A great little story I would like to share with you.
This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have.
This may be confusing, but the point of this story is that if we don’t have a clear understanding of what we, our business partners and team members are responsible and accountable for in the business, we land up looking like everybody, somebody, anybody and nobody. We look incompetent not only with each other, but also with our customers and potential customers. Not a good look for business.
I have come across this situation in a number of small businesses. The business starts off as a one man or woman band and a job description doesn’t seem to be too important at the time, as they are doing everything themselves. Gradually over time the business starts to grow and employees or a business partner are brought in to work in the business. “Everyone” assumes that “everyone” knows their job and what they are responsible and accountable for. Well, not actually.
To prevent confusion, frustration and conflict, follow these guidelines:
- Ensure that everyone in the business has a job description. Even the boss.
- Ensure that each job description is a clear breakdown of main areas of responsibilities, reporting lines and expected behaviour. To ensure buy-in from the beginning ensure that you involve each person in the design of their own job description.
- When on-boarding a new employee or contractor, take them through their job description, don’t assume that they have read it. Explain each area of responsibility, so there is no confusion.
- Ensure you have an accountability system built into your job descriptions. Every person working in the business, should be held accountable for their tasks, even the boss. Some may even link performance bonuses and rewards to task completion.
- The job description is a working document. It should be regularly updated as the job grows and changes.
- Accountability check-ins should be consistent. This can be achieved through regular meetings, one-to-one sessions or reporting.
Don’t let something as simple as not knowing who’s doing what to cause you to look incompetent in front of your customers. Provide your team and yourself with peace of mind, get your job descriptions sorted.