What is the right resource mix when allocating Finders, Minders & Grinders to jobs?

You have most likely heard the phrase "The right seat on the bus", a term in Jim Collins' book Good to Great that refers to putting your team members in a role that is a good fit for them and the business. When you determine the roles you need for your business, the next step is to put people into each role (seat) that fits their skillset and personality (right person, right seat). 

In this article, we are going to apply this concept to client work so that you are better equipped to manage workflow and workload throughout your business. 

Every person has certain attributes specific to their role - individual skills, level of experience and a charge rate. The combination of all 3 impacts the time it takes to complete parts of the job and the value of work in progress (WIP) that accumulates on the job. 

The role of the Senior Production Manager is to make sure that each part of the job is assigned at the right level so experienced senior staff on a higher charge rate do not end up doing work that junior and intermediate accountants and bookkeepers can complete at a lower charge rate. 

Let's look at end of year compliance work. The job includes the following tasks:

• Check all information is received before the job can start. Contact the client for missing information.
• Prepare workpapers, data entry, coding, bank reconciliations, journals, reconcile to trial balance, draft financial statements and income tax returns (Junior Accountant/Bookkeeper, Intermediate Accountant, Senior Accountant).
• Apply technical knowledge to client circumstances e.g. capital gains tax, small business concessions, application of tax law (Senior Accountant, Senior Production Manager, Assistant/Senior Client Manager).
• Job related queries and quality review (Senior Production Manager).
• Client meetings and advice (Assistant/Senior Client Manager).

80% of compliance work should be prepared by staff on the lowest charge rate, leaving the higher level component to experienced senior staff. 

Below is a general guide on the resource allocation for common jobs across businesses. Each business has staff at different levels in their career therefore, experienced accountants & bookkeepers will spend time training and developing junior and intermediate accountants & bookkeepers. The goal is that everyone is working towards skill development and autonomy that maximises job-related enjoyment, productivity and profitability.