When you wish your employees knew how to carry out your business, at the right time, all the time, speedily and efficiently
Inviting new hires into your business can be a wonderful experience and can bring a great feel of rejuvenation and some excitement as to what the new hires may bring your business and add to your business results.
But along with it comes the burden of training them in your systems and your procedures. A burden that can often be costly – indeed very costly.
Research has shown that company employee turn over can cost upwards 150% of the employees’ annual salary your thus meaning the total cost of replacement may easily reach $75,000 for a $50,000 annual salary position. Training of new hires alone can easily cost at least about 20% of the annual salary for the position. A hefty extra expense indeed and one that’s too often overlooked as most of the costs are “hidden” and not always too obvious, and this cost doesn’t factor in valuable information and knowledge lost with the employee that left.
Part of the cost is that you probably will have to have one or more of your more seasoned and experienced employees hand hold the new ones and lead them through a period of training. In other words, the seasoned employees’ productivity declines in the time period they need to hand hold and train a new hire, potentially costing you sales and revenues.
While I like and recommend a mentor system in any business, I also know that you can cut the learning period and the training expense down dramatically by utilizing the right tools and implementation.
This is where the business management system Doc&Do comes in. The Doc&Do platform was built with the specific intention that your team documents all your business processes. In other words you document everything you do and how you do it.
The documentation could be set up in step by step form, which can be extremely useful and may be one of the fastest avenues for someone new to your system to carry out a certain process in your business.
My early entrepreneurial experience was in the car rental business. In car rental businesses as in most other businesses there are many processes that makes up a typical day and that is required to make the business work.
Most of the processes when looked upon individually are very simple, but skip too many steps and things will fail. It is the collective and orderly expedition of each step that makes the system and thus the business work.
When you get in a new hire into most businesses all these components and steps can be overwhelming for someone who do not have the experience from elsewhere. And even when the new hire has previous work related experience, likelihood is that your business does a few things different. Some of these things may even be essential to your business and may be part of what sets your business apart from the competition and make your business unique.
In the car rental business we often had at least one experienced employee mentor a new hire and in most cases more than one experienced employee would be required because there were so many facets involved.
Since my car rental days, my experience in business and in business operations has evolved substantially and I have had my involvement in multitudes of businesses and industries since, spanning several countries and even several continents. My take away from this perspective is that most businesses are the same or at least face the same challenges with regards to new hires. They also all have many small steps in their processes that all are required to ensure the right product or service is delivered and thus they all need to solve the challenges of training and ensuring all employees are on board and on the same page.
The bigger the company the more important this becomes and the bigger the expense and costs involved, should they fail.
In addition to this there’s the risk of losing valuable information as a key employee leaves your business for whatever reason. In smaller companies the scare and the threat may be bigger as you face losing incredibly valuable skills and special knowledge as you lose a key employee. If you have run a business or even just have worked in a company for any length of time, then I’m positive you have experienced at least one situation in which you wish you had the insights and knowledge to solve a certain situation that an employee who is no longer with your company mastered.
As I said, for most small to medium sized businesses this looming risk is often greater. Most small to medium sized business are also with limited resources and very often you will see that such a business has a few key employees who are extremely strong in their areas of the business, while perhaps know little of other areas of the business. Such a business can work well, because the sum of all the parts are in place. But take out one part and all of a sudden the business can be seriously crippled. And employees leave, for whatever reason and often when you least expect it.
Most businesses that I have met and been involved in have no system for documenting what they do and what each employee does in their field and by such measures ensuring the knowledge and what I call the company intellect stay with the business regardless of what happens with an individual employee.
The few businesses that I know of who has documented the processes and the knowledge often have unsecured systems for storing such information and what’s more often have that information in places that makes retrieval and thus daily use difficult or completely off the radar from those who really could use it and where it really could improve your business’ results, delivery and your customers’ experience in dealing with you.
All of the above experiences and the pain points represented in the words above that we have seen in so many businesses or even lived ourselves in our businesses or in previous places of work are part of what lies behind my business partner Frank Curtin’s and my visions for creating the Doc&Do Business Management Platform.
We believe we have succeeded far beyond our initial outset and ideas for the platform and now offer a completely unique solution that will help thousands if not millions of businesses and their many, many employees. That’s our vision. That we may in fact help thousands – hopefully millions – of businesses large or small perform better and more efficiently so that results are generated that will help improve the lives of even more and bring about better results in our economies around the world, to the benefit of all.
This may from the outset seem like a big task, but it really isn’t very time consuming at all, especially if one makes use of every employee in the business, so that each employee documents the necessary steps needed to perform the particular processes that each individual handles in your business.
This makes sense too. By following this suggested avenue you will have the individuals’ expertise shine through and draw out each individuals’’ specific specialized knowledge for the benefit for your business. The bookkeeper will document everything pertaining bookkeeping, reporting (both for public offices as well as for internal), your service employees will document what it is they are doing when they do it best and that ensures customer happiness, as will your sales people so you will retain full knowledge of the best ways of handling customer objections and resistance to buying your services or products.
When everybody carries out this documentation, you will get the best of everything that your company does, from the minds of those who know best. On a management level or business owner level, you can then review and adjust where you see fit or to ensure the incorporation of your vision and possibly mission for your business.
We built the Doc&Do Business Management System in such a fashion that it allows for full collaboration among everyone who needs to be in your team. All revisions and your own notes can be viewed and your version history is saved and stored, so you can always go back and pick out better parts or indeed revert altogether to a previous version.
With full collaboration you can easily and swiftly create the best practices for each process of your business and by documenting them all, you will quickly safeguard all the elements that make up your business.
Sometimes we hear the words: ”But we’re so busy we don’t have time to do this.” Our response is simply:
“If you believe you don’t have time to do this –
then you really don’t have time NOT to do this!!”
You see, what often happens is that you will repeatedly spend time and time again on things that are non-income productive. Certain mistakes are made repeatedly in your business, often on the front line, costing your time, money and unfortunately often customer satisfaction. You will keep spending too long and too much on training new hires, whereas the addition of the Doc&Do Business Management System would help you bring everybody (new as well as old hires) onto the same page as how you conduct business.
Your training manual and your step by step system and procedures now live on an easily retrievable system accessible from all your devices including your employee’s devices with the access levels relevant to each individual.
When I said your manual, system and procedures now live on an easily accessible platform, then that’s exactly the right description for it. Procedures are typically to be considered a live thing. Circumstances, legislation, surroundings, economies all change and for our businesses to survive and hopefully stand the chance of thriving, our businesses and thus our processes need to follow suit and keep up to date.
That’s why the Doc&Do Business Management System becomes even more powerful, because now you can easily revise, edit, update and put in comments along the way. You can put in revision alerts as in when you should revisit the particular procedure in concern again in a timely manner and you will notify in an instant anyone who is in the need to know of any changes and amendments that you may have implemented. Everything gets stored in a safeguarded, secured and communication and alerts takes place in a spam-free environment.
If you are still on the offense about the time involved in getting your documentation in place, then we can even help you there. We have our own consultants and assistants that can help you out and that can help you get in place in swift and efficient manner. In addition we have trusted external consultants who can assist you, who are experts in business operations and who may even help you organize certain aspects of your business even better than your current organization for better efficiency and results.
In closing remember you are never alone. We’re here to help you. We wish for you to get the best start. Bring your documentation and improved efficiency in place and we will gladly ensure in person that you get off to the best start and help you see how you may benefit in your business from the Doc&Do Business Management System.
Believe me, speaking as a business owner, once you have your entire business on the platform, everything becomes so much easier and you can do so much more even when you are on the go. You’ll feel more confident and secure about what goes on and the state of health of your business. And while this article only speaks on the aspects of your business manual and your business knowledge being safeguarded, these are just a few benefits to the system. As you dive in further, you too, will see just how incredible this platform is and how greatly it will help you, your results and put you in the drivers seat.
So once again, we extend our personal invitation to you to join us with your business on the Doc&Do platform. We hope to see you soon.