We live in Plan A. We survive in Plan B. 

 

If the fire happens, the massive storm, or any form of the big “Oh No!” arrives, what’s your plan? 

 

Not every catastrophe involves 911. A “Mayday!” moment can be staffing turmoil. What, Tom quit? Who’ll do his job? 

 

When Tom Quits, Consider a VE Team Instead 

 

I think of “spring cleaning” in April, and one way to tidy your business is to get your staffing “Plan B” in order before any personnel storm. 

 

How do you do this? Well, here are five tips on solidifying your “Plan B”: 

 

1. Identify Critical Job Functions: Identify your organization’s job functions and roles that are critical to maintaining essential business operations. These may include roles related to customer service, finance, operations, IT support, and other core functions. Assess the potential impact of the absence of individuals in these roles on your business’s ability to function effectively.

 

2. Cross-Train Employees: Once you’ve identified critical job functions, develop a cross-training program to ensure multiple employees can perform these tasks. Provide training and resources to employees to equip them with the necessary skills and knowledge to take on additional responsibilities. Encourage employee teamwork for knowledge sharing and skill development across different departments and teams.

 

3. Document Standard Operating Procedures (SOPs): Document your standard operating procedures (SOPs) for each critical job function, outlining step-by-step instructions, best practices, and key performance indicators (KPIs). Make these SOPs easily accessible to employees through a centralized document repository or knowledge management system. If Tom suddenly quits, you need to explain his duties to the next person fully. Don’t wait until a person leaves. Have the procedures ready to go in writing.

 

7 Steps to Hiring Quality Staff   

 

4. Establish Backup Roles and Responsibilities: Establish backup roles and responsibilities for each job. Designate backups or alternates who can step in and assume the tasks of primary role holders in their absence. Communicate these backup assignments to employees and ensure they understand their roles and responsibilities during transitions or emergencies. Also, think about the workload you’re putting on the alternate when the new duty arrives on their plate. Prepare for a secondary shift of some responsibilities. That person will need some help.

 

5. Test and Evaluate Redundancy Plans: Consider holding an occasional “fire drill” for your team. Walk through various scenarios, such as employee absences, equipment failures, or service disruptions, and assess your team’s ability to respond and adapt accordingly. Use feedback from these exercises to identify areas for improvement and refine your redundancy plans as needed.

 

We all have emergency moments. But planning gets us through them. 

 

You might read all this and say, “Great, Anne, sounds good, but we’re stretched too thin to do any contingency planning. We can hardly get our Plan A satisfied, let alone a Plan B.” 

 

That feeling — that right there! — is actually the whole point of our business. We get it! Yes, that makes perfect sense. You’re pulled in too many directions. We were there, too. 

 

You need a bigger team to help you manage all the duties, but you can’t afford to hire a large staff. 

 

What could you do if you could expand your staff by hiring quality employees at the rate of $9.50 an hour? Would this help? 

 

Two For One is a Bargain 

 

That’s what we provide. We have a tried-and-true process of learning your specific needs, and then finding top office talent in the Philippines with the skill set and personality you seek to work full-time for you at a bargain price. 

 

The cost of living is so much less expensive in the Philippines than in the U.S., so the dollars our employees earn are strong in that market, though your hourly commitment remains low. 

 

We provide our employees with free health and dental insurance, all of which are part of the billing rate. Our VEs are also offered educational scholarship opportunities for their children through HireSmart. 

 

HireSmart Filipino Scholarships: Airene’s story 

 

When you can add quality employees to your staff at an affordable cost, you can integrate them into your daily Plan A and then actually develop a Plan B to manage emergencies. 

 

If you want improved control of your office workflow, click here to schedule a chat at your convenience.