How to determine who does what in your business

Est. reading time: 4 min

• 🖥️ There should be a department for that

• ☕️ Tip: A better way to search Google files

• ❤️‍🔥 Free AI webinar, Google hacks, & Short-form video creator

• 🎙️ How you should really be using Google Calendar

🖥️ There should be a department for that

Oops. That awkward moment when someone on your team was supposed to do something they didn’t.

Why?

Because they thought it was someone else’s job!

Clear boundaries.

Clear responsibilities.

It’s the best way to make sure everyone is doing their part.

Now, if you’re a Solopreneur and don’t have any permanent (or semi-permanent) team members yet, it still benefits you to have clear separation of departments and duties.

Number 1, it’s going to help you when you do start to hire people. And number 2, it’s going to help you understand where you need to put most of your energy—those money-making tasks!

Let’s talk about the departments in your business. You can’t just lump everything together—or this is more likely the case—everyone kinda has their role… Justin handles social media and customer care, Susan does the techy stuff.

If you want to run a serious business, that’s not going to be good enough.

So here’s how to tackle it:

• Step #1: Identify key departments.

• Step #2: Assign the responsibilities of each department.

• Step #3: Assign department heads.

• Step #4: Identify additional responsible team members.

• Step #5: Assign critical systems to key team members.

Think about the key departments in your business. Most people will have similar ones but you might find that your business has slightly different departments. Here are a few examples:

• Sales: how leads are converted into customers/clients

• Marketing: lead generation, lead conversion for the business- how you get attention

• Operations: how your product is created/managed and delivered to your client

• Human Resources: personnel management

• Finance: money in and money out

• Leadership: strategic direction and leadership oof the business

In a nutshell, these are the main ones. You might have a customer care department, client liaison, etc. but you get the idea.

Next, you’ll determine what each department is responsible for. This is based on your client experience map for each product in your business. If you think about what steps a client goes through when they come through your virtual doors, it will be a lot easier to identify who does what in each department.

For example: If your customer finds you from an Instagram Ad, your Marketing department is responsible for that step in the process and every part of that process falls within that department. Ad copy and graphics, SEO, etc.

The department head is simply the person who will take ultimate responsibility for that part of the process. If you don’t have a big team, that one person might be the entire department. That’s totally fine! We just want to establish the departments and the roles so that everything is clear. If you have enough team members to fill out the department, you’ll assign roles and responsibilities within.

You’ll do this with every step of the process.

I know, this is why people tend to push this not-so-sexy part of business to the side. It’s a lot of legwork up front. BUT this is how great businesses succeed.

I break down the rest of this process in my upcoming e-course Business Autopilot (thanks to everyone who answered the poll, you all said this is exactly what you need!), and I can’t wait to bring it to you!

☕️ Tip: Add file and folder descriptions in Google Drive for better search

There have been times I’ve found myself searching for a file in Drive, just knowing that it was there, but I couldn’t quite come up with the term that would populate the title. With Google Drive, the most efficient way to find a specific file is the search function. For this reason, you’ll want to make it as easy as possible for Drive to find the file or folder you’re looking for.

Naming is one way to improve search accuracy, but a lesser-used tactic is to fill in file and folder descriptions. Add a description by clicking on the file or folder, clicking the “i” information button, and then scrolling down on the information tab to the description section.

Google’s search can find keywords in these descriptions, so it’s easy to locate the file or folder you need to access. Think about how future you would search to find that file, and load up the keywords!

❤️‍🔥 Free AI webinar, Google hacks, & Short-form video creator

1. Free webinar: The AI-Powered Service Provider. If you’ve been struggling with how to use AI properly in your service business, whether you’re worried about it being used to replace your work or if you’re concerned about the legality of using your client’s data in AI programs, check out this free webinar next Monday, March 18, 2pm EST with Menekse where she discusses all of that and more. How are you going to take advantage of this AI boom?

2. Free PDF: Top 40 Time-Saving Google Hacks You’ll Wish You’d Been Using All Along. Apparently, I’m on a kick today to help you learn how to use your Google Drive more efficiently. Some of these you might already know, and some might be completely new (I was today years old!), either way, check out this free download that just might help you do something a little faster from now on.

3. AppSumo deal: Minvo. I saw this on AppSumo this week and thought it might be useful. There is so much hype around short-form video (doesn’t look like it’s going anywhere) and if you are utilyzing it for your brand, Minvo might help your process. Cut your long-form videos into short clips (think Reels, TikToks, YouTube Shorts) that you can easily post to social media.

🎙️ How you should really be using Google Calendar

Speaking of Google… this was one of my favorite episodes about How You Should Really Be Using Google Calendar. Take a listen and let me know what you think.

Until next time,