The Importance of Thorough Job Documentation to Ensure Uninterrupted Business Functioning

We all have our own unique way of performing the work necessary to do our job: The way we prioritize, the way we execute, the way we follow through. We know with whom we need to communicate, when and how. We know when tasks are due, the systems necessary to complete them and where related information and equipment is kept. These are examples of just a few of the types of position-related knowledge a person possesses in order to fulfill the requirements of their particular job. They’re a combination of the perhaps hundreds of practical steps and best-practices we’ve learned that make the job go smoothly. We may not even be aware of the many bits of knowledge involved in executing one job within an organization - until the person who does it can no longer perform that job.

To ensure the uninterrupted functioning of a business, it’s vital to document these minute details of each position within a company so that, should the person currently carrying out these functions become unable to do so, they can be seamlessly picked up by someone else. No matter the reason for - or length of - an individual’s absence, without documentation, the person stepping in to pick up the slack will find it confusing and difficult indeed.

Here are some of the details, procedures and information it’s important to record in that documentation so that anyone can step into a position and take over the job with ease, confident that everything will continue to get done without interruption:

• What is this position’s job description? This is a general statement of the duties and responsibilities of the position that can be reviewed to familiarize someone with its purpose, required skill set, and related activities.
• Where do the functions of this position fall within the company hierarchy? Answer questions such as: In which department of the organization does this position lie? How does its operation contribute to the overall running of the company? To whom does this position report?
• What are the day-to-day functions of this position? Describe in detail the daily duties required to carry out this position. What needs to be done and when, task by task. Include a timeline/schedule to provide insight as to when deliverables are due, planning and turnaround time requirements and internal and external deadlines.
• Specifically, who are the personnel with whom the person in this position interacts/interfaces, both internally and externally? Describe for what purpose these people need to be reached and how.
• To what information must the person fulfilling this position have access? Who has this information and where is it located? What passwords are necessary and where are they stored?

Without the above-mentioned information, you can imagine how the absence of one member of your team could bring things to a screeching halt - or at the very least, slow, confound and confuse the business-as-usual flow. Take the time and effort to make certain every position in your business - from CEO to Receptionist and everyone in between - has a fully-fleshed-out description explaining the details involved with their execution in order to minimize disruption to the rhythm of business should someone experience an unexpected or lengthy absence from their position.

Are the details of every position in your organization documented so that someone could step in and perform the job properly with ease and confidence?