Last year’s challenge was to figure out how to work from home. At first, I found that several tasks were still easier to do at the office. Then, slowly, more and more tasks were easier to do at home.
However, this can create a big procedure hole in offices. Many office tasks are not documented. For those that are, the procedures most likely have not been changed or augmented in include the working-from-home model.
An unscientific and haphazard survey of my neighbors and other sports parents has led me to believe that many companies now have employees permanently working from home or are back to the office full-time. There are a few in between, of course. A common theme is that we are all one new virus variant from full shutdown.
Before that happens, encourage your company to document:
Passwords - they must be private, but work is halted when no one can get to your programs
Who can sign the checks? When can you use a signature stamp?
Who covers the critical tasks when someone is not able to work?
Approving payroll, signing checks, banking
Answering questions, scheduling, communications
What software is used? How is it backed up? When does it renew?
How will mistakes be detected and fixed when the expert is not there?
How often are tasks performed? How long can you go without doing each task?
What is the records retention policy and procedure?
Electronic?Alphabetical? Numeric?
Regular shredding? How to dispose?
Is the office prepared for disasters other than the pandemic?
Dana Aycox, Controller
The Methodist Foundation
Photo by Martin May on Unsplash