Welcome to part 22 of the MetroSculpters Consulting Actionable Business Advice Series.
Last week we discussed the first three (3) of the twenty-nine aspects of an organization that require attention and organizing from management for an organization exists in actual fact, and thrive.
We clarified that knowing the standard technology or knowhow of the parts of the organization is key to creating and having of an expanding, productive, and prosperous business.
Today we address the next three of the twenty-nine parts of an organization.
1. Communication Center System
An organization must have a Communication Center System displayed conspicuously in a high-traffic space in the office.
The Communication Center will be displayed production statistics of the organization and the divisions. The statistics keep everyone informed as to the progress or otherwise being made by the organization and its key divisions.
Also, notices, general and specific information, etc., are displayed to enable employees to have the data and information they need.
2. The Basket System
The Basket System is a structured communication system that assists employees to receive, hold, and send out communications, particles, proposals, dispatches, instructions, etc. from, between, and among diverse posts in the organization.
The basket system has "IN", "PENDING", and "OUT" slots wherein are placed matters that are to be received, those that are being worked upon, and those that should go to other personnel.
This system has the capacity to save an organization a lot of time, manpower, and productivity, and assists to reduce nonproductive verbal communications among staff.
3. Dispatch Forms
The Dispatch Forms are forms developed and shared with all personnel to aid in auditable, tractable, and documented internal communications between and among every executive and staff.
Dispatch forms in order, or memo, ensure staff have clear instructions as to what to do, have a clear report line upon which to relay the reports of completed tasks, etc.
The dispatch forms help to eliminate verbal instructions and orders from senior managers to their subordinates, thus enabling higher productivity, harmony, and efficiency in the organization.
Concluding, it is vital to set up the Communication Center, Basket System, and Dispatch Forms to enable swift, auditable, productive, and harmonious communication in the organization.
Organizations that lack these are tended to issue arbitrary verbal, unreasonable, and misunderstood communications to their employees. The arbitrariness will cause the organization countless hours of valuable productive time and resources to be wasted, and management and staff frustration.
In addition, the lack of these systems will keep vital information about the forward drive of the organization from the generality of the staff. People would not know what the impact of their efforts is in the general progress of the organization.
To build and have a succeeding and sustainably resilient organization, it is vital that these three systems, taken along with the 1) organizing board or corporate structure, 2) personnel hat, and 3) communication lines (discussed last week), are created and instituted with efficient effectiveness.
Until next time, continue to strive to thrive!
Babatunde Odutola
MetroSculpters Consulting
(Pre-legal Documentation | Business Documentation | Joint Venture Advisory | PPP Advisory | Project Consulting | Corporate Structure Design & Implementation| Human Capital Enhancement Services | Revenue-Generation/Enhancement Services)