I believe folks are happy in their roles on the farm when it is clear what is expected of them, and they have the proper tools to get the job done. It is also important that older folks know what kind of work they want to do as they step back without stepping away.
I’m sharing part of Dick Wittman’s tool called the Performance Evaluation Worksheet (see the section of my column under Define Duties, below), which I use often with successors who are trying to become the main manager, enabling founders to create new job descriptions. Feel free to ask for the entire tool at elainefroese.com/contact.
In February I met Taylor Phillips of producersedge.ca. You need to check out his blog about using QR codes on the farm. He is a genius at creating more productivity with Google documents like seeding calibration, drill calibration and tank-mix optimization for spraying, as well as helping employees track equipment parts requirements.
A great connection for those seeking human resources help is Lyndsay Seafoot, who says she “loves to untangle a mess” when helping employers with compliance. Located in Wawanesa, Man., Lyndsay also works on Zoom. Find her at [email protected].
Read Also
Consider new ideas on the farm with a learner mindset
When people want some influence and agency to try something new, and are faced with “This is the way the grandparents always did it,” enthusiasm and creativity can be dampened.
Here’s a useful exercise that can help clarify expectations and roles on your farm. Ask yourself these questions and share the answers with your team:
- What primary strengths are you bringing to the farm?
- Where can you improve your performance (tracking your hours, checking machinery, etc.)?
- In which areas can management help you do your job better (learning QR codes, Google documents, etc.)?
- What’s your plan to improve your skills and abilities in the next six months?
- What key goals do you want to accomplish, or what are your expectations for the 2023 crop year?
Define duties
The following lists come from the Define Duties section in the Job Description List in Dick Wittman’s Performance Evaluation Worksheet tool. It represents specific job duties, areas of responsibility and decision-making grouped by occupational specialties. These listings can assist managers in defining what tasks or job functions to delegate or assign to individuals on the farm.
General management responsibilities
- Co-ordinate annual operating and strategic planning, consolidate cash flow planning efforts and report periodically to management team on cash flow and overall financial performance
- Organize work force, assign responsibilities and co-ordinate efforts of personnel
- Oversee hiring, training and orientation of full- and part-time staff
- Evaluate employees and co-ordinate personnel self-improvement strategies
- Oversee compensation program and adjustments
- Execute contracts
- Manage estate plan implementation (wills preparation, stock sales and payments, etc.)
Negotiating and administering relationships
- Negotiate leases, serve as primary liaison with landlords, make annual distributions of landlord crop shares and maintain records on lease advances and crop shares
- Monitor government farm program provisions and ensure compliance in annual cropping plans and file necessary crop plans, production reports and landlord distribution information with regulatory entities
- Negotiate joint ventures and strategic alliances with other farms and businesses
- Oversee rental houses, advertise vacancies, collect rents and perform maintenance as needed
Secretarial, legal and support functions
- Oversee office maintenance, supply purchasing and equipment servicing and replacement.
- Administer records retention and disposition program and dispose of records when holding periods are met
- Maintain corporate minutes, bylaws and resolutions
Capital purchases analysis and procurement
- Analyze feasibility of capital investments and negotiate new purchases
- Shop for capital purchase items based on specifications approved by authorizing body
Crop production management
- Develop annual cropping plans including rotational strategy and variety selection
- Prepare annual inputs for cash flow budget preparations concerning crop plan and major expense areas (chemicals, fertilizer, seed, etc.)
- Supervise procurement, storage, cleaning and treatment of seed
- Co-ordinate seeding operations and maintain seeding records
- Determine timing and scope of farm equipment operations for major tillage, cultivation and harvest operations
- Operate farm machinery in all phases of crop production
- Perform maintenance and overhaul responsibilities of farm machinery and crop-related structures
- Monitor inventory of shop tools, supplies, gas, diesel and equipment parts and co-ordinate restocking as needed
- Monitor crops for weed and insect problems, arrange for and/or apply chemicals for weed and insect control
- Arrange for collection of soil samples for fertilizer program and arrange for fertilizer application consistent with annual cropping plan
- Maintain field records on all production inputs and applications
- Oversee operations of custom seeding, spraying, fertilizing, trucking and harvesting
- Co-ordinate rock removal activities of field crews
Grain storage and marketing
- Oversee delivery, dumping, weighing and load-out operations for grain storage operations
- Negotiate grain storage and shipping arrangements with market and storage outlets
- Supervise elevator storage, maintenance, aeration and fumigation activities
- Monitor grain and livestock markets and market commodities
- Develop and execute marketing plans
- Track inventory levels and market crops
Service manager/machinery maintenance
- Train and oversee new and part-time employees on proper servicing procedures
- Develop and maintain service guidelines for all major farm vehicles and motorized equipment
- Perform general service, maintenance and overhaul of farm machinery
- Oversee maintenance and repair work subcontracted off the farm
- Keep service records on equipment maintenance, overhaul and servicing
- Assist in identifying winter overhaul or maintenance agenda and keep maintenance needs list updated during the year
- Provide direction and technical assistance to other employees performing overhaul duties
- Assure farm shop is properly stocked to perform normal maintenance and repair activities
- Monitor shop and equipment operating environment for safety and environmental regulations compliance and insure proper disposal of toxic and other waste products
Bookkeeping and financial management
- Pay bills and perform banking responsibilities
- Prepare monthly and annual farm financial reports and distribute to appropriate audiences
- Co-ordinate with accountant the preparation of individual and corporate tax returns
- File periodic payroll, truck road mileage and gas tax reports
- Arrange loans for operating and capital purposes
- Supervise pension plan investing, serve as plan trustee and prepare required reports
- Co-ordinate annual financial planning process
- Prepare cash flow budget projection using input from responsibility centre managers and report periodically to officers and managers on cash flow performance
- Prepare interpretive managerial reports, including ratio analysis, profit centre analyses, etc.
Risk management/insurance programs
- Manage insurance coverage levels (crop, casualty, disability, medical and life)
- Keep records concerning claims history
- Co-ordinate coverage levels on rolling stock for farm vehicles and personal vehicles insured under farm policies and ensure liability certificates are maintained in vehicles
Conservation practices and drainage systems management
- Interact with conservation organizations for conservation programs
- Oversee farm compliance with environmental regulations
- Oversee the design and implementation of structures and practices to improve environmental stewardship of the farm
- Plan, develop, inspect and maintain field drainage systems and sediment ponds
What do you want your job description to be? If you want coaching to get clarity of expectations on who is the ultimate decision maker, contact our team for a discovery call. We can coach you while you enjoy auto-steer on your fields this spring.
