How to Build a Stronger Team with a Simple Staffing Structure

Having a simple and effective Staffing Structure is critical to operating a smooth, solid, well-oiled machine of a business.

In fact, your Staffing Structure is a ROOT of your business foundation.

So what are the signs of a weakened Staffing Structure?

Start here and see which of these scenarios sounds/feels familiar.

Do you have a staff that:

• can't take action without your oversight or approval (because details matter)
• lets things fall through the cracks (leaving you to clean up the mess with clients)
• performs inconsistently and has lots of down-time (while you run around hair on fire)
• makes lots of mistakes that you have to correct (even though you have no time)
• misses deadlines without any repercussions (because you just don't have energy for reprimands)

While strengthening your Staffing Structure does require effort, I'm going to walk you through 8 steps to:

• Create the simplest structure, determined by the main departments of the Company
• Define roles and responsibilities for each position
• Make all Staffing decisions based on this Structure and your Core Values

Let's get to work...

Step 1: Create Your Structure

• Look forward, detaching yourself from the present, and look at the Company from an outsider’s perspective.
• Identify the Company’s main departments. (simplify & combine departments, if applicable; for ex: Finance/HR)
• Organize your Structure as a flow-chart (use AI or search Google to find examples)

examples of common departments within a company:

• Sales/Client Services
• Marketing/Media Management
• Operations/Production/Fulfillment
• Finance/Bookkeeping/Accounting/Payroll/HR
• IT/Research & Development

Step 2: Build on Your Structure

• Build out each department, adding and customizing with boxes that represent the role/spositions required to operate each department.
• When structure is complete, add/adjust Job Titles for each role/position (not the people currently in the position).

examples of common job titles:

• Director of Sales/ VP of Sales/Sales Manager
• Sales Assistant/ Sales & Marketing Assistant
• Director of Client Services/ Client Services Lead/ Client Services Assistant
• Director of Operations/VP of Operations/ Operations Manager
• Lead Designer/ Design Lead/ Design Assistant/ Assistant Designer
• Beautification Assistant (aka: Janitorial Staff)

Step 3: Add High-Level Responsibilities

• Define 3-5 high level responsibilities for each position- what MUST the person in this role do in order to excel as a worker and help the Company run like a well-oiled machine.
• Keep it broad and simple- you can expand on each high level responsibility on the job descriptions.

examples of common high-level responsibilities:

• LMA for the Leaders: Lead, Manage and hold Accountable
• Client Management: scheduling, booking, confirming, responding
• Design Management: meeting, designing, presenting, creating, selecting, ordering, tracking
• Fulfillment: scheduling, installing, styling, hanging, supervising
• Office Management: planning, tracking, meeting, supporting,
• Finance Management: contracts, invoicing, billing, paying

Step 4: Don't Forget the Top

• Consider additional positions at the top of your Structure, such as:
• CEO/President: leads the Company with clarity and a sense of conviction, overseeing the leads of all major functions to ensure alignment with the vision/values and achieve strategic growth.
• Creative Director: owns the brand’s visual and creative identity, guiding the aesthetic, storytelling and innovation across all client experiences, product development and campaigns.
• Integrator and Visionary (this is a BIG part of the book Traction by Gino Wickman)
  • Integrator: harmoniously integrates the major departments of the Company, runs the day-to-day operations, holds everyone accountable to owning their positions AND manages issue-solving
  • Visionary: the BIG, creative thinker who has a gift for seeing possibilities, builds relationships and preserves the Company culture.
• Add a box for whichever title and position fits your Company Structure

Step 5: Fill The Seats

• Select who, currently employed by the Company, belongs in each position.
• Add those people to the positions (each box on your Structure).
  • it's okay to have multiple people in multiple roles/positions, however that's usually a sign that it's time to hire
• Cross-check effectiveness for each person in each seat by considering:
  • Is this person's performance in alignment with our Company Core Values?
  • Does this person Get it, Want it and have the Capacity to do the job? (a GREAT tool called the GWC tool that is part of Gino Wickman's book Traction)
• Empty positions? Make a plan to hire.

This is time to face hard truths. If you encounter any issues here, start an Issues List. (Also a Traction thing)

Step 6: Write/Update Job Descriptions and Share

• Once you have the positions filled on your Staffing Structure, create a detailed job description for each position.
• Conduct 1 on 1 meetings with each person to review the updated job description and expectations.
• Take time to explain how owning their position will have a positive impact on the overall operations of the Company.

Step 7: Hold Your Team Accountable

• Review performance regularly and honestly (weekly meetings, quarterly meetings, yearly reviews).
• Use language intentionally related to their job description and your Company Core Values to give praise and recognition to reinforce effective behaviors in alignment.
• Give honest and constructive feedback to address non-effective behaviors that are out of alignment or sub-parr in comparison with responsibilities outlined on job description.

If you encounter any issues here, add to your Issues List.

Step 8: Solve Issues

• When discussing Staff-related Issues, consistently practice identifying the root and creating solutions.
• Being really good at identifying Issues and creating solutions means you spend less time managing people and more time trusting your people to own their positions.
• That means you can focus on streamlining your processes and grow on solid ground.

issue solving ideas:

• Regular Team Trainings
• Team Bonding Events
• Professional Development Support
• Move to New Position (re-structuring or transferring)
• PIP (performance improvement plan) and 3 Strikes Policy

There you have it!

Whether you're starting from scratch or simply want to refine your current Staffing Structure, complete each step thoroughly before moving on to the next.

And take your time- this is foundational work. When done intentionally, it'll weather any storm that hits your business.

Trust me, my event-based company survived a global pandemic, and I have strong ROOTS to thank for that!.

And if all that feels like too much, you know where to find me. Always here to help!