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Systems Flow
You never know what you've got 'till its gone . . .
Did you ever notice that you didn't really understand how a person or piece of equipment plays into your processes until they are gone? People change jobs (or go on vacation) and equipment breaks down. That's when we notice that a critical part of a work process was handled by someone that isn't there, and NOW WHAT?!
Well, here are some suggestions to help circumvent some of those situations: 
- Complete a systems flow analysis on a regular basis. Perhaps once a year , you reconnect (or create for the first time) a flow chart of the systems and procedures you have in place. It is a great way to actually see how things are handed off from one person to another, and/or what pieces of equipment are vital to that flow, even if it is just as simple as booking a client. This is a fun part of my job and I find that putting it in a visual form for my clients really helps them connect with the whole process.
- Review the desk procedures or any procedures manuals you have. I know, I hear this all the time: "What desk procedures?!" Not only does this tool help current staff stay in synch with how the company operates, but it saves tons of time when turnover happens, or when temporary help might come in to help (i.e., people on vacation, maternity leave, etc.)
- Cross train staff. At least until they have a basic understanding of what happens on a daily and weekly basis to cover for someone else.
- Provide regular maintenance on your equipment. Computers need to be vacuumed out so the dust and particles don't build up, copiers need to be cleaned, etc.
- Continuing Education. Sometimes we think that because things are going smoothly, or we aren't in an industry that requires continuing education, we don't need this component. I disagree. I'm all for continuous upgrading of knowledge, whether it is something as simple as Outook or a college course. This alone, will help staff be more productive.
I urge you to take a day or two this summer and check in on the pulse of your job and your company. The time invested will undoubtedly pay off later down the road!
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