【#BusinessManagement】Mini-Sized
Firms, How
To Build Up Policies!20230122
All policies
implementation related articles are under this category：PolicyDesign Studio
Hi. This is Emily
from Taiwan, the author of
Whatsyouridea1996 blog.
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Different from all other policy implementation articles in
this blog describing policy design in points of view or angles of sizable companies
that having 500 employees, this sharing is talking about how a mini-sized company
could build up policies to manage its work environment, and, it also indicate
those business activities in an office,
and, it may not be applicable to stores
management purpose, for example, a breakfast store; it majorly because
there is less time for store clerks to view documents or written policies to
follow when they are working, more than that, it needs to spend time in series
of providing work training in order to make store clerks understanding more
about internal work policies and follow accordingly. Please send message to me
if you need some policy implementation suggestion for your store management.
Regarding 「company size」, how small is mini sized?! Eg.: just like clothes size, XS,
its definition differs from suppliers to suppliers, and the XS to A supplier
may be the S to B supplier. Hence, how do you define your company is mini
sized, small or medium or big?!
- Company
size definition=Mini: It
is advised to utilized [the number of
policy users] to define company size for policy design related
discussion, it is also the number of employee a company has; and, it is because
the [smaller] the company is, the [faster] and more [accuracy] the announced
policies will be spread and understood with no misunderstanding even it is
explained [orally]. All the policies related procedure, starting from
boss’s work instruction till it is done or designing, discussing and the
announcement, all will be completed immediately, right?!😊 Do you have other idea about this?!
In my point of view, a mini sized company, as described above, there are 20 or less employees working for it; however, if you would like to define the number as 5 or 30, there is nothing improper for your description but you need to adjust below sharing to fulfill your need of policies implementation in order to build up management rules more complete and helpful to the company. 😊
- The
company size may have impact on the necessity of standardizing the format of
policies or making it a written rule. Because, a company size may relate to its volume of business
transactions. For example: Receipt Note (or Customer Payment Note), usually, it
is the salesperson to do Accounts Receivables and Collections tracking with
customers and to fill up this form to inform the company, Finance and
Accounting Department, for its ensuring payment received and doing the
settlement per customer name; when the company’s volume of business
transactions are huge, it needs this kind of document most. 「Some says, we can predefine the billing number for auto
settlement purpose, once the customers pay the amount, the computer system is
able to the mapping and settlement by the number, and there won’t be manual
account reconciliation.」, this description
is true but it doesn’t mean salespersons’
work responsibility will disappear when it launch the company settlement system
work function. More than that, if we compare this situation between a
mini sized company and a company of more than 1,000 employees, we will find
that a mini sized company may not consider to use this receipt note for their management
because their business transactions are not many, their amount received and
accounts receivables may have less difficulties to do mapping for settlement
while the company which has more than 1,000 employees may take the 「receipt note」 as an indispensable document for accounting records settlement
work due to their volume of business
transactions are a lot.
- Some
key points of policy design for mini-sized companies: Completeness of Policy Design, Documents List and
Announcements or Meeting Minutes, Prepayment by Employees(Petty Cash) Rule, Work Rule, Do Employees Need to Follow Work
Instruction By Boss’s Relatives?.
(1)
Completeness of Policy Design: It is also advised to utilize Reference Resources to ensure the company has taken all
required elements into consideration when developing management policies or mechanism.
(2)
Documents List and Announcements or
Meeting Minutes for making understanding the management rule quickly:
This chart is just an example
Mini-sized companies could also refer to How to 【write/build】? while building up policies, it contains 11 items in its format for standardizing the
paragraph of contents; however, in my working experience with mini-sized
companies, in [role and responsibility]
and [level of authorization], it showed
these companies tended to define Accounting
Department to be responsible for the role of internal documents builder due to
their business size are smaller and not many work departments, it was also
because their work level are simplified, it centralized its own approvers role
to some specific managers, more than that, in some work environments, all need
to get GM approval before things are taking effect, and in this situation, work role and responsibility and
authorization are easily identified, however, the information is not misinterpreted or misunderstood easily,
thus, if it also utilizes above mentioned 11 elements, it will also reach its
own management effect but
seems not necessary and wasting time, some
mini-sized company hope could use a more simple and easier way to establish
management policies to enhance work efficiency of policies development but not
losing its controls, I would like to advise this kind of mini firm to
build up their own work documents
before policies design -
1stDocuments are the written
records and communication tool at work, hence, the companies are advised to
ensure the completeness of internal documents first, and make sure all the required forms are well
established, and, it can refer to the columns of above chart, defining
a list of documents with all actual template attached for
acknowledging employees and their work compliance accordingly.
2ndList of Announcement or Meeting Minutes, just like below
chart, the purpose is to make all the employees know all the management rules
in the environment they work for and its updated information:
(3)
To Include Prepayment
by Employees(Petty Cash) Rule in the List of Announcement: The companies may consider to remark
the rule in their internal 【petty cash request form】 or they can also utilize the announcement or meeting minutes for users’ work compliance. It is mentioned here because
this is one of the things that employees concern in the work environment, the
companies could also list the scope of expense claimable, approvers and payment
procedures and processing time for employees knowing the whole picture of the
works.
It is also a valuable information that some companies don’t allow prepayment by employees happen, they think this kind of situation is like
the company having a short-term and small amount of borrowing from employees
and it makes this company seems weird; thus, these companies prefer doing the prepayment to employees, pay advance,
then employees need to request the write off with expense documents after
actual disbursement..
(4)
Work Rule: Please click to view a template shared by the
Ministry Of Labor of Taiwan, it’s for reference need of companies established
in Taiwan.
Please also consider the template or
official rule of your country, especially its outline of contents, it reminds you of all the things need
to be considered and the completeness
of the rule your company needs to define; maybe, your company doesn’t need to
send it to get approval from the government, however, you have already taken
all the key points/requirements into consideration in your policies implementation.
(5)
Do Employees Need to Follow Work
Instruction By Boss’s Relatives?: This is interesting, though, it exists in
work environment in Taiwan. In some smaller business sized companies, there are
boss’s family or relatives who are not
listed in the work organization and either in the list of payroll visiting work office and
giving work orders to employees about things including but not limited to boss’s
family related affairs. Do employees need to follow these kinds of work orders?
I prefer to know the answer from bosses or hiring managers of this kind of
companies, and, there is no option, logic, reason or rule as the best answer to
this question. The only one thing I would like to advise is: Make the
decision clearly, and do not cause any doubt or concern of employees side;
in the companies, if there is other investors who are also involving in your
business management and think differently of the decision to above question, it
is the boss or decision makers to talk to this investor or hold discussions to
avoid anything political happen at work place. How would you like to describe about managers who put employees in dilemma
or need to choose a side?! Which answer you would like to select? bosses
have chosen one of them:
(1)
No management work capability.
(2)
Not fulfilling boss’s or investors’ expectation.
(3)
Treating the work as a game, competing who is stronger or
weaker.
(4)
What they expect the employees can learn from them?!
(5)
Other：_____.
By the way, there is a case: Indeed, above situation not only happens in
mini-sized companies but also in other kind of firms, and, similar to 「bring lunch box to boss’s child」 described in the first picture in this
post, people may hope could know the cause or impacts regarding policies
design, and, that is【Job Description】. No matter it is to bring the lunch box to boss’s children or acting as
a tutor to the kids, it may happen at employees’ work hours, in addition, the
frequency may become 【often】 from 【sometimes】, then, it becomes
a routine job finally. In my opinion, I would suggest the job
description or work introduction lists its related work detail:【concurrent boss’s personal assistant】 or similar description, transparently
describe all the things the employees need to do, the employees would know in
the beginning and won’t feel confused or need to make time or feel they need to
spend additional time to do things for boss’s personal life, otherwise, it will
become issues about 【overtime pay】 or 【work orders exceed the work scope defined
in employment contract】.
- What
to focus when implementing company policies: Please refer to
ð How to remember policy easily?
What’s your idea?!
Do I need to mention something but I forgot?! Please let me know. Thank you.
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