Category Archives: Change management

Warehouse Protocols

Posted on by

Your company is running fine then one day someone gets hurt or makes a complaint and it all goes downhill,  fast.  Allegations  are fired at you stating that you did not provide adequate training, that there were no systems in place, etc, etc.   But you were doing what you thought was right, you did not do anything wrong – in today’s world that will not cut it. What you think (or don’t think) can get you in trouble.

This particular flash is about warehousing although it can apply to every area of your business. You need to draft some protocols, some instructions, an explanation of who does what and when they should do it.

I call them guidelines, but they can be called anything for example work instructions or procedures,  as long as you make sure they are used and understood by everyone.  In this scenario I am referring to the warehouse, but it can apply to any part of your business.

So you are storing and distributing products from your own warehouse – have you documented what happens and who does it and more importantly who does what when it goes wrong?  Your document should include sections such as Responsibilities, Hazard Identification, Risk assessment, Risk Control, etc. These, along with a number of other item are important in running a safe and efficient business.  Yes it is not just about safety, it also includes efficiency and effectiveness.  In simplistic terms efficiency = dollars and effectiveness = goals.

When you have a document that covers such things then you can start moving forward, defining where you are and what needs to change, plus it is a way of ensuring that everyone knows what should happen, when it should happen and who to turn to when it doesn’t. Then build in review cycles, these should include those ‘on the line’ as they will know far more than you what is and is not happening. Use this knowledge, it is free and possibly (probably?) have positive repercussions for your company.

And as always, if you need help, I am only a call (or email) away.

Team Meetings 101

Posted on by

The comments are often the same – why do we have “Team” meetings, they drag on for so long, we just sit there and get talked at, we don’t get anything out of it, I have more important things…”

There are TWO primary reason for holding regular team meetings. The first so you  can update your staff with information you have and secondly so the staff can contribute information they have.  Sounds easy but it is often hard to manage.  The easiest way of managing any sized team meeting is to have an agenda.

  1. Have a start and end time for your meetings: Do not accept people coming in late, it is disrespectful to EVERYONE that is on time.  That said it is essential that the convener is there on time and prepared – no excuses.
  2. Keep everyone’s focus on the points under discussion: Do not allow side conversations, these disrupt the meeting and cause it to drag on. No mobile phones or turn off.  Do not allow people to do other work they perceive as urgent – they are either focused on the meeting or they do not come.
  3. Go through the list of subject prompts: allow everyone to have a say, but do not allow long discussions or let one point of view dominate or cajole others. Sample prompts: People, Processes, Products, Progress, etc – there are eight altogether.
  4. If there is a subject matter worthy of an extended conversation – have a separate meeting, ask everyone concerned to bring along relevant information ie be prepared with facts.
  5. If tasks are allocated: set an update/finish time and note it down.  Followup at the next meeting, if the job is finished then everyone is aware that things are getting done, if it is past its finish date then it is about how to get the job done, (Although performance issues are NOT handled here)
  6. Design a form that is continuous eg: word document that you can keep current, while saving snapshots after each meeting.
  7. Ensure the meeting stays focused on tasks and does not become a gossip or complaining session.

Meetings conducted properly will be short, effective and generate trust in the manager.  It will show the manager is Listening, Learning about staff ideas/issues  thus, staff should be more willing to follow their Lead .

I have a template available in MS-Word.