We are automating our billing and AR processes, which frees up eighty percent of our admin's time. How do we restructure their seat on the Accountability Chart to capture this new capacity without simply piling random tasks onto them?

Question

Tyler Smith · Accepted Answer

When automation frees up significant capacity, the worst thing you can do is clutter that seat with a random assortment of administrative junk. That approach creates role confusion and guarantees that the employee will become a bottleneck for multiple departments.

Instead, treat this as an opportunity to upgrade the seat on your Accountability Chart. Begin by redefining the five major roles of this admin seat. The focus must shift from manual data entry to system oversight and exception handling. The primary role is no longer processing invoices; it is managing the automated billing system and resolving anomalies.

With the remaining eighty percent of their capacity, look for strategic gaps in your organization where this person's natural strengths can be deployed. Do not guess. Use the Kolbe Index to understand their conative instincts. If they are a high Follow Thru, they are naturally wired for order and systems. You can elevate their seat to own workflow optimization, documenting standard operating procedures, or managing data integrity across your tech stack.

Update the Accountability Chart with these new, cohesive roles. Make sure the admin gets, wants, and has the capacity for this higher-value seat. By turning a manual data-entry clerk into an automated systems coordinator, you increase your operational leverage and build a highly scalable structure without expanding your headcount.