It Starts with Clear Expectations
Over the past couple of weeks, we’ve discussed how difficult hiring can be. It’s one of the most challenging responsibilities we have as business owners. Because of that, we often cut corners and hire people without a clear plan.
In the first post, we discussed how to hire the right people and the 12-step hiring process used by Ramsey Solutions. Last week, we talked about what makes someone an ideal hire.
This week, we’ll focus on setting clear expectations—both internally and with potential employees. A lack of clear communication is one of the biggest issues in business, and that is certainly true when it comes to employees.
If you, as the owner, don’t have a clear understanding of what a good employee looks like, how can you expect your employees to know?
This clarity starts with having an employee policy. This document should clearly communicate your expectations to all employees and potential hires. It should include things like:
- The daily work schedule
- How work hours are tracked and who is responsible for reporting them
- Attendance expectations and disciplinary actions for unexcused absences
- No alcohol or drugs on company property or job sites
- Whether smoking or chewing tobacco is permitted and where
- Expectations for treating customers with courtesy and respect
- Dress code requirements and the importance of maintaining a professional appearance
- The disciplinary and termination process
- Policies regarding the use of company-owned equipment and vehicles
- Employee development and training process
- Employee evaluation process
- Paid holiday policies
- Insurances benefits, if provided
- Vacation and paid time off policies
Finding the right balance between simplicity and thoroughness is important. Your goal should be clear communication without creating an overwhelming document. As a company grows, it should operate within a framework of well-defined management principles.
The difficulty lies in implementing those principles consistently in real-world situations with real people.
That’s why it’s important to establish procedures for dealing with employee-related issues and to follow them consistently. These procedures could include:
- Recognizing that people are critical to an organization’s success or failure
- Having a plan for coverage when employees need time off
- Clearly communicating expectations, measuring performance, and acting on the results
- Refusing to tolerate marginal performance
- Correcting employees privately rather than publicly
- Identifying and removing poor cultural fits
- Encourage ambition and personal growth
- Objectively evaluating personalities and how they contribute to the company
- Providing regular feedback so employees know how they are performing
Having clear expectations for employees is key to attracting and keeping people who are a good fit for your company.
Another important hiring tool is a clear job description that outlines an employee’s roles and responsibilities. Like your employee policy, this document should be simple, clear, and easy to understand.
Below is an example of the roles and responsibilities of a Production Coordinator.
Production Coordinator
Purpose of Position
The purpose of this position is to assist in organizing and overseeing the production and operation of construction projects to maintain production schedules, complete projects within budget and achieve the quality of workmanship expected.
Specific Areas of Responsibility
Project Coordination
- Productivity Monitoring and ControlCoordinate schedulesCoordinate materialsCoordinate tools
- Quality Control and Documentation
- Periodic site visits and verify that quality is being achieved and maintained
- Document with pictures and reports
- Communicate with teams
- Regularly review, follow up and verify schedules
- Determine materials and tools that are needed
- Project Troubleshooting
- Listen to customer concerns and document them
- Communicate concerns with management team
- Quality Control and Documentation
Planning and Control of Material and Tools
- Coordinate gathering and delivery of material and tools
- Coordinate moving the balance of material to shop or return to supplier
- Coordinate collection of tools from projects and/or production teams
Customer Service
- Communication of schedules
- Assure that site organization is maintained
- Coordinate and document finalization of punch list
Skills & Abilities
- Sufficient construction knowledge and experience
- Computer skills
- Microsoft Office (Outlook, Word, Excel, etc.)
- Microsoft OneNote
- Written Communication
- Verbal Communication
- Reporting
- Organization
- Analyzing Information
- Professionalism
- Problem Solving
- Supply Management
- Inventory Control
- Valid Driver’s License
- Reliable vehicle
Compensation
- $_______ per hour for work done as specified by the list above
- Mileage reimbursement of $___ per mile when using personal vehicle for travel to locations more than ___ miles from the shop
- Paid weekly on Monday for the previous week’s work.
Acknowledgement
“I have reviewed and understand the above position goals and believe them to be accurate and complete.”
_________________________ ________________
Production Coordinator Date
__________________________ ________________
Managing Member Date
I know this seems like a lot, and it is. That’s one of the reasons why hiring is often done poorly—or not done at all.
Ultimately, it’s up to you to decide whether you want to have employees. If you do, then the next question is whether you want to do it well.
If so, you need to determine what that looks like for your company and then implement the systems and processes necessary to make it happen.
If you have questions about hiring or would like to talk through it, schedule a meeting with me. If you have other business-building questions, I’d be happy to help with those as well.
You can also check out our Business BUILDing toolbox and resources designed to help you build a better business.