Handing over the reins

YOU'RE just filling in a new position that has been vacated by a senior associate. You're thrilled but also apprehensive at the move. But even before you can get started, you've been unceremoniously dumped with an unfinished pile of work from your predecessor.

The legacy seems overwhelming and you are at your wit's end to trying to make some sense of it. But you carry on bravely, blundering your way through it. At the end you've learnt a valuable lesson. Never rush in where angels fear to tread, no matter how exciting it might look, especially if it is burdened with the unfinished tasks of a predecessor; unless you examine the nitty-gritties of the job.

Here are a few foolproof rules to which to adhere when you are taking over an unfamiliar business process:

Put it in black and white. Insist on having a copy of the process or workflow document. If there isn't one, request your predecessor to make one. If there is no predecessor to be traced or no documentation of the workflow method, or if it's a greenfield project, start by preparing one yourself. Refer to workflow methodologies of other projects that are similar or compile a document of your experiential learning. The document should always be accessible to all those who matter to the project.

Keep the network running. Prepare a list of resources (people and tools) that can be tapped when you're at an impasse. The list should have relevant details about the resources (tools- how to use, people - phone numbers, email ids etc).

Have a contingency substitute. No matter how skilled you are at your job, it's always wiser (and easier) to have another person aware and responsible for the process in your absence.

Do a test run of the process. This will provide you the opportunity to tighten the process flow.

Avoid last minute rushes. These are really bad for your health! And can ruin the final product.

Get to know the end users of the product. If you've taken over from a senior in a sales process, you need to get to know your customers well. Get the customer list from your ex-colleague and spend time building rapport with your customers before you actually make a sales call.

Have periodic process reviews and updates to master the workflow.

When its time for you to move on to a newer post, ensure that you pass on the process document to the inheritor of your mantle.

SAMYUKTA KODA

samyukta.hyd@cnkonline.com