Working with employees is not always an easy task, especially if there are many different duties and responsibilities to perform. There are some common responsibilities that most every employee has to do regardless of the job title.
The most important thing to remember is that everyone has the right to be respected and paid appropriately for their work. As a manager or supervisor you must work to maintain an environment where the staff can work productively while you do everything possible to keep them happy. Some of the duties that you will encounter will be as follows:
- Responsibilities Duties are what make up a business but these will vary depending on the size and structure of the business.
- The most basic responsibilities for any employee would be to do clerical duties.
- This could include answering phones, writing reports, greeting customers, and handling correspondence.
Here are some more duties that five principle members of leadership consider very important:
- Writing Responsibilities Most businesses have specific writing roles.
- Most often than not, these are not listed on the job descriptions because they do not contribute to the overall job description.
- Some of the duties that writers are responsible for include writing policies and procedures, writing technical manuals and procedures, and writing marketing material.
If your employees feel like they are writing more than necessary, ask them to consider rewriting some of the material that they are writing so it meets with the expectations of the company.
Considerations Always be sure that the writing roles that your employees are fulfilling in the job descriptions are exactly what they are expected to do and not what others wish for. This means that the job descriptions should be very clear about what is expected of them. This also applies to the descriptions of the duties that are not clearly stated in the job descriptions.
Types of Tasks Probably one of the most important things to remember when working with new employees is that each individual is likely to be better suited for a particular type of task than another person. For example, you might want to limit the responsibility that the new secretary has. This would mean that the secretary might be responsible for answering phones, filing paperwork, greeting visitors, maintaining equipment, and so on. If you have a large number of incoming calls, you could assign the job of calling the different people back to the receptionist. You could then move the secretary to the front desk and give her more responsibility there.
Types of Projects You should know the main job functions and specialties of all the people who are coming into your organization. Then, you need to know how you will organize your job according to the various skill sets and talents of the different people. One example of this is that the best executive secretaries know how to file and organize documents properly. However, an accountant might be well-suited for tasks such as preparing financial statements or preparing tax reports.
Directing Phone Calls You should also establish guidelines for assigning different duties and responsibilities. Some managers might find it easier to assign junior level assistants (junior assistants are generally responsible for making basic phone calls) to handle the volume of calls coming in and out of the office. On the other hand, you can designate a senior assistant (the equivalent of a director) to be in charge of organizing the different documents that go into making phone calls. You could then include these junior levels of assistants in formal or informal training courses so that they know the correct way of dealing with customers and addressing issues when they come up.
Additional Tips You can assign specific administrative procedures or tasks to certain members of your office staff. These could include tasks related to handling new employees, managing equipment and technology, and distributing office supplies. It is also important to make sure that you have designated an assistant to handle the tasks related to the filing and organizing of financial information or the making of tax reports. Another useful feature of using these two features together is that you would not need to train new employees about the various office supplies and processes because the assistant will be responsible for these tasks. Just keep in mind that these tasks would require a certain level of skill and competence on your part.