Lately I have been focusing a lot of my energy on developing the policies for the company.
I have been using Google Drive as the center of the entire handbook. Rather than creating a paper handbook for the company, it is all in the cloud. Each process has its own google drive spreadsheet, with links off of this spreadsheet to the policy. For example:
Right now I am working on the hiring process spreadsheet. What I am working on is pasted below:
| Task | Employee to complete task | Employee to oversee task is completed |
| Before any employees are offered the job: | ||
| Resume Screening* | Office Manager | Justin |
| RI Background check* | Office Manager | Justin |
| Phone Interview Screening* | Office Manager | Justin |
| In Person Interview Screening* | Office Manager | Justin |
| Field Screening (test out in field) | Field Manager | Justin |
| After the employee is offered the job, required for all positions: | ||
| Employee information saved in contact list | Position Applying | Office Manager |
| Create new SA user and assign to appropriate crew* | Office Manager | Justin |
| Obtain w4 from employee* | Position Applying | Office Manager |
| Obtain direct deposit information* | Position Applying | Office Manager |
| Copy of driver’s license & social security card* | Position Applying | Office Manager |
| Signed and initialed employee agreement* | Position Applying | Office Manager |
| Completed applicant questionaire* | Position Applying | Office Manager |
| Signed Job Responsibilities list | Position Applying | Office Manager |
| Federal background check* | Position Applying | Office Manager |
| Office Manager orientation* | Position Applying | Office Manager |
| Email payroll company with w4, rate of pay, and direct deposit info | Office Manager | Justin |
| Provide 3 company shirts* | Field Manager | Office Manager |
| Employee file created in Google Drive* | Office Manager | Justin |
| Required for Crew Foreman & Mechanic | ||
| Signed Equipment List | Position Applying | Office Manager |
| Provide company tablet | Office Manager | Justin |
| Required for Crew Foreman, Mechanic, Field Manager, Office Manager, and Bookkeeper positions: | ||
| Set up ringcentral extension | Position Applying | Office Manager |
| Order business cards for employee | Position Applying | Office Manager |
| Order Credit Card/Debit Card for Employee | Position Applying | Office Manager |
| 2-3 paragraph bio for website | Position Applying | Office Manager |
| SA 1 hour walkthrough training* | Position Applying | Office Manager |
| Required for Crew Foreman: | ||
| Copy of Crew Foreman Handbook provided to employee | Office Manager | Justin |
| Annual trailer safety inspection | Crew Foreman | Office Manager |
| Required for Crew Foreman & Field Manager Positions: | ||
| Copy of health card or verification of doctors appointment* | Position Applying | Office Manager |
| Motor Vehicle Report* | Position Applying | Office Manager |
| Mechanic orientation | Position Applying | Office Manager |
| Required for Field Manager, Bookkeeper, & Office Manager Positions: | ||
| Provide Company Laptop | Office Manager | Justin |
| Required for Office Manager and Bookkeeper positions: | ||
| Provide PO box key | Office Manager | Justin |
| Required for Field Manager Position: | ||
| Provide assigned vehicle key | Mechanic | Office Manager |
| Required for Office Manager: | ||
| Set up google voice text message forwarding | Office Manager | Justin |
| Provide bank night drop key | Office Manager | Justin |
| *Must be processed prior to employee’s first day of work |
Basically, this is our hiring process as a checklist for what needs to get done for each employee we hire. Off of this checklist, we have links, for more detailed information on how to accomplish the listed task.
Pretty clever I thought- we will see how it works in practice.
