Richard Thomas and Jan Finnie Office Efficiency Richard Thomas and Jan Finnie

Office Efficiency WHAT VALUE CAN A GOOD ADMINISTRATOR ADD TO AN ADVISER BUSINESS?   HOW DO A TOP ADMINISTRATOR AND ADVISER WORK TOGETHER? WHO DOES WHAT AND HOW IS THAT COMMUNICATED?

The Value of a good Administrator Simply put – My business would not function. I would not be effective I would not enjoy work I would not be in the business!

The Value of a good Administrator When should you employ? As soon as you can. Part-time or Full time? Who should you employ? The right person for the job! Does not need to be your spouse – unless……… (see the above point)

The Value of a good Administrator You don’t save money. If your spouse worked elsewhere, the cost would be neutral. If your spouse applied for the advertised role, would he/she get the job? Non-spouse administrators stick to the scheduled hours. Non-spouse administrators do as they are asked, in a timely manner. Non-spouse administrators do not go on holiday at the same time as the adviser. Non-spouse administrators will make tea and coffee. Non-spouse administrators don’t argue (they may roll their eyes but that is as animated as it gets!)

The Value of a good Administrator Must be someone with a positive/vibrant personality. Must be someone that enjoys going to work. Must be someone that you can trust. Must be someone that you like. Must be someone that has proven competence. Must be someone that believes in our industry. Must be someone that has or shows initiative. Must be someone intelligent.

Working together In a good working relationship – They have to “own” the role. They need to lead. They need to have processes to follow. You need to develop a mutual respect. If it is not working – you should change it! Always show your appreciation.

Working together Thank you is such a simple word. Don’t place unrealistic expectations. Keep them informed of what is happening – within your office, and within SHARE. Pay them well. Reward them (if deserved). Treat them as part of the team (not them and us). Give flexibility (if the job is done, does it really matter if they take some time out for personal appointments).

In my words, Jan…….. Loves coming to work (most of the time). Has a great relationship with – all in the office, and greater SHARE. our clients. supplier companies and can “get things done” Often working after hours – to get the job done. Is very capable in all tasks. Took ownership of the role on day one.

In Jan’s words…….. I love my job, and the work I do. I get a huge amount of personal satisfaction I work with great people We have a cheerful and positive office environment. I have a great boss, because he………..

In Jan’s words…….. Always shows his appreciation. Is understanding and tolerant of personal commitments – which can be many with two teenagers and a husband! Trusts and respects my role in his business. Allows me to get the job done with little supervision and direction. Treats me as his equal – no hierarchy. Always calm, cheerful and maintains perspective in all situations. Demonstrates a strong work ethic and personal values. Provides a safe and supportive work environment that offers me an opportunity to learn and grow.

Who does what…….. Jan’s jobs………. SHARE presentation folders. Statements of Advice. New Business follow-up and completion. Existing Business – updates and alterations. Claims management. Review Process

Who does what…….. Other………. Newsletter and annual calendar mail-outs; Manage Richard’s diary; Any other queries from clients not covered above; Commission; PAYE; Compliance requirements; Ordering stationery; Dealing with and sorting technology issues.

Who does what…….. Richard’s jobs………. Nothing left because Jan has done it all. See the people, see the people, see the people. Talk about problems, and solutions. Convince them to take action. Drink coffee. Pay Jan.

Communication? Regular, often and clear. Meetings to prioritise workload Emails, phone calls, texts. Expectations set early. Celebrate successes.

Office Efficiency Questions?