Effective ReCrewtMint® and Retention Strategy - Systemization

Once you have good understanding of the Four Hour ReCrewtMint® Process you should be able to put it into effect in your organization.

There are few questions that would naturally pop into someone’s mind at this stage, some of which are important:
• How can you ensure that you or your recruitment managers are consistent with your recruitment?
• How can you be able to delegate to another person the operation of recruitment and at the same time maintaining the same standard?
• How can you recruit and remain unbiased towards your own prejudices?

The answer to all the above questioned is actually very simple in nature. Once you have developed a clear and thorough understanding by simply reading and following the information in every article in this series of articles you will be able to create a system.

“The Systems will set you Free.” That has always been my motto since my very first business involvement. The system will not just set you free it will also ensure some of the most valuable stuff in your business, they achieve the following:
• Accuracy of results
• Consistency in conducting the recruitment
• Protection against litigation or unwarranted discrimination cases

These are just some of the advantages that you could reap from having a defined and easy to follow recruitment system.

Let us begin first by answering the question: “What is a system?”

A System is a set of processes and instructions that aid in completing a task in a simple manner. They also allow the business to operate without the business owner giving you more choices.

Let me just run this by you now, if you are the only person who knows how to do something in your business today, then what will happen if you got ill and couldn’t fulfil your obligations? Think about that for a moment. Your answer would most likely be: “my business will suffer dramatically.”

Let’s examine a system a bit more. In the broader context of business some of the Rules of a system are:
• It will provide consistent value to your customers, employees, suppliers, and leaders, beyond what they expect.
• It will be operated by people with the lowest possible level of skill.
• It will stand out as a place of order.
• It will help you to best service your customers.

In the more specific context of recruitment you can use a system to:
• Create Position/Job Description
• Hold regular team meetings
• Develop a system for recognition, remuneration & performance
• Use behavior, personality, communication, analysis with all team members
• Create a recruitment process
• Develop an induction training program

Effective systems can save you and your team both time and money. The basic rule for systemization is “Systemize the Routine, Humanize the Exception.” Simply put, anything that can’t be systemized needs to be run by people. At all times look into putting a system in place rather than hiring more people. A system means that things are done consistently, regardless of which team member does them.

Remember…
Systems will run your business; People will run your systems, and you will lead those people…

There are four basic steps to systemization…
1. Document how it gets done. Get currently doing the job to write down every step.
• This person then gets a new person to do the task with the written down steps and alter where needed.
2. Flowchart your processes. This will show you how it all fits together.
3. Measure against the performance of each person doing the task and compare the result. Refine and retrain people in the modified system.
4. Allow the system to change and grow with use. Make sure to keep the system documentation current and up to date to meet any changes in the business.

Some very important questions that will help you figure out where to start with your systemization:
1. What am I doing regularly that I could delegate to another person at a lower cost?
2. Is there anything that I hate doing which could be done by another person at a lower coat?

Some final tips…
1. Make sure that when creating a system, follow this simple principle by asking yourself the question “could a 13 year old person follow the instructions and do it as intended?” In other words keep it simple! Don’t over complicate the system or people won’t follow them.
2. Use lots of learning aids such as photos, videos, audio, etc. This may be as simple as printing a computer screen or videoing someone doing the task at hand. This will make the system much easier to follow and train within.
3. Document your system in a “policies and procedures” or “operations” manual in an easy to access format. And make sure everyone knows where it is kept!

In the next part we will introduce to you the Four Hour ReCrewtMint Process which will surely make your life a whole lot easier. Part 3

With much love.
Joseph Warda
Active Business Coach
Train, Facilitate, and Grow!
joseph.warda@activebusinesscoach.com
www.activebusinesscoach.com
Active Business Coach
+61-4-1428 3098