The Wheels on the Bus

Have you ever heard “what if you get hit by a bus” used in a business setting? Chances are, it was 1.) uttered with terror, and 2.) in reference to the potential of a team member being rendered incapable of returning to work or completing their job — and the ability of the rest of the team to move forward as seamlessly as possible with the information immediately available to them. This, friends, is the “Bus Factor” — a concept that strikes fear in even the most seasoned of professionals.

So, it begs the question – what would happen if you got hit by a bus (or an extended illness, family emergency, etc)? “AES, that’s impossible! I’m healthy! I’m careful! I don’t even have a bus route near my route!” Cool story, bro, but things happen.

Depending on your level of organization and dedication to documenting your processes, the effect of an extended absence might run the gamut from mild inconvenience to all out meltdown. However, there are steps to take to minimize the ripples.

First, we ask the questions: 

1. How would this affect my projects?

• • • Am I organized enough that the team could find my project list and execute the necessary tasks? 
    • Is my project list organized by priority, date, or haphazardly? Is it labeled accordingly?
    • Do I have a well-documented process that can be easily located? 

1. How would this affect my team? 

• • • Is the team properly cross-trained with a designated back-up for my position? 
    • Are my processes documented for the team and does each member of the team know their role in the case of filling in for me through an extended absence?

1. How would it reflect on me as an employee?

• • • What quality of work am I leaving behind? 
      • Is my work area well-organized and could the necessary files/tools be easily located? 

Then, we do the things:

Communicate a desire to develop a company project list and documented processes your manager/boss. Chances are, they’ll not only be on board, but they’ll also think it a fantastic idea for the entire office. Regardless, you’ll look like a rockstar.  After you speak to your manager and determine a time that works best for you and the office, block-off that chunk of uninterrupted time in your calendar. Get to work. 

Important information might include: 

1. Name of the project(s)
2. Your step-by-step process, clearly communicated in writing
3. Pertinent details that only you currently know
   1. This might include past communications with clients, fine details/requirements or tasks pending with other divisions or individuals within the office
4. Related files/where to find them
5. Save the information in a shared drive or folder, easily accessible to co-worker
6. *Bonus Tip* – Consider establishing a master password log for shared passwords, necessary software, etc. This is especially important in smaller offices without dedicated IT support

Finally, don’t forget to go back regularly to update the information in your project list. Consider making this a weekly task alert in your calendar to help establish the habit. 

And that’s it. Just one more extremely easy hurdle to set you apart from your peers and highlight you as a key player in your office — regardless of position or tenure.