Possible Solutions for High Administrative Activities

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Exploring Motivation as a Possible Solution for High Administrative Activities

Modern businesses often struggle to develop a company culture that attracts the right talent and ensures that employees remain committed to the goals that are in place. But what happens when the individuals who are supposed to oversee the success of incentive programs are not keeping up with the demands placed on them? Employees can quickly become disenfranchised if they are not motivated like any other job. But what can be done to encourage the motivators and ensure that programs are working as intended?

The only way to ensure that employees work hard for a company is to ensure that they are motivated. Modern employees want to feel valued, and they need to understand why they are working hard and what they are working towards. Unfortunately, everyone could have a different thing that motivates them. Any employees involved in developing operational strategies to take the vision and values of sitewide work to the next level can increase engagement.

How Can Motivation Improve High Administrative Activities?

Sometimes the best motivation for an employee is simply saying thank you for the support they provide to an organization. However, while that is a good start, there is often much more to a successful motivation plan for high administrative activities. Remember, one incentive may not work for all team members – so creating a diverse program will be the best way to ensure that everyone feels valued and motivated to keep up with the organizational goals.

Staff assistance programs are often designed to provide needed assistance to all team members, regardless of their position. One effective way to achieve high levels of motivation is by developing a bonus system. While the goals may be adjusted to meet the unique needs of each department, this will create clear guidelines of what is expected and will motivate the teams of each individual department to strive to meet them to be rewarded. In many cases, financial benefits will be the most widely wanted among any workforce.

Recognition efforts are also among the first motivational factors that a company can implement. To ensure recognition is given whenever possible, it is crucial to define what behaviors are desired among the organization's leaders. When these behaviors are achieved, the team member that shows them should be recognized for those behaviors to encourage them to continue in the future. With these systems in place, it will be much easier to attract and retain employees who want to support the business's mission or goals.

Administrator business man financial inspector and secretary making report

Any motivational techniques used should be SMART: Sincere, Meaningful, Adaptable, Relevant, and Timely. This is an approach developed by Jim Brintnall, author of "What Makes a Good Reward?" By keeping these characteristics in mind, a business can quickly determine if its proposed motivational technique hits the mark or needs to go back to the drawing board. Once refined, you will have the necessary systems to continue to make a positive impact on high administrative activities and improve sitewide motivation into the future.

Exploring Risk Management Programs as a Possible Solution for High Administrative Activities

It’s no secret that manufacturing facilities are subject to far more risk than many other industries. Unfortunately, they still face many of the same problems from the administrative side. A poor administrative staff can quickly deteriorate motivation and employee engagement sitewide – making it incredibly important to ensure that any potential risks associated with high administrative activities are considered. But what can be done to ensure that risk management programs focus on these areas and not just production floors?

There is a common misconception that risks are only found among production workers because they are subjected to dangerous machinery and intense work environments for extended periods. While this is a distinct form of risk, it isn’t the only possible risk. For instance, missed paychecks or scheduling errors could quickly influence how team members feel or respond to the tasks lined out for them. For this reason, administrative activities should always be accounted for as a part of any risk management strategy.

How Can Risk Management Programs Improve High Administrative Activities?

Administrative activities span a range of functions, including budgeting, creating and implementing policies, developing contracts, personnel management, data entry, inventory management, and much more. With so many crucial aspects of a successful business in the back office, it’s often astonishing to learn how few companies include administrative staff in their risk management programs. As you might imagine, this can be a costly error that could ultimately creep into every single division within a business if something goes wrong.

Accountability should be a core value of any risk management plan. One of the primary goals of this approach is to ensure that fraud, abuse, waste, and mistakes are minimized or mitigated before creating a lasting impact on a facility, its partners, or its team members. Strategizing a risk management program that focuses on accountability will help establish internal safeguards that provide detailed performance assessments and quickly notify the appropriate teams if fraud or waste is suspected. To further increase the effectiveness of these programs, manufacturing facilities may also invest in audits and internal reviews to further improve risk management programs.

Employee doing admin tasks
Employee doing admin tasks

Administrative audits are often used to provide a complete review of an organization and its internal structures. The problem is that these audits are typically completed by the back office team and may not give a clear picture of what their office is accomplishing in conjunction with a risk management program. To counteract this potential threat, an organization can either invest in an audit from an external provider or create an interdepartmental oversight team. This ensures that a company can look at all the data together to see the risks that aren’t being accounted for.

At Certified Source, we work directly with employer clients to ensure that they have access to the top talent in their area. Our team can help pinpoint the strongest candidates available for your current vacancies and ensure they are ready to continually advance into new positions to grow their careers and avoid burnout. If you are interested in learning how performance-based staffing might improve your risk management programs, find your nearest location and reach out to one of our staffing professionals.

Exploring Setting, Tracking, and Monitoring Quality and Productivity Goals as a Possible Solution for High Administrative Activities

Although setting quality and productivity goals on a production floor is common, manufacturing facilities may miss out on the unique benefits these strategies provide for their back office. Taking the time to set, track, and monitor quality and productivity goals sitewide can help alleviate some of the everyday burdens of the industry.

Every successful business has a team working behind the scenes to streamline processes and cut costs whenever possible. High administrative activities are far more critical than most manufacturers realize when put into perspective. So why are they often overlooked? These teams are the backbone of any organization. Without them, manufacturing facilities would be filled with talented people with great ideas but no way to share them and generate real improvement.

How Can Quality and Productivity Goals Improve High Administrative Activities?

Without clearly defined goals and excellent communication, most administrative employees will be unsure of expectations. This is particularly true if they are not included in regular meetings that discuss the facility's current state and processes. If administrative teams are given goals and understand what is expected from them in their role, they will be more likely to deliver on them. Even better, they may begin to expand those goals to serve the needs of the organization better and can prioritize their tasks to meet them.

When setting SMART goals, it may be challenging to determine objectives that make sense. This is mainly a problem when there are a variety of projects handled by a specific department. No matter your unique goals for high administrative activities, it is vital to ensure that they are measurable, specific, time-limited, and, perhaps most importantly, realistic. Ideally, these SMART goals will help your administrative teams make the most of their time and ensure they are contributing to the overall goals outlined sitewide.

Any manufacturer struggling to determine goals and how they relate to their employees should review their mission statement. This often highlights many goals needed to give a great customer experience, limit accidents, reduce waste, and much more. If your proposed goals help you achieve your mission statement, you are likely on the right track. If they don't, it may be time to return to the drawing board to ensure they are relevant to your needs.

Emploee doing administrative task

If you are struggling to source talent that can help you achieve quality and productivity goals, the performance-based staffing team at Certified Source can help. We have spent years perfecting our processes to ensure that the regional manufacturers we work with have the support they need to thrive in Oklahoma. To learn more, we encourage you to find your nearest location and speak with one of our qualified team members for more information.

Exploring the Development of Quality Teams as a Possible Solution for High Administrative Activities

Suppose you were leading a team or an organization. Would you prefer to manage every detail or have systems in place that allow for delegation and independence of your employees? Most company leaders share that they like to have systems in place to spend most of their time on other needed tasks.

It is helpful not only to the leadership but also to employees to have systems and procedures in place so that the daily activities in a company can happen without hindrance. Those managers and leaders who feel burdened by the number of administrative duties they need to accomplish may not realize that the lack of quality teams could contribute to this overwhelm.

To start, what is a "quality team?" There can be a variety of interpretations of this term depending on each group's individual goals and setups. However, a quality team could broadly be considered a group of goal-focused individuals who use their complementary skills to collaborate, ultimately producing superior results.

Most of the time, these groups share a desire for performance excellence, have similar goals, are led well, exhibit intentional collaboration, have open communication, know the expectations of their roles, and maintain a strong sense of accountability. Developing quality teams is a great starting place for lessening high administrative activities.

Group of young business people working and communicating together in creative office

How Can the Development of Quality Teams Improve High Administrative Activities?

As the saying goes, "teamwork makes the dream work." While a bit cheesy, this statement has a lot of truth. If your organization or company has a goal, the only way to achieve that goal is if your employees are on the same page. A team that is structured well not only helps achieve this goal but also lessens the number of administrative duties assigned to the leader or manager of the team.

Administrators can develop quality teams by implementing several characteristics within their leadership approach. For example, leaders who participate in what they ask of their employees, make wise decisions, communicate well, and value diversity within their team usually have a strong sense of camaraderie. This can lead to mutual trust amongst the team and aid in conflict resolution. It is also crucial for managers to clearly define employees' roles and responsibilities while identifying the larger goals.

From this list, clear communication may be the most critical factor in establishing a high-performing team that can help lessen administrative duties. Simply put, when an administrator can delegate tasks and employees feel clear about what is expected of them, there is a smoothness and efficiency to tasks being completed. However, when communication and roles are muddled, it can lead to confusion. When this occurs, guess who has to pick up the missing pieces? That's right–the administrator. For this reason, it is extremely valuable to take the time and effort needed to establish a quality team from the start. The benefit will be tenfold when the going gets more challenging.

According to Glassdoor, the most common administrative tasks can be organized into the following categories: communication (such as emails, answering calls, and internal office discussions), scheduling (from client meetings to more significant events), onboarding, bookkeeping, organization, computer & technology, and some other duties such as social media or meeting room setup. Here is where a quality team comes into play. If specific roles expect to take on some of these duties, the team isn't left scrambling to find someone to fill the void. Depending on the organization, people may be explicitly hired into these roles. In other companies, some of these tasks may be assigned to individuals. Regardless, the administrators can focus on other tasks if a team has strong communication and clear expectations.

coworkers talking working together on computer project
coworkers talking working together on computer project

As you can see, one of the most efficient ways to lessen administrative activities is by establishing quality teams. Thankfully, Certified Source makes it easy for you to find quality candidates to fill your staffing needs. Our staffing experts can connect companies with area talent to fill needed vacancies. Our qualified employee candidates are given performance-based training and are guaranteed to efficiently and effectively serve your company to help you meet your goals.

Exploring the Enforcement of Attendable and Written Warning Policies as a Possible Solution for High Administrative Activities

Administrative expenses of an organization can include money spent that isn’t directly linked to specific work functions such as manufacturing, production, or selling goods or services. These costs add up quickly and take up time that administrators could use on other things. One way to lessen these administrative activities is by enforcing written warning policies.

Establishing and executing written warning policies can lessen high administrative activities. When employees are aware of company policies and the consequence of breaking these, the whole system runs more smoothly. It is unfair to expect an employee to adhere to expectations that are not clearly stated.

Woman hands typing on computer keyboar

How Can the Enforcement of Attendable and Written Warning Policies Eliminate High Administrative Activities?

When used well, written warnings can be a beneficial way to lessen high administrative activities. The purpose of written warnings is to help document behavior or performance problems that may arise with an employee. A verbal warning usually comes first, but written warnings are helpful for a documentation trail. Several factors should be considered when implementing written warnings.

First, be specific about the conduct that was an issue. This benefits the manager and the employee, so everyone knows what occurred. Next, it is critical to document the real reason a warning was issued, not one that has been sugar-coated. For example, sometimes a writeup may say that a “personality fit” was the issue when, in fact, the employee threatened someone. The employee and the person writing up the warning must understand the specificities of the problem.

It is also essential to ensure that the employee’s actions are connected to the company’s policies. Detail which policy was violated and in what way. The person writing the warning should also be able to describe the impact of the policy violation on the company, the customer, or other coworkers. Stick to the facts of what occurred in this instance, not a narrative of opinions or past actions. Also, refrain from stating any legal conclusions in the warning.

A union representative can be present when a written warning is delivered. In other instances, however, it is acceptable for the notification to be given directly to the employee.

Written warnings must be issued as promptly as possible after the incident. When too much time elapses between the event and the warning, the involved parties may not clearly remember what occurred. You should also ensure that the steps outlined in the warning can be followed through and executed promptly.  Finally, ensure that your warnings are consistent and that employees can provide a written response if desired.

Businessman sitting at office desk working on laptop computer
Businessman sitting at office desk working on laptop computer

When administrators are tasked with continual conversations surrounding employee warnings, it can be a giant vortex of time usage. Instead of spending time without a direct warning procedure, try implementing a specific protocol for written warnings. Not only does this allow the administrator to save time, but it also streamlines the process for employees.