scorecards & job descriptions...

Scorecards & Job Descriptions

Handout

1. CEO/President Scorecard Example 1

2. CEO/President Scorecard Example 2

3. COO/Operations Director Job Description Example 1

4. COO/Operations Director Job Description Example 2

5. COO/Operations Director Example Scorecard

6. Administrative Assistant Scorecard

7. 10 Gifts of Coaching

8. Financial Manager Job Description Example

CEO/President Scorecard

Example 1 January - December 2018

Role CEO/President Employee Name Date XX/XX/2018 Mission ● Set overall direction of company and ensure execution of plans to scale.

● Maintain profitability/financial health of organization

● Ensure alignment of company

● Explore avenues for future growth

Outcomes How – specific, actionable, measurable, concise A,B or C Rating & Comments

Create alignment in the company to make Fundriver the best place to work.

● Review the 2018 scorecards to ensure alignment

and set up to scale

● Conduct mid-year meeting (March 2018)

● Establish a quarterly all company GoToMeeting

check-in for March., May, August, Nov. 2018

● Meet with everyone individually twice a year.

(June/Nov)

● Conduct annual meeting (August 2018)

● Review all 2018 scorecards (November 2018)

● Conduct Annual reviews of leadership team

(November 2018)

Make financial reporting transparent

● Report financial results to everyone twice a year

(Midyear/Annual Meeting) – March & August

2018

● Share finalized budget with company November

2018

Maintain profitability ● Earn $2.7 gross revenue by 12/31

● Maintain 30% margin or better

Explore new avenues for growth

● Establish a scalable solution for clients with less

than $25M (9/30/18)

● Achieve integration with at least 2 GL Systems

(9/30/18)

● Develop a private label solution with Blackbaud

(12/31/18)

● Three new product ideas in Dev pipeline

(6/30/18)

Eliminate bottlenecks ● Out of daily support loop – March 2018

● Transition point of contact on Steven’s clients to

Becky’s team – June 2018

Successful employee will have the following skill competencies:

Skill Competency Definition Rating (A,B or C)

Inspirational Inspires colleagues to perform their best Honesty/Integrity Does not cut corners ethically. Earns trust and maintains

confidences. Speaks plainly and truthfully. Does what is right; not just what is politically expedient

Ability to learn quickly Able to get up to speed quickly and retain learned information Proactivity Acts without being told what to do. Brings new ideas to the

company

Persuasion Able to convince others to pursue a course of action Communication Speaks and writes clearly and articulately without being overly

verbose or talkative (including email communications)

Successful employee will have the following cultural competencies:

Cultural Competencies Definition Rating (A,B or C)

Highest level of client support

Respond within two business hours; Resolve within client’s expected timeframe; Develop relationships built on trust and respect

The Best Place to Work “we love what we do”

Work/life balance; Autonomy; Flexibility; Trust; Passion; No micro-management

Transparency (with each other and with clients)

Open & honest communication; Integrity

President/CEO Scorecard

Example 2 January – December 2018

Role President Employee Name Date XX/XX/2018 Mission ● Set overall direction/goals of company and ensure execution of plans to

scale.

● Maintain profitability/financial health of organization

● Ensure alignment of company

● Explore avenues for future growth including branding and new location

● Eliminate debt

Outcomes How – specific, actionable, measurable, concise A,B or C Rating & Comments

Create alignment in the company.

● Create scorecard for every position in the

company to ensure alignment.

● Hold company leadership meeting on March 8,

2018 to creature alignment with everyone in the

company

● Establish mission and goals to share with

Company at March 8th team meeting

● Create a strong leadership team to ensure

alignment with everyone in the company and

that goals are met.

● Establish a quarterly meeting as well as

daily,weekly and monthly meetings with

leadership team

● Inspire individual growth through hands on

coaching to team members

● Meet with everyone individually twice a year.

(June/Nov)

● Conduct annual meeting March 2019

● Review all 2018 scorecards

● Conduct Annual reviews of leadership team

November 2018

Making sure you have accurate real time financial information

● Receiving and reviewing overall financial

information from Cynthia include cash flow,

break even, margins, and both short and long

term assets vs liabilities

● Achieve company financial goals

● Lower debt as aggressively as possible

● eliminate long term debt by 2019

●

Maintain profitability ● Monthly revenue of $4.5 mil per month

● Earn $54 mil gross revenue by 12/31/2018

● Profit of 15% ($8 mil) plus or more

● Cost Of Goods under 65%

● Find buyer/’for “dead” inventory

● Sell property and use proceeds to pay down

debt

Explore new avenues for growth

● Identify and purchase space to establish state of

the art store

● Rebranding

Eliminate bottlenecks ● Communication throughout company

● Clear goals and responsibility to ensure

alignment and accountability

● Make sure everyone is held accountable for

goals and responsibilities

● Hold meeting with the Leadership team

including AR and AP on accountability

expectations by mid-February

Every person is responsible, one designated person is accountable.



Inspirational Inspires colleagues to perform their best

Honesty/Integrity Does not cut corners ethically. Earns trust and maintains confidences. Speaks plainly and truthfully. Does what is right; not just what is politically expedient

Ability to learn quickly Able to get up to speed quickly and retain learned information Proactivity Acts without being told what to do. Brings new ideas to the

company

Persuasion Able to convince others to pursue a course of action Communication Speaks and writes clearly and articulately without being overly

verbose or talkative (including email communications)



Highest level of client support






Chief Operations Officer/Operations Director

Job Description Example 1

Job brief:

You will be the company’s second-in-command and responsible for the efficiency of business.

The COO role is a key member of the senior management team, reporting only to the Chief

Executive Officer (CEO). You’ll have to maintain control of diverse business operations.

Become an experienced and efficient leader.Develop excellent people skills, business sense and

strong work ethics

The goal of the COO position is to secure the functionality of business to drive sustainable

growth.

Overall responsibility of Operations Director:

1. Manages day-to-day operations

2. Creates systems and processes

3. Holds people accountable

4. Ensures that customers are happy

5. Keeps CEO in the loop

6. Manages costs – purchasing materials and labor

7. Leadership role – respected as a leader

COO Responsibilities:

● Overseeing daily operations of the company and the work of leadership

team/executives (IT, Marketing, Sales, Finance, etc.)

● Design and implement business operations, strategies, plans and procedures

● Set and coordinate with Beatriz comprehensive goals for performance and growth

through scorecards.

● Establish policies that promote company culture and vision

● Lead employees to encourage maximum performance and dedication

● Evaluate performance by analyzing and interpreting data and metrics through

scorecards.

● Report to the CEO on all matters of importance

● Assist CEO in maintaining high margins and profitability

● Participate in expansion activities

● Take on or manage special projects

Requirements:

● Demonstrable competency in strategic planning and business development

● Working knowledge of data analysis and performance/operation metrics

● Working knowledge of IT/Business infrastructure and MS Office

● Outstanding organizational and leadership abilities

● Excellent interpersonal and communication skills

● Aptitude in decision-making and problem-solving

● Creating a “we can do it” culture

COO/Operations Manager

Job Description Example 2

Do you enjoy leading and coaching your team members?

Do you enjoy KPIs, accountability, process and systems as a basis of driving efficient execution?

Do you love getting into and encouraging debates on content strategy, or SEO tactics , while

also maintaining the ability to drive strong accountability from your team?

If you answered yes to all of the above, then our company may be the perfect next step in your

career! We are looking for a uniquely talented leader to fill the role of Operations Manager.

The successful candidate will our join a team as its leader, answering only to the partners. You

will manage our entire team to help them deliver more products, of better quality and higher

variety to more customers. The goal of the Operations Manager is to secure the business’

functionality and drive sustainable growth.

The role provides a growth path to more senior levels including VP level, or COO as we grow.

We are looking for a lifetime learner committed to growing as an experienced and effective

leader.

---------------------------------------------------

WHO WE ARE:

We are a fast growing product importer, wholesaler and online retailer. We’re best suited for

motivated self-starters. We specialize in the importation and online sale/distribution of an

array of household and commercial grade items and appliances. We are poised for huge

expansion in the coming months and years and need to align ourselves with the right

individuals who can handle our immediate operational needs as well as help us expand and

grow in their career in the future.

If you’re smart, and you have the ability to see a vision, or solve a problem, and rally a team to

execute your plan, this could be the ideal place for you!

CORE VALUES:

We hire and fire based on our core values. We expect you will too. The successful applicant

will understand,

● Primary: KEEP THE BOXES MOVING

● Respect Time, Resources and Others

● Create A Culture Nobody Wants To Leave

● Clean Feedback

● Ask “WHY?” Five Times

● Act With A Sense Of Urgency

● Learn From Mistakes

● Take Accountability and Ownership

● Make Data Driven Decisions

MARKETING MANAGER - WHO YOU ARE:

● Min. 5 years of hands on digital marketing agency experience

● Min. 3 years of team management experience

● Mins 3+ years project management experience

● Proactively able to manage workload and resources across a team

● Must be extremely organized, detail oriented, disciplined & resourceful

● Highly systems focused with experience in developing SOPs & KPIs

● Exceptionally strong in interpersonal skills and in collaboration & negotiation

● Very experienced in SEO, Content marketing, web development & related digital

projects

DELIVERY MARKETING MANAGER DETAILS:

● Tenaciously manage a growing team of 20+ strategists and specialists

● Oversee & coach on multiple ongoing projects led by marketing strategists

● Coaching strategists & delivery team members to increase productivity and efficiency

● Create, document & streamline systems and processes for each functional area

● Manage resource and workload prioritisation

● Ensure roadblocks are removed, milestones met, and jump in hands on when needed

● Holding team members accountable for KPIs, campaign results, and SOP adherence

● Manage and ensure quality standards for all deliverables via QA

● Leverage automation and new technologies to drive value for clients

● Ensure client contractual obligations are all met while drivings target results for clients

● Lead by example on all core values without exception

WHY EMPLOYEES LOVE OUR COMPANY:

● Competitive compensation

● Professional coaching by world-renowned author

● Paid training (courses, events, conferences)

● Paid social events

MINIMUM REQUIREMENTS:

● Min. 5 years of team management experience

● Familiarity with Traction EOS or Rockefeller habits is a major asset

Compensation is open and will be based on experience and value.

Job responsibilities include:

--Inspiring and leading by creating a “can-do” culture where people love their job

--Managing and supporting the team such that operational and KPI goals are achieved

--Strategic planning

--Executing and/or managing special projects

--Encouraging and Holding team members accountable to our core values

--Efficiency optimization

--Hiring/firing and reorganizing to ensure we have the “right people in the right seats”

--Managing day-to-day operations, systems and processes

--Keeping partners in the loop, report to partners on all matters of importance

--Managing costs (purchasing materials and labor)

--Assisting CEO in maintaining high margins and profitability

--Receiving and reviewing overall financial information

--Participating in expansion/growth of company

Successful Operations Manager candidates will:

--Excel at strategic planning and business development

--Display a working knowledge of data analysis and performance/operation metrics

--Possess excellent decision-making and problem-solving abilities

--Be a lifelong learner and show willingness to grow

--Know general IT/Business infrastructure

--Have excellent interpersonal communication and listening skills

--Be organized

Professional references (at least 3) required. Salary is competitive and commensurate with

experience.

COO/Operations Director

Example Scorecard January – December 2018

Role Chief Operations Officer (COO) Employee Name Date XX/XX/2018 Mission ● Be the company’s second-in-command and responsible for the

efficiency of business.

● The COO role is a key member of the leadership team, reporting only to the Chief Executive Officer (CEO). You’ll have to maintain control and effectiveness of all business operations.

● Become an experienced and effective leader.Develop excellent people skills, business sense and demonstrate a strong work ethic

● The goal of the COO position is to secure the functionality of business to drive sustainable growth.

Outcomes How – specific, actionable, measurable, concise

A,B or C Rating & Comments

Manages day-to-day operations

● Creates systems and processes, and upgrade.

● Holds people accountable.

● Ensures that customers are happy.

● Keeps CEO in the loop.

● Manages costs – purchasing materials and labor.

● Leadership role – respected as a leader.

● Design and implement business strategies, plans and procedures.

Responsibilities

● Set and coordinate with Beatriz comprehensive goals for performance and growth through scorecards.

● Implement policies that promote company culture and vision.

● Oversee daily operations of the company and the work of company leaders (Store managers, Buying manager, Inventory manager, Warehouse manager, IT supervisor, Sales people, Accounts receivable, HR, etc.).

● Lead employees to encourage maximum performance and dedication.

● Evaluate performance by analyzing and interpreting data and metrics through scorecards.

● Report to the CEO all matters of importance.

● Assist CEO in maintaining high margins and profitability.

● Participate in expansion activities.

● Maintain daily, weekly, monthly,quarterly and annual meetings and retreats.

● Comprehensive software systems that fulfill company needs.

● Take on or manage special projects.

● Supervise field sales person.

● Supervise marketing project

Timely and accurate financial information

● Receiving and reviewing overall financial information from Cynthia include cash flow, break even, margins, and both short and long term assets vs liabilities,

● (Shared responsibility with CEO).

● Making sure financial department provides accurate real time financial information.

Maintain profitability and achieve company Financial goals

● Achieve company financial goals in sales and buyings.

● Inventory turns.

● Monthly revenue of $4.5 mill per month by 2019.

● Earn $54 mill gross revenue by 12/31/2018

● Profit of 15% ($8 mill) plus or more

● Cost Of Goods under 65%

Manage special projects

● Implementation of special projects.

● Implementation of Scanning System.

● Complete inventory in both stores.

● Make sure the invoice and XML process is completed.

Eliminate bottlenecks ● Outstanding communications throughout company. (Through rythms and meetings, scorecards, and measuring behaviors).

● Leading indicator (what i do to get the results i need) and Lagging indicator ( the amount of results i get).

● Clear goals and responsibility to ensure alignment and accountability.

Every person is responsible, one designated person is accountable.

● Make sure everyone is held accountable for goals and responsibilities.

● Ensure company is getting training and deploying SAP to the greatest advantage possible. (Applaud the DOs).



Adapt to business environment

Demonstrable competency in strategic planning and business

development

MasteringInspi analysis skills

Working knowledge of data analysis and performance/operation metrics

Constant IT knowledge update

Working knowledge of IT/Business infrastructure and MS Office

Proactive in front of situations

Aptitude in decision-making and problem-solving

Professional Attitude Willingness to learn and grow



Inspire and lead by example towards getting results and meeting goals

● Creating a “we can do-it” culture

Effective communication and listening skills

● Excellent interpersonal skills

Efficiency ● Outstanding organizational skills

Administrative Assistant

Example Scorecard January 1, 2018 - December 31, 2018

Role Administrative Assistant

Employee Name

Date XX/XX/2018

Mission Assist in creating a focus on organizational scalability in 2018 through coordination of activities and initiatives

Outcomes How – specific, actionable, measureable, concise A, B or C Rating & Comments

Assist CEO in coordinating meeting rhythms and tracking team member action items

● Coordinate daily, weekly, monthly and quarterly team

meetings; take notes & send action items to team

● Provide updated KPI information and workload reports

to managers in an easily readable format - Weekly

Create a more effective brand to persuade potential clients to buy

● Coordinate website content upgrades with New Business

Development Director and others as needed

● Coordinate direct mail campaigns with New Business

Development Director and marketing firm

● Assist New Business Development Director with print ad

campaigns

Deliver timely, accurate bookkeeping to create transparency

● Invoice new clients including sending countersigned

agreement, W9, and other necessary documents, within

one (1) business day of receipt of information from New

Business Development Director

● Prepare and send invoices for special projects within

three (3) business days of completion

● Manage accounts receivable benchmarks for quarterly

billing

o 30 Days Out 19%

o 45 Days Out 9.5%

o 60 Days Out 4.0%

o 75 Days Out 2.5%

o 90 Days Out 0.5%

Successfully execute all 2017 Midyear Meeting administrative details

● Draft agenda and prepare necessary materials by February 1

● Follow-up email to employees re: details by February 1

● Send final agenda by February 8 ● Send out action items, meeting summary, and

survey by February 22 ● Compile survey results and prepare for CEO by

March 5

Successfully execute all 2017 Annual Meeting administrative details

● Track established budget and report monthly to CEO

● Schedule call with CEO and Zand to review midyear survey results, set final date and tentative agenda by April 1

● Evaluate and confirm meeting space needs & guest presenters by April 15

● Book all necessary meeting space & guest presenters by April 30

● Communicate meeting dates with and gather travel requests from team by May 15

● Evaluate and confirm social event needs by May 31 ● Make all team member travel and lodging

reservations by June 10 ● Book all social events by June 15 ● Draft agenda and prepare necessary materials by

June 30 ● Communicate with team regarding pre-meeting

action items by July 12 ● Confirm all catering needs by July 15 ● Communicate with team regarding meeting

expectations (dress codes, travel policy, etc.) by July 25

● Finalize meeting agenda and send out all necessary pre-event materials to team by July 31

● Follow-up with hotel, car rental, meeting location, caterers and social events as necessary at least ten (10) days in advance

● Act as liaison between attendees throughout event ● Send out action items, meeting summary, and

survey within five (5) business days ● Compile survey results and prepare for CEO within

21 days

Successfully execute all 2017 Endowment Conference administrative details

● Bi-weekly calls with Jenn Barker leading up to conference

● Track established budget and report monthly with registration information to CEO beginning in January

● Create and activate registration website and make active by February 1

● Send email invitations to register by February 15, April 15, June 15, August 1, September 1, and October 1

● Update conference website with speaker information by March 15

● Evaluate and confirm social event needs by May 31 ● Book all social events by June 15 ● Site visit to meeting location by June 30 ● Make all team member travel and lodging

reservations by August 28 ● Communicate with team regarding pre-event action

items by September 19 ● Finalize all catering needs by October 6 ● Communicate with team regarding meeting

expectations (dress codes, travel policy, etc.) by October 24

● Send teaser email to attendees by October 24 ● Follow-up with hotel, car rental, meeting location,

caterers and social events by October 24 ● Act as liaison between attendees throughout event ● Send out survey by November 15 ● Compile survey results and prepare for CEO by

December 6 Successfully begin preparing administrative details for 2018 Midyear Meeting

● Schedule call with CEO and Zand to review annual survey results, set final date and tentative agenda, etc., by November 1

● Evaluate and confirm meeting space needs by November 15

● Book reservations by December 1 if applicable

Overall rating



Efficiency Able to produce significant output with minimal wasted effort

Honesty/Integrity Does not cut corners ethically. Earns trust and maintains confidences. Speaks plainly and truthfully. Does what is right; not just what is politically expedient

Ability to learn quickly Able to get up to speed quickly and retain learned information

Attention to detail Does not let important details slip through the cracks or derail a project

Proactivity Acts without being told what to do. Brings new ideas to the company

Communication Speaks and writes clearly and articulately without being overly verbose or talkative (including email communications)


Cultural Competencies Definition Rating (A,B or C) Highest level of client support






10 Gifts of Coaching

Great coaches help you make better decisions. They help you take your big leap.

1. Motivation

2. A system

3. Goal setting

4. Advice

5. Burnout prevention

6. Plateau busting

7. Check lists

8. Feedback

9. Cheerleading

10. Fun/balance

Financial Manager

Job Description Example

Our Company is seeking someone as a Financial Manager to oversee all financial aspects of the

company. This is a young company with an opportunity for long-term growth for the right

candidate. An excellent candidate must have demonstrated financial leadership skills with an

understanding of cost accounting for international importing and manufacturing. The ideal

candidate will be highly organized and comfortable working in an informal yet challenging

entrepreneurial environment.

Job responsibilities include:

--Oversee all financial aspects of the company

--Maintain business accounts using Quickbooks Enterprise with advanced inventory module (Fishbowl)

--Oversee management of inventory with Fishbowl

--Responsible for AR/AP and payroll

--Audits Customer and vendor accounts

--Oversees budgets and spending

--Reconciling bank account and credit card statements

--Knowledge in cost accounting practices

--Strategic management of cash flow

--Reporting of company financials

--Provide feedback and advise management on best practices in accounting

--Provide management with real-time financial information ratios, reports, and analysis in vital areas

such as sales, top account activity, specific inventory, and profitability by profit centers

Required skills/experience:

--Experience with QuickBooks Enterprise

--Quickbooks Certification

--3+ years working in an accounting environment

--Be an excellent communicator

References required from previous employers.

Salary commensurate with experience/skill level.

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