Staff licences and certifications that expire
Each person's cards have their own dates.
Every person on the crew carries licences and certifications with their own end dates, and somebody has to know which are current.
Not every business has this problem, and some should leave it alone.
Most of these can be handled better. Whether it's worth doing is a separate question. What follows is one common form of the problem, described in general terms, because your version will differ. These are possible challenges, not a description of your business, and some should be left exactly as they are. If it sounds like your week, that's worth a conversation.
Sound familiar?
- Renewal dates live on the cards in people's wallets.
- Somebody found out a certification had lapsed only when it was asked for.
- Checking who is qualified for a job means asking around.
- Renewal training is booked at the last minute.
What it looks like
People on the crew hold licences, certifications, and training cards. Each one has its own date. Some jobs need a particular one, and some customers ask to see them.
The dates are on the cards, in people's wallets, or in a folder in the office. Knowing who is current means looking at each one.
What it costs
A lapse is found late. Usually when a customer or inspector asks.
Scheduling is slower. The scheduler has to check who can do a job before sending them.
Renewals are rushed. Training booked at the last minute costs more time and may not be available.
Where it goes wrong
- Dates are not in one list. Each card is its own record.
- People track their own. Some do, some do not.
- New certifications are not recorded. Someone renews, and the office copy stays old.
- Job requirements are not written down. Which job needs which card is known, not listed.
What a better version looks like
Every licence and certification is listed by person, with its end date and a copy of the card. A list shows what expires in the coming months, with time to renew. Jobs that need a specific certification are marked, so the scheduler can see who is current.
What still needs a person
A person decides which certifications the business needs and which jobs require them. A person helps staff plan renewals, and decides what happens when one lapses.
Questions worth asking about your own operation
- Where are your crew's certification dates written down?
- How would you know someone's card expires next month?
- Which jobs need a specific certification?
- Has anyone been sent to a job with a lapsed card?
If this sounds familiar
Bring me the version you actually have. I'll learn how the process really works before I suggest anything. If it isn't worth changing, or isn't a fit for me, I'll say so. Talk through a problem