ENSURING business continuity and efficiency requires proactive planning to minimise disruptions.
One of the biggest challenges businesses face is the sudden loss of key staff, or gaps in knowledge within their teams.
When an employee leaves, they take valuable skills and experience with them, which can lead to inefficiencies and operational setbacks.
To mitigate this risk, businesses should implement strong processes, cross-train employees, and maintain clear documentation to improve efficiency and reduce reliance on any single individual.
Having well-documented procedures helps keep operations running smoothly, regardless of staff changes.
A structured process manual with step-by-step guides, checklists and templates provides employees with clear instructions, making training more efficient and reducing errors.
Regularly reviewing and updating of these procedures ensures they remain relevant as the business evolves.
Cross-training employees is another effective way to minimise risk.
Many businesses are shifting away from traditional job structures, where one person is responsible for an entire role, and instead breaking tasks into specialised functions.
For example, in property management, some agencies now have dedicated inspection managers, maintenance managers, and contract managers rather than relying on a single person to handle everything.
This approach increases efficiency, allows employees to develop specialised skills, and makes onboarding new staff easier.
It also provides opportunities for employees to explore different roles within a company, grow their skill sets, and create entry-level job pathways that offer a stepping stone into the industry.
Video training has become an increasingly popular tool for improving workplace learning and consistency.
While commonly used for remote teams, it is just as effective in a physical work environment.
Recording key tasks such as preparing key documents, scheduling, or handling customer inquiries, allows employees to revisit instructions, reducing the time spent on repetitive training sessions.
Having a library of training videos in an accessible location ensures that knowledge remains within the business, even when key staff members leave.
Regular check-ins with employees are also crucial for strengthening workplace efficiency and knowledge sharing.
Employees often have valuable insights into how processes can be improved, where inefficiencies exist, and what challenges they face in their roles.
These check-ins also help reinforce training, provide opportunities for upskilling, and create a more engaged workforce.
By Suzie Tafolo President Redlands Coast Chamber of Commerce
