How to Perform Job Task Analysis in a Small Business 2.0

50 %
50 %
Information about How to Perform Job Task Analysis in a Small Business 2.0

Published on January 12, 2019

Author: PromotionQueen

Source: slideshare.net

1. JOB TASK ANALYSIS 2.0 The Story of Emily Miller Small Business

2. Meet Emily Miller Emily Miller is a: • 55-year-old divorcée • Mother of two adults sons • Former educator • Founder of 10-year-old non-profit organization © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

3. Her non-profit is doing well… © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

4. Emily recently appeared on a daytime TV show and now… © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

5. Demand for her non-profits services have skyrocketed! © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

6. THIS IS EXCITING NEWS, RIGHT? © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

7. WELL, YES…AND NO. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

8. Emily found out that the board of her non- profit is secretly planning to replace her! © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

9. The board doesn’t realize that Emily is having trouble keeping up with the rise in demand. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

10. This is because Emily is very good at keeping appearances. She’s put up a façade that everything is under control. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

11. The Board only knows that more clients are starting to complain. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

12. In a proactive move, Emily sought help from her oldest son’s friend, Tim. Tim is a non-profit consultant. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

13. Tim reveals the root causes to Emily’s problem. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com CauseCause Cause

14. Root Cause #1: Supply and Demand are imbalanced. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com PRICE QUANTITY DEMAND SUPPLY P1 D1>S1 D1S1 SHORTAGE

15. Root Cause #2: She’s a victim of the Peter Principle. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

16. TRANSPARENCY © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com Root Cause #3: No transparency in work performed.

17. Root Cause #4: Equating her identity with the non-profit = © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

18. So, what can she do about this? © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

19. Tim tells Emily that the solution lies in building a business infrastructure © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

20. There’s a specific methodology he’s learned for implementing business infrastructure. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com KasennuTM

21. Specifically, they need to do a Business Parts AnalysisTM (BPA) © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com KasennuTM

22. A Job Task Analysis is the… systematic identification of the fundamental elements of a job, and examination of knowledge and skills required for the job’s performance. ” “ © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

23. Similarly, a BPA… Identifies what needs to be done © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

24. Identifies what needs to be done Identifies who should do the work based on competency and experience © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

25. Identifies what needs to be done Identifies who should do the work based on competency and experience Serves as the foundation for developing an organizational chart and for identifying future processes © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

26. So, they set out to do a BPA… © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

27. First, they did a brainstorming exercise OriginalillustrationbyMilenaVitorovic © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

28. • Distribute payroll checks • Endorse all checks • Maintain personnel files • Maintain insurance policies in insurance files • Make proper journal entries for leases of real estate and equipment • Prepare 1099 returns for consultants at year-end • Prepare and transmit the payroll tax report, W2 forms and 1099 forms • Prepare Form 990 Brainstorming helps them identify all tasks to perform. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com • Authorize and sign checks • Establish budget for events • Find and secure speakers for events • Recruit board members • Participate in strategic planning session for financial forecasting • Provide overall leadership of organization • Secure venues for all events • Update and secure master list of all account usernames and passwords • Create, find additional content for, and distribute newsletter quarterly • Design business cards • Develop and update phone scripts • Maintain social media accounts • Find and provide content for website • Provide SEO for website • Update content calendar • Sell products online • Write content for blog • Maintain a current and accurate log of all accounts • Prepare the financial budget • Prepare and distribute accurate minutes of all meetings of the Board of Directors • Create a volunteer handbook • Manage and maintain employee handbook • Create and maintain an Orientation guide for volunteers • Categorize receipts for proper QuickBooks data entry • Check PayPal account daily for new transactions • Collect and track invoices in QuickBooks • Email invoices • File stubs from paid bills/invoices • Make necessary and approved changes to chart of accounts • Reconcile QuickBooks against bank statements • Review credit card statements monthly • Identify and communicate issues with website • Maintain organization and integrity of electronic data • Track inventory for each event • Schedule 1:1 sessions • Use petty cash for small, pre-approved expenses • Seek donors • Ensure proper check-in for each event • Troubleshoot network

29. Tim asked Emily to group like tasks into columns. He warned that she not use more than 9 groupings. 7 +/- 2 © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

30. According to research by famous cognitive psychologist George A. Miller, the average number of objects a person can process or hold in (or recall from) working memory s 7 ± 2. This is based on the Attention Intensity Factor. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

31. Emily grouped her tasks into 8 departments. EXECUTIVE MANAGEMENT • Recruit board members • Participate in strategic planning session for financial forecasting • Provide overall leadership of organization EVENTS & PROGRAMS • Authorize and sign checks • Establish budget for events • Find and secure speakers for events 1 2 COMMUNICATION 3 HUMAN RESOURCES • Create a volunteer handbook • Manage and maintain employee handbook • Create and maintain an Orientation guide MARKETING • Develop and update phone scripts • Maintain social media accounts • Find and provide content for website 4 5 FINANCE • Categorize receipts for proper QuickBooks data entry • Check PayPal account daily for new transactions • Collect and track invoices 6 OFFICE ADMINISTRATION • Attend and participate in office staff meetings • Prepare and distribute accurate minutes of all meetings of the Board of Directors and committees. 7 LEGAL • Provide legal documentation when requested by gov’t entities • Update and maintain legal documents 8 © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com • Authorize and sign checks • Establish budget for events • Find and secure speakers for events

32. Emily now needed to assign roles to each task in each department. ? © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com EXECUTIVE MANAGEMENT • Recruit board members • Participate in strategic planning session for financial forecasting • Provide overall leadership of organization • Monitor 1:1 coaching session program • Manage donor relationships • Provide overall leadership of organization ?

33. Tim suggested she use the Dictionary of Occupational Titles to help figure out the best name to use for a role… © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com Research: • CEO • Executive Director • Managing Director

34. Emily had an epiphany…From Executive Director to Founder & Managing Director © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

35. She should relinquish her title of Executive Director and instead identify herself as the Founder & Managing Director © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

36. Next, she assigned roles to each task in each department. Executive Director © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com EXECUTIVE MANAGEMENT Managing Director • Recruit board members • Participate in strategic planning session for financial forecasting • Provide overall leadership of organization • Monitor 1:1 coaching session program • Manage donor relationships • Provide overall leadership of organization

37. Finally, Tim helped her create new job descriptions for each role identified. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

38. Then, they determined the hiring priority for the new roles. 18-month Hiring Priority 1 Executive Director 2 H.R. / Volunteer Coordinator 3 Bookkeeper 4 Marketing Director © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

39. Emily was now in a position to focus on what she’s really good at, knowing that: She has a plan to hire: the right people, in the right order, for the right position © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

40. Emily was now in a position to focus on what she’s really good at, knowing that: She can meet or supply the demand once she hires additional people © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.comPRICE QUANTITY DEMAND SUPPLY P1 D2=S2 D2 = S2

41. Emily was now in a position to focus on what she’s really good at, knowing that: There will be more work transparency © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

42. Emily was now in a position to focus on what she’s really good at, knowing that: She will always be the Founder of the non- profit regardless of her title © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

43. Now, Emily feels confident once again! © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

44. The only thing missing are business processes. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

45. Emily would need the board’s approval for this work. © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

46. But will the board approve her next steps? © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

47. Find out here © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

48. Here’s a Recap of What Emily & Tim Did… List all tasks to perform. Group like tasks into nine or fewer categories. Assign departments to each grouping of tasks. Identify all staff to perform tasks per department. Create new or update existing job descriptions. 1 2 3 4 5 © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

49. Available in Digital & Hardcover Format on Did Emily’s Story Intrigue You? Read her full story & apply it to your business… © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com BUY BOOK

50. Illustration Credits • Board of Directors, Non-profit: http://karenssuero.com/should-i-serve-on-a-nonprofit-board-of-directors/ • TV show audience: https://marketingland.com/build-audience-consumers-225328 • Root cause: https://www.ptonline.com/columns/finding-root-causes-of-a-material-problem • Mask illustration: tinybuddha.com • Peter Principle image by: Imogen Foxell https://twitter.com/imogenfoxell • Image of memory (7+/- 2) Psychology Today • Image of job description: https://www.elkrecruitment.com/important-job-description/ • Right people for right job image: pixshark.com © Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

Add a comment