How-to... Profiler

The Profiler is a tool where we keep records of all employees and candidates we plan to engage as Doers in the execution of TaskPacks.

So, in these records, we record how employees qualify to become Doers and how they develop further. In Profiler, the emphasis is on keeping track of their "profile." This means we are most interested in what kind of knowledge, experience, skills, and personal qualities a person has. That's his profile.

Then we match the employee profile with the profile of TasPack as best we can. This is how, in a more systemic approach, we determine which employee is more suitable for the execution of which TaskPacks. This gives us greater certainty that the execution of TaskPacks will run without problems in daily operational business. 

In this way, the employee becomes a Doer.

Note: This record has no ambition to replace the existing employee record used in the company and therefore focuses only on information necessary for organization and management.

Basic Info

First name

Last name

Employee / Candidate

Here we can register job candidates and evaluate them in the same way as employees.

Worksites

If we use the Worksites module, we choose from the drop-down list which worksite the employee belongs to. One employee may belong to several work units E.g., if someone is in charge of computer maintenance in several branches.

Supervisor

Here we choose from the drop-down list to which Supervisor the employee "belongs." By selecting a Supervisor, we indicate to which the predominant field of activity the employee belongs.

Contact

Primary contacts are email and phone. In the Operators / Arena tool, Doers can use them for in-app communication with the Process Manager.

Profile

This is the critical information about the employee that interests us in this module.

Knowledge

We list formal and informal education and other knowledge that the Doer has.

Experiences and Skills

We list what unique experiences and skills the Doer has.

Personality

We assess the Doer's nature, personality, and other personal characteristics.

With this information, we evaluate which TaskPacks we can assign the employee as a Doer.

Also, each TaskPack (can) has its own profile in identical categories. That's why TaskPack's profile and Doer's profile are easily comparable. By comparing how well the Doer profile matches the TaskPack profile, we estimate which TaskPacks we can assign the particular employee as a Doer.

TaskPacks

After matching the profiles of the Doer and the TaskPack, the TaskPacks for which the Doer is trained and assigned to execute them are entered into the records.

Matching Doer profile with TaskPack profile

At Workanizers, we meet 2 different profiles:

Our goal is to find the most suitable Doers for a given TaskPack.

Thanks to the identical profile categories, we can evaluate the so-called "match level" of TaskPack and Doer. This means assessing how suitable a certain Doer is for the execution of a certain TaskPack. We will compare their profiles in each category:

• Knowledge
• Experiences/skills
• Personality

For each category, we will assess how well the Doer profile matches the requested TaskPack profile. We can rank that rating from 1 to 5. This will give us three ratings for three categories. We call these three ratings the matching level of Doer with TaskPack.

In the example above, the Doer is suitable for the specific TaskPack on a scale of 1-5 in the category Knowledge: 4, Experiences & Skills: 2, and in the category Personality: 5. Its level of matching with the specific TaskPack is: 4.2.5

This would mean that he has very good personality traits, that he needs to acquire some more necessary knowledge, but that he is quite inexperienced (probably due to his youth), which is a sign to the Supervisor and Process Manager to pay special attention to it.

How to use grades 1-5

Rating on a scale of 1-5 is something we consider normal. However, we should pay attention to the fact that there is no average "middle" grade, and it is stereotypically assumed that it is grade 3.

1   -  totally unsatisfactory - unacceptable - completely absent

2 and 3   -  are grades below average

4 and 5   -  are grades above average

We should strive to have for each TaskPack the estimated matching levels of more employees than we need at the given moment. We can use some Doers as "reserve players." This means that he does not have to regularly execute that TaskPack, but if there is a problem, the absence of a regular Doer, an increase in the volume of work, etc., he can step in and execute it because he is trained for it. With this approach, we get more Doers at our disposal and, thus, better flexibility in the operational execution of jobs.

For many TaskPacks, it is common to have multiple regular Doers, for example, sales representatives. They all perform the same TaskPacks.

Not all of them will have the same matches. The ideal situation is when the profile of Doer coincides with the profile of TaskPack, i.e., it has a matching level of 5.5.5. But that is a rare case. However, it is our responsibility to know the level of Doer matching for a specific Task Package so that we can understand what we can expect from him during execution.

Matching is handled by the Supervisor, Process Manager of the respective TaskPack. They do this by first declaring the level of matching by the Supervisor and then the Process Manager of the relevant TaskPack. The Top Manager makes the final decision.

Note: The matching we are talking about here is generally done in every business but in a mostly unsystematized and incomplete way. Often it boils down to an intuitive assessment of the employee, or the focus is on an urgent need so that "anyone" has to perform certain tasks. The consequence is that an unsuitable employee is chosen for Doer, and thus we run into problems in our daily operational business.

TaskPack Completion Agreement

TaskPack is considered completed when the result is within the norm.

After the TaskPack training, the Doer must be clear about the expected results. His interpretation of the norm must be the same as the Process Managers'.

We must avoid costly misunderstandings when Doer interprets the TaskPack norm differently. Making a "TaskPack Completion Agreement" with each Doer for each TaskPack for which he has been trained is recommended.

"TaskPack Completion Agreement" means that after a mutual discussion of the TaskPack and its norm where misunderstandings and ambiguous meanings are eliminated, an explicit agreement is reached about when the TaskPack is completed. It is not out of place to formalize this agreement in some oral or even written Doer's statement: Yes, I understood, and I agree. 

What if we don't have enough suitable Doers?

1. We will match the Doer who has the best match level. But we will have a record that the match is not perfect, and we will be aware that the poor results are not Doer's fault.

2. We will train him/her to improve the match level (if possible). (Training can be set as a separate group of TaskPacks in Support Processes.)

3. We will recruit a new Doer, assuming he/she will have a better match level.(Recruitment as a process can be as a separate group of TaskPacks in Support Processes.)

We will not always find suitable Doers to execute TaskPacks. Then we will make temporary compromises until we reach a more optimal match with training or replacement. 

We should avoid the idea of adapting TaskPacks and even complete processes to currently available Doer's profiles. Even if it seems like an utterly pragmatic solution, it is a risky direction that can have negative consequences and introduce instability into the organizational infrastructure of our company.

We should know that the profile of the Doer changes over time. It is also typical for the TaskPack profile to change over time (e.g. when introducing new software).

Training

It is recommended that we keep records of training, i.e., which trainings an individual Doer mastered and with what success.

Any Doer we consider to have an acceptable match level must undergo minimal training on the TaskPack they are supposed to perform.

Self-training

If the TaskPack is properly and skilfully written, it will, in most cases, be sufficient for the Doer, following the instructions, to train himself for its execution. We call that self-training. It indicates how well the Process Manager knows the processes and how skilled he is in writing TaskPacks. On the other hand, it encourages Doer to be independent and enterprising. It should be considered that Doer will be slower in practical work and that it will be necessary to provide him with some additional clarifications. After a brief introduction to TaskPack, Doer is immediately directed to execution with our increased supervision.

With self-training, we get a trained Doer in a very short time, who immediately starts delivering results and almost without the need to spend the valuable time of an experienced employee as a tutor.

Of course, not all TaskPacks are suitable for self-training, but the vast majority are.

We should keep in mind that Doer's profile changes over time, i.e., that Doer acquires new knowledge and experiences, etc. Each employee can acquire specific new knowledge, experiences, and skills. (Changes in personality traits are more difficult to count on.) The self-training should be mandatory; basic training is the cheapest and fastest way to integrate Doer into operational tasks.

In addition to self-training, we can organize advanced training, usually with external experts. We can use the most diverse pieces of training that we believe have a positive effect on raising the level of Doer matching. Depending on the demands of our TaskPacks and the situation in the labor market, the question is when and how much it will pay off for us.