As a shop owner or manager, you have probably had situations where you felt like you needed to hire additional staff to solve a problem or replace someone that is already working for you because they are not meeting your expectations. As businesses try to grow in this ever-changing industry, shops are facing these decisions on a more frequent basis. But before you hire additional staff or begin the process of making a staff change, take a step back and ask yourself, “Do I really have a staffing problem?”
Whether you are making the choice to replace someone or to increase the size of the staff, there is a cost associated with it. Not only do you have the cost of advertising, you have the time required to interview and coach a new employee on the way things are done in your shop. Making the right staffing decisions can save thousands of dollars.
The business has changed
We know that the needs of the business change frequently, and they need to if you want to remain competitive. But when I talk to shop owners, they often tell me they believe they need to get a new shop manager because the current one is not meeting their expectations. I try to find out two things. First, what are the expectations of the owner, and second, have those expectations been told to the current manager.
Here’s an example. The manager was hired to write estimates and manage the production in the shop. The owner is also expecting the manager to drive business to the door, increase the number of insurance programs they are on and grow the fleet business to increase sales. As the business goals changed, so did the job. If the owner hasn’t clearly set and communicated the new expectations, then it is very difficult to hold the manager, or any other employee, accountable for meeting them. You also need to consider what time is available to perform these tasks, and does the current staff member need additional training and coaching to be successful.
Don’t take this to mean you won’t have to make a change, but more as a reminder that the sharing of information such as expectations and goals makes for a better working environment, attainment of the business goals and improved employee retention. Is it better to have these critical discussions than not? The answer is most likely “Yes.”
We are hiring
Another common problem today is finding qualified staff to fill open positions. When a shop owner or manager tells me that they are going to hire a new employee, I immediately ask them “What are they going to do?” Many times I see a blank look on their face. I then try to have them think about what they are trying to accomplish by adding staff. Have they done a list of essential functions that the person hired will need to perform? If they haven’t done this, then it is likely that they will not hire a person with the right set of skills for the position.
For example, if the shop is looking for a technician, before posting ads or interviewing potential candidates, look at what the tech is expected to do. Will the tech be doing structural repairs, bodywork or bumper replacements? This is critical to know, as the skills required are dramatically different for each of those repair operations.
Job analysis
As businesses grow or the environment changes, it is necessary to look at each job position. Job analysis is a process to identify and determine the duties and requirements for each position in the shop. An important concept of job analysis is that the analysis is conducted on the position, not the person. The purpose of job analysis is to establish and document the position for items such as:
- Job being performed
- Responsibilities and duties
- Work environment (e.g., hazards; attention; physical effort)
- Responsibilities (e.g., fiscal; supervisory)
- Tools and equipment used
- Education, experience, skill, and (where applicable) certification
- Physical demands
- Compensation
- Performance measurements
Job description
Once you have completed the job analysis, you can create the job description for each position. Job descriptions are an essential part of hiring and managing your employees. They are used to ensure your applicants and employees understand their roles and what they need to do to be held accountable. Job descriptions also:
- Help attract the right job candidates
- Describe the major areas of an employee’s job or position
- Serve as a major basis for outlining performance expectations, job training, job evaluation and career advancement
- Provide a reference point for compensation decisions and dealing with claims of unfair hiring practices
A job description should be practical, clear and accurate to effectively define your needs. Good job descriptions typically begin with a careful analysis of the important facts about a job such as:
- Individual tasks involved
- The methods used to complete the tasks
- The purpose and responsibilities of the job
- The relationship of the job to other jobs
- Qualifications needed for the job
Don’t be inflexible with your job description. Jobs are subject to change for personal or business growth or due to the introduction of new technologies. A flexible job description encourages employees to grow within their position and contribute over time to your business.
Job analysis worksheet
It is difficult to attract and retain quality staff today, and making the wrong decisions can be very expensive. To help you make the right staffing choices, we have developed a job analysis form. Try it free for a limited time by going to www.ationlinetraining.com/abrn1411.
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