On Track to Office Success GOALS POLICIES PLANNING PROCEDURES METRICS OBJECTIVES REPORTING PERFORMANCE MEASURES COMMUNICATION: Three tips for ensuring legislative staff offices run smoothly and risks are managed appropriately.

• Author: Kidd, Wayne
• Position: TOOLBOX

Legislative staff offices vary greatly by state and can even vary within a state. Each office has its own mission, core functions and staff skill sets.

But, despite their differences, staff offices also have a lot in common. Each strives to provide timely and accurate information and support services to ensure the success of the legislature. The better these offices are managed, the better our legislatures work.

1. Align Practice With Policy.

   Organizational success is often linked to an inspiring vision, a clear mission and well-designed objectives. It involves planning strategically, setting goals and adopting effective policies. But when practices don't align with policies, an office won't run smoothly and there will be little staff support. And without staff buy-in, the vision, mission or objectives have little worth.

   Take a step back and review your policies. They should be specific to your office's goals and objectives and consistent with statutory provisions. Once policies are set, develop procedures to guide your staff in the everyday decision-making relevant to the office's mission.

   Consistency is key. If policy and practice get out of alignment, it can spell trouble. One legislative office, for example, had a discretionary salary increase policy, with the objective of paying employees based on performance. Every employee was required to have a performance plan in place. At the end of each year, each was evaluated on his or her performance, and salary increases were based on the evaluation.

   But the staff were inconsistent in practice--that is, in developing their performance plans. Some had plans, others did them at the last minute before the evaluation and still others didn't do them at all.

   Every employee had an evaluation, though, and a pay increase based on it. The inconsistent completion of the performance plans created turmoil. Why bother doing a plan if it's not used in the evaluation, wondered the employees who followed the policy. Would you want to?

   Remember, employee engagement is essential to a well-functioning office.

   To avoid confusion, polices should be written clearly, distributed to everyone, and updated regularly. It should be clear that there are consequences--and what they are--for not following required office practices.

2. Communication Is Critical to Success.

   Communications expert Bill Quirke has said that when employees understand their overall role in a business, 91 percent will work toward its success. But...