How to Perform Job Task Analysis in a Small Business 2.0

JOB TASK ANALYSIS 2.0
The Story of Emily Miller Small Business

Meet Emily Miller
Emily Miller is a:
• 55-year-old divorcée
• Mother of two adults sons
• Former educator
• Founder of 10-year-old non-profit
organization
© Copyright 2019. Alicia Butler Pierre. BehindTheFacadeBook.com

Her non-profit is doing well…

Emily recently appeared on a daytime TV
show and now…

Demand for her non-profits services have
skyrocketed!

THIS IS EXCITING NEWS, RIGHT?

WELL, YES…AND NO.

Emily found out that the board of her non-
profit is secretly planning to replace her!

The board doesn’t realize that Emily is
having trouble keeping up with the rise in
demand.

This is because Emily is very good at
keeping appearances. She’s put up a
façade that everything is under control.

The Board only knows that more clients
are starting to complain.

In a proactive move, Emily sought help
from her oldest son’s friend, Tim.
Tim is a non-profit consultant.

Tim reveals the root causes to Emily’s
problem.
CauseCause
Cause

Root Cause #1:
Supply and Demand are imbalanced.
PRICE
QUANTITY
DEMAND
SUPPLY
P1
D1>S1
D1S1
SHORTAGE

Root Cause #2:
She’s a victim of the
Peter Principle.

TRANSPARENCY
Root Cause #3:
No transparency in work performed.

Root Cause #4:
Equating her identity with the non-profit
=

So, what can she do about this?

Tim tells Emily that the solution lies
in building a business infrastructure

There’s a specific methodology he’s learned
for implementing business infrastructure.
KasennuTM

Specifically, they need to do a Business
Parts AnalysisTM (BPA)
KasennuTM

A Job Task Analysis is the…
systematic identification of the
fundamental elements of a job, and
examination of knowledge and skills
required for the job’s performance.
”
“

Similarly, a BPA…
Identifies what needs to be done

Identifies who should do the
work based on competency
and experience

Identifies who should do the
work based on competency
and experience
Serves as the foundation for
developing an organizational chart
and for identifying future processes

So, they set out to do a BPA…

First, they did a brainstorming exercise
OriginalillustrationbyMilenaVitorovic

• Distribute payroll checks
• Endorse all checks
• Maintain personnel files
• Maintain insurance policies
in insurance files
• Make proper journal entries
for leases of real estate
and equipment
• Prepare 1099 returns for
consultants at year-end
• Prepare and transmit the
payroll tax report, W2
forms and 1099 forms
• Prepare Form 990
Brainstorming helps them identify all
tasks to perform.
• Authorize and sign checks
• Establish budget for events
• Find and secure speakers
for events
• Recruit board members
• Participate in strategic
planning session for
financial forecasting
• Provide overall leadership
of organization
• Secure venues for all
events
• Update and secure master
list of all account
usernames and passwords
• Create, find additional
content for, and distribute
newsletter quarterly
• Design business cards
• Develop and update phone
scripts
• Maintain social media
accounts
• Find and provide content
for website
• Provide SEO for website
• Update content calendar
• Sell products online
• Write content for blog
• Maintain a current and
accurate log of all accounts
• Prepare the financial
budget
• Prepare and distribute
accurate minutes of all
meetings of the Board of
Directors
• Create a volunteer
handbook
• Manage and maintain
employee handbook
• Create and maintain an
Orientation guide for
volunteers
• Categorize receipts for
proper QuickBooks data
entry
• Check PayPal account
daily for new transactions
• Collect and track invoices
in QuickBooks
• Email invoices
• File stubs from paid
bills/invoices
• Make necessary and
approved changes to chart
of accounts
• Reconcile QuickBooks
against bank statements
• Review credit card
statements monthly
• Identify and communicate
issues with website
• Maintain organization and
integrity of electronic data
• Track inventory for each
event
• Schedule 1:1 sessions
• Use petty cash for small,
pre-approved expenses
• Seek donors
• Ensure proper check-in for
each event
• Troubleshoot network

Tim asked Emily to group like tasks into
columns. He warned that she not use more
than 9 groupings.
7 +/- 2

According to research by
famous cognitive
psychologist George A.
Miller, the average number of
objects a person can process
or hold in (or recall from)
working memory s 7 ± 2.
This is based on the Attention Intensity
Factor.

Emily grouped her tasks into 8
departments.
EXECUTIVE
MANAGEMENT
• Participate in strategic planning
session for financial forecasting
• Provide overall leadership of
organization
EVENTS &
PROGRAMS
• Find and secure speakers for
events
1 2
COMMUNICATION
3
HUMAN
RESOURCES
• Create a volunteer handbook
• Manage and maintain
employee handbook
• Create and maintain an
Orientation guide
MARKETING
• Develop and update phone
scripts
• Maintain social media accounts
• Find and provide content for
website
4
5
FINANCE
• Categorize receipts for proper
QuickBooks data entry
• Check PayPal account daily for
new transactions
• Collect and track invoices
6
OFFICE
ADMINISTRATION
• Attend and participate in office
staff meetings
• Prepare and distribute accurate
minutes of all meetings of the
Board of Directors and
committees.
7
LEGAL
• Provide legal documentation
when requested by gov’t entities
• Update and maintain legal
documents
8
• Find and secure speakers for
events

Emily now needed to assign roles to
each task in each department.
?
EXECUTIVE MANAGEMENT
organization
• Monitor 1:1 coaching session
program
• Manage donor relationships
organization
?

Tim suggested she use the Dictionary of
Occupational Titles to help figure out the
best name to use for a role…
Research:
• CEO
• Executive Director
• Managing Director

Emily had an epiphany…From Executive
Director to Founder & Managing Director

She should relinquish her title of
Executive Director and instead
identify herself as the Founder &
Managing Director

Next, she assigned roles to each task in
each department.
Executive
Director
EXECUTIVE MANAGEMENT
Managing
Director
organization
• Monitor 1:1 coaching session
program
• Manage donor relationships
organization

Finally, Tim helped her create new job
descriptions for each role identified.

Then, they determined the hiring priority
for the new roles.
18-month Hiring Priority
1 Executive Director
2 H.R. / Volunteer Coordinator
3 Bookkeeper
4 Marketing Director

Emily was now in a position to focus on
what she’s really good at, knowing that:
She has a plan to hire:
the right people,
in the right order,
for the right position

There will be more
work transparency

She will always be the
Founder of the non-
profit regardless of
her title

Now, Emily feels confident once again!

The only thing missing are business
processes.

Emily would need the board’s
approval for this work.

But will the board approve her next
steps?

Find out here

Here’s a Recap of What Emily & Tim Did…
List all tasks to perform.
Group like tasks into nine or fewer categories.
Assign departments to each grouping of tasks.
Identify all staff to perform tasks per department.
Create new or update existing job descriptions.
1
2
3
4
5

Available in Digital & Hardcover Format on
Did Emily’s Story Intrigue You?
Read her full story & apply it to your
business…
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BOOK

Illustration Credits
• Board of Directors, Non-profit: http://karenssuero.com/should-i-serve-on-a-nonprofit-board-of-directors/
• TV show audience: https://marketingland.com/build-audience-consumers-225328
• Root cause: https://www.ptonline.com/columns/finding-root-causes-of-a-material-problem
• Mask illustration: tinybuddha.com
• Peter Principle image by: Imogen Foxell https://twitter.com/imogenfoxell
• Image of memory (7+/- 2) Psychology Today
• Image of job description: https://www.elkrecruitment.com/important-job-description/
• Right people for right job image: pixshark.com

How to Perform Job Task Analysis in a Small Business 2.0

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