This newsletter series will give you insights and techniques to help you build a better business no matter how large or small yours is. I always say that success comes from working on your business as opposed to in your business. I want to share with you the systems and philosophies that have been successful for me over the years.

Establish a system in your office where each employee knows their responsibilities, so that each function is handled in a timely and efficient manner. This is best accomplished by the design of a job description, including a priority listing of tasks.

A written job description provides a clear description of the skills and abilities required to effectively complete the job you need done. The description should be written for the position and work to be performed—not to accommodate someone who may currently be filling the position. The more objective the standards, the more effective you can be in matching performance and skills to the job.

Include on the job description form, a space for providing training as well as who the training is to be provided by, and the date and acknowledgment by the employee that the training was provided and understood. This can eliminate many problems in the future.

The manager should not get bogged down with office details, such as maintaining records, billing and collecting, correspondence and filing. Incoming phone calls should be screened, and unless the manager’s personal attention is required, calls should be handled with information taken and given by someone else.

The following information can be used as a guideline for designing job descriptions. Be sure to include the title of the person (or job) that you are describing. List tasks in order of importance and assign priorities to these tasks. Indicate whether they should be accomplished on a daily, weekly or monthly basis, etc.

Obviously, you’ll modify the list to suit the needs of your individual organization. Have others review the job description. You may find that other aspects of the job have migrated into the position without a lot of thought as to who should actually be completing those tasks.

1. MANAGER:

 Determine staffing requirements
 Hire and train new staff
 Set employee goals and objectives
 Schedule projects in steps and budget time required to meet deadlines
 Determine labor requirements for projects
 Review projects to monitor compliance with building and safe codes and other regulations
 Develop and implement productivity and quality control programs
 Prepare contracts and negotiates revisions and changes
 Allocate use of available resources
 Evaluate current business processes and systems
 Plan and implement procedures and systems to maximize operating efficiency
 Purchase and manage insurance plans
 Establish and maintain controls
 Formulate policies and practices
 Develop and implement marketing and sales plan
 Coordinate financial and budget activities
 Investigate damage, accidents or delays at project sites
 Evaluate construction methods and determine cost-effectiveness of plans

2. ESTIMATOR:

 Organize job plan
 Make take-offs
 List items for pricing
 Develop job budget
 Qualifications to consider: experience in trade; ability to work with detail; ability to follow procedure; ability to constantly work toward deadline under pressure
 Estimate all jobs
 Prepare bill of materials
 Prepare all change orders
 Visit jobsites
 Consult with Purchasing Agent
 Review plans for alternate methods

3. PURCHASING AGENT:

 Order materials based on estimate, or from orders phoned in from the field
 Check material received against purchase orders, including stock numbers
 Check quantity and price
 Check invoices—extensions, prices, and applicable discounts
 Maintain a file on current prices
 Schedule drivers for material pickup, tool transfers, etc.
 Maintain tool inventory
 Maintain file on temporary poles
 Order rental shacks and other equipment
 Keep a maintenance log of trucks and cars
 Maintain inventory in the warehouse and job trailers

4. RECEPTIONIST/SECRETARY:

 Answer phones
 Open mail
 Greet people
 Label folders and maintain files
 Type correspondence, billing, etc.
 Type proposals and contracts
 Handle outgoing mail
 Receive and sign for packages
 Keep office presentable
 Check office inventory and replace when necessary

5. BOOKKEEPER:

 Payroll
 Accounts Payable
 Accounts Receivable
 General ledger
 Government reports
 Current records
 Late payment statements
 Job cost evaluations

6. SUPERINTENDENT:

 Organizes, coordinates and supervises the work of the Foreman, Sub and employees on construction projects
 Interviews, hires and trains employees
 Determines work priorities and coordinates work activities
 Coordinates new construction and major remodeling
 Schedules meetings and reviews project documents as necessary
 Collaborates with administrators on supervision of all work
 Keeps cost records on work performed and materials
 Responsible for control of costs in materials and wages
 Schedules jobs and operations
 Controls construction progress in order to complete within time limits
 Estimates materials needed including manpower
 Inspects day to day construction work to enforce conformity to specifications
 Promotes job site safety and rectifies job site hazards immediately
 Maintains an organized job site, including the construction office
 Other related duties as assigned

For more information on this topic, get a copy of Mike Holt's Business Management Skills textbook or Ultimate Business and Success video library.

Subscribe

Post a Comment

Unsubscribe

View Comments

Stay Connected: