sloppily produced product go out the door to a client, you are sending a message to your staff members that you do not respect your clients or your work. Your staff members will adopt that view as well. If you set the example of giving the extra effort, pitching in when needed, caring about your fellow team members, working as a unit to be the best in your particular company, and taking care of the bottom line, your staff members worth having and keeping will follow suit.

ENCOURAGE INNOVATION AND CREATION - Give your staff members a stake in the future. Once a month, have a meeting where the staff members make suggestions on how to improve your product, service, efficiency, or bottom line. Give monetary rewards when the ideas produce increases to the bottom line. Give positive encouragement for the process.

HAVE A SECOND IN COMMAND - No commander goes into battle without a major who can take over if he is felled by a bullet. If you are the “commander” of your company you must act accordingly. Find someone you trust within your company who has the same goals, ideals, and a similar leadership and management style. Train him or her appropriately. Let others know he or she has your confidence and authority when you are gone. When that is done, leave on vacation and test the theory out. If you have implemented the above steps, your company will most likely run easily and well and you will have regained a more fully functional and integrated staff and a more healthy balance in your life.

If you need help in mastering and implementing any of the skills and tactics mentioned, I'm here for you! Please visit the Call-A-Coach section of my web site for more information.

Related Articles
  HOW TO “GET YOUR HEAD OUT OF THE SAND” AND FACE REALITY WITH POWER
  How Disasters Can Teach Lessons of Gratitude
  How To Use A SWOT Analysis To Improve Your Business
  How 'Hiring Now' Is A Hint You Have Problems
  Keith Springer Wealth Manger in Sacramento CA Quoted In CNN Money on European Banks
  How The Misuse of Social Media May Potentially Damage Your Business Ethics and Reputation
  Ambition - Good or Bad?
  10 Ways to Guerrilla Creativity
  MAXIMIZING RESULTS OF A BUSINESS-TO-BUSINESS CAMPAIGN
  How to Jumpstart Your Sales in a Stalled Economy with a GREAT Sales Process
  Equity Splits
  Growth is a highest calling of leadership.
  You can choose the kind of relationship
  Who's Your Hero and What Would They Do?
  Getting Past Any Obstacles in Life
  Appreciate Your Obstacles!
  Client Communication as Easy as A-B-C
  Business credit remains tough in difficult times
  Workplace Relationship Building - Hopes and Fears
  When Living the Dream isn't enough!

Article Tags: contingency plans, emergency plans, empowering staff, tragedies



Related Forum Posts
How to valuate a business - Hi Garth - here is how we did it at Northern Crown Capital when I was helping them raise venture capital for Toronto-based entrepreneurs. Assume the start date is 2003 so 2008 projections are 5 years out: How Northern Crown Capital Valuates a Business 2008 Financial Projections Earnings Before Tax $5,865,000 Tax Rate 42% Taxes $2,463,300 Net Earnings $3,401,700 Amount Seeking to Raise Today $3,500,000 Discounted Value of Future Opportunity, 5 Years Out 2008 P/E Ratio 15 Value of Company in 2008 $51,025,500 Discount Rate Applied 30% Year 2008 $51,025,500 Year 2007 $35,717,850 Year 2006 $25,002,495 Year 2005 $17,501,747 Year 2004 $12,251,223 Value of Company at Investment in 2003 $12,251,223 Less: Investment Amount $3,500,000 Present Value $8,751,223 Discount for Risk & Private Company 40% Less: Discount for Risk & Private Company $3,500,489 Private Company Value $5,250,734 Present Value (What the Owner Keeps) $5,250,734 60.00% Financing (What the Investor Gets) $3,500,000 40.00% Total $8,750,734 100.00% I hope this helps!
Hi everyone - Hi everyone.I am Alex,SEO Analyst on XSEO Company.Nice forum.
Re: Great start, but no finish - My advise is FOCUS on your business. Focusing is the main factor to succeed on business. If you have a great idea, then follow it only, don't look anywhere else. It is especially essential in an online business. Because there are a lot of mind blowing sales letters promising millions dolllars or overnight success, people find it difficult to concentrate on one business and they lose their energy. Concept is simple. 1- Have a good idea; 2- Build your business on it; 3- Monetize your business; 4- Promote it; 5- Build list of responsive customers; 6- Maintain You Business. Focusing and not fearing from competition (instead you can learn from competitiors) are main tips of billionaires ,BTW. Orxan
Protect yourself from Hackers - I received this from a newsletter from FXpro that I subscribed to. Please read and apply In the 21st Century internet is widely used for everyday job. Despite the "ease" and free time offered from internet use, one should be aware of the dangers and be prepared to avoid and safeguard him/herself from any attacks his/her computer may accept or even from the "unwanted" e-mails received. Golden Rules of Protection When using the internet make sure you have an antivirus program installed in order to avoid intrusions in your Computer, If you are using wireless internet connection make sure you have your connection locked, Do not save any official documents on your Computer, such as Copy of Passport, ID, Bank account numbers, copy of cards in case your Computer is hacked or even stolen, Keep all access codes/passwords in a safe place, Do not share an e-mail address with any person, Do not reveal any access codes, passwords to any person, If you are using a public Computer, ie in an internet cafe, make sure you log out any internet sites you have visited before leaving and deleting the cookies in order to minimize the risk of someone following your tracks, Regularly change your passwords on your e-mail accounts, or any other account that requires passwords, Be careful of e-mails received. Always check the e-mail address and in case you believe that this does not come from a person, Company, Organization you might be dealing with always send an e-mail to an e-mail address stated on the person's business card, Company's, Organization website requesting them to confirm that the e-mail address on the e-mail received belongs to them, before you reveal any information, Always have in mind that an established Company/Organization never uses an e-mail address such as g-mail, yahoo, hotmail etc thus always be careful when you are receiving such e-mails, even if it appears to be from a Company/Organization you are dealing with, Always remember that a Company or Organization will never require you to send them your login/password/access codes, When using a website that requires an access code, do not allow the browser to remember your passwords
Business magazines - Fast Company is pretty good if you're into technology although it can be very on the edge. Entrepreneur has become one giant advertisement and I cancelled my subscription. Selling Power also has some useful content if you're looking at improving your sales skills / presentations.


Share this article with your friends. Fund someone's dream.

Leave a comment below or share on the left and you'll help support entrepreneurs in Africa through our partnership with Kiva. Over $50,000 raised and counting - Please keep sharing! Learn more.

Newsletter

Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!

Name:
Email:

Popular Articles

••••••>SEO Tip Of The Day: HTML Validation

Starting a Business with Bad Personal Credit

Induction – your first management job

Suggestions

Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.