Small Team Problems:

SPOF

A lot of companies are happy to work with a small team (3-5 people). They often get the work done, are well dialed in, and work together without too many disturbances. Yet, having a small team exposes the company to single points of failure (SPOF) and significant reliance on an individual.

From a business point of view, there are many things wrong with that. A single person could cause your company to come to a screeching halt. On the personal side, there's often a very big downside too: stress. When an employee decides to leave, you are likely to lose not just a vital cog in your machine, but also knowledge and experience you'll never be able to replace.

Personal Downside

People often think that when somebody 'carries' the team or is singularly responsible for an important task that they are in a luxury position where they can do as they please and earn as they please. However, the reality is that these individuals are likely to be under immense stress. They have a large responsibility towards the company and the other members on the team. Failing is not an option if they want to keep morale high and business going as it is. At some point, sooner or later, these individuals might be hit with burnout or worse.

Why You Should Have a Scalable Team

There are plenty of reasons why you don't necessarily want a small team. Large teams (+20 people) are not perfect either, as they often have similar issues or can't think outside of the box without getting fired.

The most important reason you want any team of any size to be scalable is to grow and shrink said team when you have to. If you're already struggling with hiring new people because of the complexity of the job, that's a red flag right there. This is usually down to knowledge being in one person's head, instead of in a well-documented process.

Scaling a team is all about getting the basics right so that you can hire new people when the time is right. By doing so, you will reduce overhead costs, let go of inefficient work, and have widespread knowledge so that (sometimes literally) anyone can do the job.

How to Start on the Operational Side

Fix Processes

The first step is to analyze your current processes. Once you've nailed down how you're doing a task, you can start optimizing and documenting it.

• Talk to your team: Ask them what they're struggling with and what problems they recurrently run into. These kinds of limitations and/or problems are likely costing you money and could make job adoption harder for newcomers.
• Start fixing problems: Once you know what hurdles your team is facing on a daily basis, it's your job to start clearing the path for them. Build solutions with your team where you can or even hire external consultants to fix problems you don't have the answers to.

Utilize Technology and Automation

Leverage technology to streamline workflows and reduce manual tasks. Implement project management tools, automation software, and communication platforms to enhance collaboration and efficiency. This not only helps in scaling but also ensures that new team members can quickly adapt to the existing processes.

Build a Knowledge Center

Document, document, document: The more you have documented, the easier it becomes to transfer work from one person to another. This could range anywhere from project briefings to simple touch points with customers. At any given time, work should be transferable to other employees. In order to determine how, ask an employee what exactly they would need in order to take over a project or task from someone else.

• Learn from experience: Keep building and fine-tuning your processes and documentation. Your company will evolve, so make sure everything you do and write evolves with it.

How to Start on the Employee Side

Assess Your Current Team Structure

Start by evaluating your current team structure. Understand the strengths and weaknesses of each team member and how they contribute to your business processes. Identify any gaps in skills or roles that need to be filled to enhance productivity and efficiency.

Develop a Strategic Hiring Plan

Create a strategic hiring plan that aligns with your long-term business goals. Determine which roles are critical to your growth and prioritize hiring for these positions.

• What are the immediate needs of the business?
• Which roles will be essential in the future?
• How can you find candidates who fit your company culture?

Foster a Culture of Continuous Improvement

Encourage a culture where continuous improvement is valued. This can be achieved through regular feedback sessions, performance reviews, and professional development opportunities. When team members are committed to improving their skills and processes, the entire team benefits.

Implement a Scalable Onboarding Process

Develop a comprehensive onboarding process that can be easily scaled as your team grows. This should include:

• Detailed training materials
• Clear expectations and goals
• Regular check-ins during the onboarding period

By having a robust onboarding process, new hires can quickly become productive members of the team.

Promote Knowledge Sharing

Encourage knowledge sharing among team members to ensure that critical information is not siloed. This can be done through:

• Regular team meetings
• Collaborative projects
• Shared documentation

By promoting a culture of knowledge sharing, you can minimize the impact of losing key employees and ensure that the team can continue to function smoothly.

Monitor and Adjust

Scaling a team is an ongoing process that requires regular monitoring and adjustments. Keep track of key performance indicators (KPIs) and gather feedback from your team to identify areas for improvement. Be prepared to make changes to your strategy as needed to ensure that your team remains efficient and productive.

Conclusion

Scaling a team is a complex but essential aspect of business growth. By analyzing your current processes, talking to your team, fixing problems, and documenting everything, you can build a scalable team that is capable of adapting to the changing needs of your business. Implementing strategic hiring plans, fostering a culture of continuous improvement, utilizing technology, and promoting knowledge sharing are all critical steps in this journey. Remember, the goal is not just to grow your team but to create a dynamic and resilient workforce that can drive your business forward.

Photo by Kenny Eliason on Unsplash