How to Cut Expenses With Completed Staff Work
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Executives can get relaxed as the staff will prepare the details and do a particular project for them. In this occasion, we're going to talk about what a completed staff work is. How do you get your staff to take on the best responsibility? Why don't they think the way you do? Why don't they think the way an entrepreneur does? Wherever they don't take on responsibility, we get entangled in their jobs. Not to mention we end up doing their jobs for them. It's a matter of taking responsibility at work and increasing productivity. That’s why we're going to take a look at how we can make that happen. It's a very simple way and format. For more regarding responsibility and what staff do you need for that purpose you can watch the video “Responsible vs Serious”
Fromv all our consulting experience we see that even employees with twenty or thirty years of experience readily welcome this form. Ones who take on responsibility welcome it. But if it’s someone who is used to getting free rides on your back, that person will oppose this written form being introduced in your organization in every possible way.
So, it's called CSW, which stands for Completed Staff Work. It's a written message and it’s done on several occasions. There are five completed staff work steps:
1. Purchasing something
2. Requesting a leave
3. Changing an ongoing process
4. A new idea
5. Changing a rule, or proposing a new rule - which we call “policy” in this technology
So, what form is this all to assume? It has to be a certain type of message, a collection of information, complete enough so that you as the executive would only have to put down your signature on either approval or disapproval line. The rest must be done by the employee. They must prepare the data in such a way. They have to take on responsibility in the workplace, know how to cut business expenses, step forward, propose a solution, and state that this solution is correct. And then all that remains for you to do is just say agree or disagree – or, rather, say: "Approved" or "Disapproved." It’s quite cool and relaxing for the executives.
Example of Completed Staff Work
Let's look at the examples of such Completed Staff Work.
What is CSW definition? You can spell it out, "Completed Staff Work." Of course, you specify the people it’s To and From on it. We put down the date and here we write: "CSW". Of course, the author should indicate what this CSW is about. And this is called “Situation”.
For example, the person writes to us, "We need to buy fax paper. We normally buy it from Company ABC, however, I found out it costs cheaper in Company D.” After all, we need to know how to cut expenses. All right, the paper costs $15 with Company ABC. It costs $10 with Company D. That’s the Situation. And we buy this paper every week or monthly. It’s one of important 7 steps completed staff work, actually.
"Data" is the next section of this form. The author is supposed to provide all sorts of facts and proof of why we'd be better off buying this particular paper than that paper. Well, obviously it's the price, but they have to prove that its quality won't be inferior as ways to cut costs; they may state they did a full investigation process and found that to be th e best offer in the city. Company D has the best offer on fax paper. It has to be exhaustive information.
Next, they propose the “solution”, which is to buy paper from Company D, and they state that it's “OK”. They put down their signature here. You, the boss, only have to sign either on the "Approved" or the "Disapproved" line. You read through this message that states the “Situation” and why we have to take any action at all. The “Data” is specified, which is the proof; and this data doesn't have to be just a few lines, it can be some supporting documents attached, and then we have the “Solution”. Note once again that they take on personal responsibility at this point as one of 7 steps of completed staff work.
We did this as an exercise with employees of various companies. You know, you can see who’s who right away. Let’s say you have managers sitting before you - there was a very simple example: they were deciding on which office merchandise to buy. This was a purchasing manager job description for purchasing. That was a training drill but anyway, several CSWs like that were put together and we all voted on whether to approve or disapprove the Completed Staff Works. There were managers there who took pride in that title, and they submitted such a practical economic analysis and training in their CSWs that no one had any doubt whether it should be approved. Everyone would give them a solid thumbs-up due to their ways to cut business expenses.
And that's about the way it should be when we as the boss have such papers come to us as a routine matter. And if we want something from our boss, we have to be so convincing in laying out the data, describing the situation, putting forth the data and the proposed solution so that there are no doubts left whether to approve it or not. For example, you prove that if we don't purchase this merchandise but just go on buying the old kind; our company is going to lose on it. And there’s a whole economic calculation here and easy ways to cut expenses. Of course, people who do this stand out right away. In our company, we can see those who do take on own responsibility; and they are our candidate pool for easy promotion. We’re going to move them up to the top.
Ways to Cut Business Expenses
Recently, a client told me they could simplify this form and, say, take off the word “Solution” and instead include, for example, some key data that a manager has to provide when the purchasing decision is being made. It could be to specify the volume, pricing, profitability, how to reduce business expenses, and so on. I replied to that, “You know, L. Ron Hubbard worked everything out nice and good. If they don’t write the word “Solution” and sign under it, here’s what is liable to happen: when everything is fine, then all is well. But what if they purchase something they shouldn’t have - that is, their solution works out to the detriment of the company?
“Well, you’re the one who signed it after I explained it all to you,” they’ll tell you either how to cut down costs or anything. – “But it was you who made the decision!” - They’ll explain to their boss. So, this employee can’t be held accountable for this anymore. He wasn’t the one to make the decision. “This is OK” wasn’t there, their signature wasn’t there. Then it becomes your responsibility at work. So, we don’t only mean responsibility when everything is going well. We mean responsibility when something isn’t going as good as we would like it to. These ways, our company can save money on various projects and how to increase staff responsibility at work.
The Completed Staff Work form is the way of you breaking free from the business treadmill and it’s one of the best solutions of how to reduce operating expenses. Think of a situation when your employees want to purchase something. Say, your financial planning is underway. There are lots of such messages coming in, with various expenses justified in them. Can you remember and know everything for everyone else? Can you be responsible for everyone at once and know all the nuances? They are the technical specialists available. They have a far better grasp of the situation on their own posts than you do. Let them take on this administrative responsibility, and that is the right way. It’s a lot easier to approve or disapprove with all the data before you. It’s better than call them and ask, “What did you mean by this?” If that’s the case, the CSW gets declined and marked, “Incomplete CSW.” If an employee really wants some payment to happen or wants some money, or if they want to push through a clever idea, they’ll have to do some painstaking work at the office on this document.
CSW and Purchasing Manager Job Description
Each retail purchasing manager job description should be done professionally. In a nutshell, Completed Staff Work is a management principle. It states that the staff takes the responsibility for submitting printed easy recommendations or solutions to superiors. They wait for the executives to provide either approval or disapproval. It results in two ways, after all. In Completed Staff Work, the staff also takes a responsibility for identifying the issues. The problem is the challenge to delegate the job to subordinates. Not all of them understand what we want. In some cases, they are really disappointing. The solution is to perform training for the subordinates. It’s one of the perfect tips, after all. It takes much time but it’s worth the waiting.
Overall, we often see some companies fail in their business because of their ineffective delegation and CSW and ways to cut expenses. Is it really important? It’s more than just an order for the staff to do some task for us. It’s the effort to make them understand what they really need to do. In the end, we are the one who makes the decision and increase the worker responsibility. For some of us, it will be a daunting task to find ways to reduce expenses. There are some steps to follow, actually. These include situation identification, collection of data; develop options, solutions, approval, implementation, and follow-up. Plus, they should suggest how to cut business costs. As the supervisor or executive, we need to decide whom we need to choose to delegate the job. Each staff has different capacity to perform a particular task, in fact. Not to mention we should have a proper communication with them. It’s imperative for a better output based on our expectation.
All right, flourish and prosper together with responsible employees. The amount of material is always on the rise, so stay with us and succeed together with Reality Business.
You may also like similar video “How to Create Practical Employee Manuals”.
Co-founder of ATManagement Group. Head consultant at management, more than 12 years experience. Co-author of unique program product 'Admin Solution of Management'.