Posts in Processes
Your Business and New Employees: How to Adjust Your Processes

The ultimate benefit of processes is that they are adaptable. They are living organisms that can be modified as the company grows or changes. Because a structure with preexisting processes is already in place, it is easier to adjust, add, or remove responsibilities as the team grows and evolves.

When a new person joins your company, the current processes can provide the foundation from which you and the team can see what work is being done now and how it can be modified. From there, it is easy to reduce the workload for other members of the team, if necessary, and to assign new responsibilities.

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This is Our Monthly Accounting Close Process

One of the central processes in any business is the monthly accounting close stage. Each month the financial books must be reviewed to ensure everything has been accounted for properly. If a specific process is not strictly followed, the consequences can be very painful for a company. There are always differences or accounts that need to be reconciled, and if strict vigilance is not maintained, the differences may slowly mount, and reconstructing prior transactions will be a lot more difficult. Recurrent accounting processes will also help you detect errors and when an action can be taken to correct any nascent issues. Taking care of the company’s numbers will ensure that all the hard work you have put in in other areas of the company will be accurately portrayed.

Over time, my company, Celaque, has developed a set of documents that we prepare on a monthly basis to ensure our accounting is always as flawless as possible.

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The Key Processes that Will Need a Three-Level of Review

Before any critical document goes out both internally and externally at our firm, it must be reviewed by three sets of eyes. We have found that having different team members looking at the final product ensures that any errors are found. What one person doesn’t see, the next person probably will.

Three levels of review might sound like a lot, but all that it means is that the first person generates the document, the second performs a detailed review, and the third does a final overall check to ensure that everything makes sense. Having three separate points of view on critical documents guarantees that they will get different perspectives and be more accurate.

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Business Processes and How to Maintain Them

The one downside to working with processes is that they require maintenance. People move on to different roles or companies, the way the work is done changes and regulations are modified: variation is a constant in business. For processes to remain relevant, a business must plan and prepare for change.

I am reminded of this fact more than ever. We are currently doing an overhaul of all our processes to reorganize them by department and function. As we reclassify the processes, we are also questioning the overall design by department and improving each task. Because we are reprogramming everything for the entire company, it has transitioned into a major project.

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