X operation template for small teams: A system in which 1 to 3 people are in charge

If you try to implement X operation in a team with few people in charge, it will become unclear who will do it, and as a result, no one will do it.

In this article, we will explain how a small team of 1 to 3 people can run X operations without stopping.

Common mistakes in X operations for small teams

Failure 1: Posting stops because the person in charge is unclear

"Let's all operate together" doesn't work. The pattern is that no one moves on the day you post, and the next thing you know, it's been empty for a week.

Failure 2: Depends on one specific person

On the other hand, if you leave it to one person, it will stop immediately if that person is busy or takes a break. It will also be difficult to transfer.

Mistake 3: Make it from scratch every time

Even though it is operated by a team, if submission ideas are decided at every meeting, the costs would become too high to continue.

Basic design of Team X operation

Divide the roles into three

Although one person can hold multiple roles, dividing the roles makes it clear who does what.

Fix weekly flow

If you make reservations for the following week on Friday, the amount of work at the beginning of the week will be zero.

Mechanism to prevent posting omissions

Always keep 2 weeks worth of stock

Instead of replenishing your stock when it's about to run out, make it a rule to always maintain a two-week supply.

"Replenish when there are less than 3 bottles left" will be included in the planning staff's weekly confirmation items.

Operate on a reservation basis

We will stop "posting on the same day" and switch to pre-ordering everything.

Posts on the same day will always be missed on busy days. If there is a reservation, it will be posted even if the person in charge does not take action.

Prepare an emergency template

In preparation for "everyone was busy this week and couldn't create," I create 5 to 10 general-purpose post templates that can be used at any time.

Example theme:

• Answers to frequently asked questions about your company
• Basic industry knowledge tips
• Paraphrasing past popular posts

In case of an emergency, I will release it from here so that posting does not stop.

Equalize team posting quality

When there are multiple people in charge, the tone and style of posts tend to vary.

Create a one-page tone guide

It is enough to decide on the following three points.

1. Who do you write for? (1 line persona)
2. Words you can and cannot use
3. Writing style (polite language or conversational tone)

Having everyone refer to this ensures consistency even if people change hands.

Share reference post collection

Collect 5-10 examples of "this is the ideal post" and share them. Training costs for new members will also be reduced.

summary

X operations for small teams can simultaneously eliminate "individualization" and "outage risk" by designing a system.

1. Divide roles into three: planning, production, and confirmation.
2. Fix the weekly flow and clarify the people and days that move.
3. Always maintain two weeks worth of stock
4. Prepare for emergencies with emergency templates

Start this week by deciding on your role and designing your weekly flow.