Policy schmolicy. Ever wonder why self-storage companies put so much focus on policies and procedures? It seems there’s a rule for everything, and a specific way to complete each task to ensure it’s done correctly and consistently.
Sometimes a company wants something done one way and that’s that. End of story. Managers are asked to complete duties or operate the business in a very precise manner. The boss wants it his way, and it’s that or the highway. But there may be value to this regimentation. Let’s take a look at why companies are so adamant about their policies and procedures, and why it may help you be a better manager.
Companies implement standards and rules for many purposes. The main reason is to ensure things are run in accordance with the wishes of the people who have put their money, reputation, livelihood and more on the line for the success of that operation. Some policy items are dictated by the requirements of the investorswho own a stake in the business. Some are dictated by law.
What does having good policies and procedures mean to you, the facility manager? First and foremost, following them protects the company, its customers and its employees. Standards allow you to set customer expectations, defining what the company is and how it operates. They offer specific guidelines of what you’ll do for the customer and what’s expected in return.
If policies and procedures are applied consistently, you can be confident you’re not unknowingly being discriminatory or breaking the law. If there are policies you don’t understand, ask why they’re in place. There’s usually a really good reason that leads back to the protection of company, its customers and the success of the business.
Here’s an example: A self-storage tenant is in lien status and wants to make a partial payment. What’s your company policy? If you make an exception for this tenant and not the rest, you leave yourself open to legal liability. The policy outlines how this situation should be handled in every case. Your company will stand by and protect you if legal processes occur when you follow the rules. If you don’t follow the prescribed procedure, however, you may put the company, and yourself, at risk.
If a legal or unusual situation occurs, everything will lead back to how the company conducts business through its policies. Check your manual, employee handbook or employment agreement. These documents are good reference materials for the requirements of your position. You might be surprised to find that each time you review them you find something you previously skimmed over but now catches your attention.
Be a Better Manager
Policies and procedures enable you to feel good about your job performance. Isn’t it nice to go home at the end of the day and know you handled everything professionally and competently? Good procedures let you feel confident that you’re doing a good job. Bad or no procedures can cause stress, anxiety, job insecurity and more.
When a staff member doesn’t understand what the company expects or how to do the job, it can be de-motivating and often leads to staff turnover. How can you do a good job when you don’t know the rules?
Good policies and procedures maximize efficiency and productivity at each store and within the company itself. They help you be consistent in the way you handle all parts of the operation. Someone has taken the time to organize each process for you, so it’s easy for you to do your job without excess steps.
For example, checklists are designed so you don’t overlook items. Telephone scripts exist so you can gather all the information about a caller the company requires. Specific reporting lets the boss help you set prices to be competitive, track traffic, allocate advertising dollars, and evaluate financial trends. Forms and letters are provided so you don’t waste time creating them or worrying if they’re legally correct.