Productivity - Efficiency

How To Improve Productivity From Day One

  • AUTHOR: Bob Christensen
  • DATE: 06/26/2014

Key takeaways:

    • How to empower productivity in the workplace
    • The tools to use to improve efficiency
    • The office distractions, and how to remove them

If your start-up is in its early days, then now is the best time to begin! Start by implementing various actions and processes to drive productivity in both the short, as well as the long term.
Once your business is up and running to full capacity, standards are likely to slip if this important aspect of operations is not addressed effectively. The consequences of this might include:

• Dropping the ball on projects, which might frustrate customers or clients

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• Unmotivated workers who are not engaging or performing to their potential

• Falling behind with basic administrative duties

…Plus many more issues that could easily have a knock on effect on other aspects of the organization.
There are four key principles that should be integrated from the very beginning to avoid the above taking place:

1. Implement Clear Schedules

From the very first project, you will need rigid schedules in place so that anyone involved has a clear understanding of their role and the timescales that they are expected to adhere to.
As further work lands in the in-tray, each of your colleagues must be able to shape their day to day workflow to reflect the demand.
Without a plan in place on how staff time will be managed, it won’t be long before the paperwork starts piling up and those all-important deadlines are unachievable.
It is up to you what format your employees’ scheduling takes. It is recommended that you use a digital calendar which you are able to track to make sure individuals are staying on track. These are available on email programs such as Outlook, or by using Google Calendar.

2. Encourage Input From Staff

According to OfficeVibe, 90% of leaders think that an engagement strategy has a significant impact on a business’ success – but only 25% of them actually have one.
As well as evaluating staff performance, it is also suggested that start-up owners encourage feedback and suggestions. While the enterprise is still growing; its prime time to ask your workforce exactly what they think and what changes they would instil if they were in your shoes. This empowerment will improve productivity by making them feel like a part of the business’ development.
Inspire these proposals by introducing a system that allows feedback to be made at any time, either through a regulated form or via email.

3. Eliminate Distractions Where Possible

Distractions can come in many forms, but in an office environment they are most likely due to untimely emails or phone calls. As a new firm, you are bound to experience an initial surge in external communication.
To counteract this, dedicate a certain period in the day (or a few times a week) to answering emails. Request that your members of staff adopt this method too, so that they are not left trying to juggle multiple tasks.
When it comes to phone messages, hire a secretary to answer these or implement a voicemail messaging service for all phones. By eradicating these interruptions, tasks will be completed quicker and with much more efficiency.

4. Automate Administrative Procedures

With any business, there are always those niggling admin tasks such as document assembly which are required across the board – from recruitment applications for new employees to client contracts.

 

Inputting the data manually is time consuming and can also be filled out incorrectly when you are working against the clock. This is when technology comes in. Invest in software which guarantees high levels of accuracy without a need to be constantly monitored.
By applying these four processes, your start-up will be taking its first strides with confidence – minus any concerns of becoming overloaded or lagging behind competitors.

  ABOUT THE AUTHOR:
Bob Christensen
Bob Christensen

Bob Christensen is Director of Consumer Service for TheFormTool, innovative software that allows users to create intelligent automated documents. Bob often writes and speaks at conferences about workplace technology in addition to the need for a revolution in information processing.

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