Seeking Advice on Creating an Effective Staff Structure for Our Coaching Academy

Firstly, I would like to thank the people who helped me in 'Flow chart'. As you all know, I am working as a BDM in a coaching academy that conducts coaching for medical and engineering entrance examinations such as NEET, JIPMER, AIIMS, and IIT-JEE. We are currently in the process of reforming our academy as it is a crucial time for CRASH COURSE admissions, which start from January 2019.

Key Responsibilities and Current Structure

My key responsibility is to assign designations according to their education and experience for the existing employees and hire more according to the requirements. Proper planning and organization need to be developed from scratch. I have a list of existing employees with which I formulated a structure and their duties as follows. However, I want an effective structure detailing their roles and responsibilities pertaining to the academy. This can be in the form of a flowchart, PPT, etc.

Effective Staff Members

1. Academic Manager - Students and Parents coordinator/counselor, Faculty coordination
2. Business Development Manager - Training and development, staffing, client and vendor handling
3. Research Analyst - Conducts research on available sources and formulates a database
4. Marketing Executive - Conducts fieldwork based on sources provided by the BD team
5. Tele-calling Executive
6. HR/Admin Manager - Recruitment, Public relations
7. Accounts Officer - Accounts, stocks, payroll processing, other cash transactions, MIS reports
8. Admin Assistant - Responsible for documentation
9. FOE (Front Office Executive) - Manages the front desk, answers telephonic inquiries, and maintains registers
10. Office Assistant (A go-getter) - Manages stationery, takes printouts, assists office personnel
11. Housekeeping
12. Security

Part-timers/Free-lancers

1. Faculties
2. Auditor
3. System Administrator/Tech Support

This is the current structure. If anybody could assist me with a professional structure and roles and responsibilities, it would be greatly appreciated.

Hi Mariam, before we can provide what you require, you need to accomplish certain preparatory duties that are crucial at this stage.

Initial Planning and Strategy

1) First, you should sit with your unit head and Finance Head to draw out a systematic, realistic, and workable plan that also considers the future development of your institution. This plan should include:

- Short-term projections for the current year (4 months)
- Projections for the next Financial Year 2019-20
- Projections for the immediate future (next 5 years) on a yearly basis
- An ambitious plan for the next 10 years in terms of potential business opportunities, market conditions, and potential growth. Conduct a SWOT analysis without bias, ensuring due diligence.

This manpower planning/budget will serve as your guiding document, providing a roadmap for short-term, medium-term, and long-term goals.

Manpower and Budget Planning

2) Based on the above, list out the required manpower by designation and present it in the form of a PERT chart. Specify who will be recruited, when, at what grade, calculate their annual emoluments, and prepare a budget estimate in collaboration with your Finance Head.

Job Descriptions and Organizational Structure

3) Once steps 1 and 2 are completed, prepare Job Descriptions (JD) including duties, responsibilities, terms and conditions, and Key Result Areas (KRAs).

4) After completing step 3, translate the information into an Organizational Chart to visually represent the hierarchy year by year.

Recruitment and Selection Process

5) Develop a comprehensive Recruitment plan which includes various options such as direct recruitment through media publicity, online applications on your blog/website, walk-in interviews in urgent cases, referrals from associates and experts, and selection from job portals like naukri.com and times jobs.

6) Plan how the selection/interview process will be organized, along with joining formalities, training, and induction programs.

7) Determine the salaries of new recruits and inform your Finance/payroll department.

When all these steps are consolidated, they will form the foundation of your HR Manual.