Guest Author - Sharlene Thomas

Hierarchy Charts can be very effective tools in time management, helping employees understand the interaction of their collaborative work within your business. Placed in a prominent position, employees have a visual reminder of the importance of their position.

A chart is needed for each department and satellite office. In the small office, obviously, this chart will be limited by the number of employees. The Chart not only establishes the need for choosing the right employees, but, it will immediately expose any missing steps/employees in achieving your final product. The larger the staff, the more important it is that employees are aware of what part they play in helping to build a successful business.

The entrepreneur should understand the difference between collaborative and non-collaborative work within the organization. Each station should list expected work to be done within that position. While employees should have some freedom to create their own processes for completing non-collaborative work, this work should not be kept off the cross-checking form. All work needs to be monitored closely so that the workday goes smoothly.

Employees within each department would complete cross-checking forms that are turned over to their immediate supervisor. This ensures that work in that department is completed before passing it on to the next level. Obviously, the supervisor would have his or her own cross-checking form to complete.

Bear in mind that workstation setups can drastically affect how work gets accomplished. If possible, they should be set up in a 1-2-3 flow of movement. Placing an employee involved in Step 3 of the process in an office that is far removed from the natural flow of work could create some serious problems.

A new employee might not know or remember that work has to go to that Step 3 person before handing it off to the Step 4 person. Without cross-checking forms, the Step 4 person might logically assume that Step 3 has been completed. This can easily create missed deadlines, forgotten records and, ultimately, loss of income.

What might appear inconsequential to you as an employee or business owner may, in fact, have serious repercussions down the line. Human beings are 'clique' people. There is a tendency to develop "tribal" feelings when employees are grouped in units of 2 and 3, and separated by a common meeting area.

Human beings have a natural tendency to avoid crossing over common meeting areas (entering 'their' side) in order to accomplish the day's duties. It’s easier to pile items up in an "out" basket than carry them over to the other side of a room. “Let them come get it,” and a sense of "that's not in our department," will begin to pervade each clique.

It isn't planned. No one seriously attempts to sabotage the business that supplies the pay check. It's just human nature. The smart entrepreneur recognizes this when setting up workstations and job functions so that there is a natural flow from start to finish of the tasks needed to run the business.

The visible Hierarchy Chart makes everyone accountable. It can change, however, during the formative years of the business, based on work progress and subtle department changes. Placing the actual names of personnel on the chart as opposed to titles will create a stronger sense of teamwork and accountability to each other, helping staff remember that it is people that makes the business successful not departments.

No one wants to be taken for granted. Putting employee names on Hierarchy Charts makes it more personal, validates everyone’s efforts, and creates a happier work environment. Happy employees stay on top of their jobs and that equates to more profits for your business.

If you haven’t seen your company’s Hierarchal Chart, why don’t you create one, today. If nothing else, it will help you find missing links in your productivity. Taking care of this problem will have a dramatic effect on your business, I can promise you that!