Boss Lady

How to craft job descriptions and manage documents

on


Modern companies are now getting creative with recruiting and hiring employees since times have changed with new statues, regulations, fringe benefits requirements, and simply worker’s want flexibility.  To stay current with the trend, but remain successful in business, business owners are turning to talent pools, contingent workforce solutions with the option to repeatedly hire “alumni  talent”, and remote personnel.  Alumni talent are talent who were previously recruited to work on a short-term project or long-term contracted role with an employer and are continuously called upon to be rehired for new opportunities.  The approach is genius if the employee’s interests remain the employee still wants flexible work options.  As a result, job descriptions call for tweaking and document management must be organized and efficient enough to accommodate for non-remote staff and remote, contingent, and talent pool retainers.

Job description templates

Small to medium-sized business owner’s are turning to SAP Fieldglass to customize job application templates to fit their business.  The application is in the cloud, works for a global workforce, has pre-filled job application templates for nearly every industry so owner’s do not have to write job descriptions, and includes local/country specific legal and currency information.  With SAP, firm’s Fieldglass and External Contingent Worker cloud platforms help companies complete contract lifecycles (bid on deals, exchange and sign contracts, submit invoices, calculate taxes, exchange currencies, receive compensation, etc.) and hire workers, globally, all in the cloud.  Cloud platforms are modern day solutions to stay organized with job templates and documents, both business and employee documents, which is important for talent pools, contingent, and remote worker’s.  For example, some human resources personnel who work in corporations subsidiary offices in various regions work remotely or telecommute, so documents need to be available to them when they are scheduled to work.

What small businesses need in a document management system “dms” & how to develop it

The filing system depends on the small businesses industry and needs.  For example, think about if the filing system will be utilized for workflow, managing content, or for collaborating with other internal or external constituents.  Internal being employees, including distanced employees or what industries nowadays term virtual teams.  Remote, work from home, freelance, and/or telecommute employees should also be considered.

Benefits of a document management system (dms) for small businesses

The benefit of a DMS is organization, a smooth workflow, seamless meetings that require reviewing documents, and competitive advantage, which is linked to organization.  For a DMS in the cloud, a remote employee or staff member who works in a brick-and-mortar office in Singapore can access documents during the work day to complete work while colleagues in the organizations offices in San Francisco are sleeping for the evening.

Special needs small businesses need… in a dms

The DMS depends on the company’s industry and needs.  Depending on the firm, box.com, OneDrive, and Microsoft Office SharePoint for general file creation and managing documents to decrease paper, like job descriptions, employee documents, and hiring contracts, are highly recommended.  Ultria is suggested if a company is managing contracts and their entire life-cycle, SAP Fieldglass if a company is managing employee/employment life-cycles (such as the entire recruitment/global sourcing, hiring contracts, on-boarding, online orientation, time-sheets, employee paycheck payments and tax calculations by country, digital security badges creation, and contracted employees off-boarding).  And Diligent for board meetings, to manage proxies, annual reports, larger documents that are hundreds of pages, to complete evaluations of board of directors in one platform, and to handle/store board meeting, committee, sub-committee, and board members contact and career information.  Diligent can also be utilized to store board diversity, corporate governance, and scheduling information, all in one platform.  The same rings true for any subsidiaries the organization has, which for advertising and marketing parent companies is hundreds of subsidiaries.

Qualities small businesses should look for in a dms

When shopping for a DMS, business owner’s should review the pricing structure, if the DMS is just for storing materials to decrease paper, or if other technological capabilities are involved, for instance, evaluations or assessment instruments, analytics, and industry specific features. To demonstrate, box.com Retail DMS includes payroll and inventory management workers at each store can use to manage inventory from Tablets/smart devices and box.com Healthcare has mobile e-signing and privacy features for HIPAA compliance for healthcare organization’s.  Firm’s can use OneDrive if they are a creative agency and SAP Fieldglass, Ultria, Box.com, and Diligent for work across boarders.

Three key tips and take-aways:

  • Stay updated with how times continue to change and make time to adjust your business functions and technology accordingly.
  • Consider how work gets done in your business to ensure you adjust to change properly and not haphazardly because of what works for another company.
  • Whenever modifying how you complete a task in your company, remember the task is linked to something else and that something else can have a cost, so plan ahead and appropriately. To exemplify, creating job descriptions, recruiting, and hiring are tasks, are linked to staying in compliance and adhering to regulations, and need to be placed in a DMS to remain organized.

These are just a few tips and take-aways that can help women to further their business goals to ensure continued success.

About Kyla L. Tennin

Kyla L. Tennin, DM(c)(Hons), MBA, BA is the President and Global CEO for the conglomerate Lady Mirage Global, founded the enterprise, works with Fortune 100 and 500 corporations, and has worked with the firm for 15 years. Kyla’s career background is in the financial services industry at 3 banks and 1 alternative lending financial institution, in front office at brick-and-mortar branches and in back office in operations, consumer banking, and business banking. Prior to financial services, she worked for well known retail, hospitality, food & beverage, health care, and health insurance companies, completing practitioner doctorate courses and a 485 page dissertation on executives in multinational and global corporations with honors. Companies she worked “for” in the past in various sectors prepared her for businesses she now works “with” as clients. Lastly, Kyla is the recipient of over 30 organizational awards with the majority of them from the financial services industry as a consistent top performer for sales, product knowledge, business development, customer service, and quality assurance. You can find Kyla on Instagram and Facebook.

Recommended for you

What Do You Think?

Your email address will not be published. Required fields are marked *