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7 Helpful Tips To Make Your Organization More Efficient

Posted on the 07 January 2021 by Sparklesandstretchmarks @raine_fairy
7 Helpful Tips To Make Your Organization More Efficient

Businesses worldwide are always searching for tips on how to increase their levels of efficiency and productivity - and for very good reasons too. In this highly competitive business world, inefficiency translates to lost productivity and revenue. Currys PC World’s research indicates that slow and outdated technology costs UK businesses about £2,752 in lost time annually. Therefore, it is crucial to seek tips that would increase your business’ efficiency. So, are you keen to learn more about making your business highly efficient? Consider the following points.

  1. Automate Processes And Workflows

Automation has undoubtedly come to stay in the business world, and companies who ignore this trend are losing out to more forward-thinking competitors. A McKinsey report indicates that nearly 60% of all occupations have at least 30% of in-business activities that can be automated for greater efficiency. Consequently, automate all of your company's repetitive tasks at all stages of your workflow to eliminate redundancy.  Automating monotonous tasks reduces human error and allows workers to focus on more engaging tasks that require critical thinking. 

You can also use automation software to create well-established workflows that every team member can follow easily, ensuring consistency and efficiency within your operations. For example, you can find your favourite work schedule app to streamline and optimize mundane tasks like employee scheduling. This way, your workers become easier to manage and more accountable. Many companies shy away from fully automated processes due to the high initial costs, but experts agree that it will reduce costs and increase business efficiency in the long-term.  

  1. Be Open To Change

Workplace complacency has been the downfall of several reputable companies, whose decline in efficiency eventually caught up with them sooner than later. This complacency is even more dangerous when it is top-down and can spread like wildfire to affect its overall processes. Things are always in flux in today's world. New ideas, technology, and better ways of doing things are being introduced daily. As such, an unwillingness to adjust your products, ideas, strategies, and processes to suit the times is a sure recipe for disaster. 

Therefore, accept change as a necessity in the business world that you must incorporate sooner or later. You can ask your employees for genuine feedback on key operation areas they think could improve or adapt to make the business more efficient. The insight that you may receive can be invaluable in optimizing your business to remain competitive in the modern business space. Remember, stagnant companies are eventually ousted by evolving companies, economic trends, consumer demand changes, etc. Therefore, preparing for change and welcoming it is necessary to make your organization more efficient and relevant in an ever-evolving business space.

  1. Delegate The Little Things

Business experts highly recommend that company leaders should frequently delegate for several good reasons. Regardless of your strong work ethic or intellectual capacity, you cannot execute every critical task around the office. Many small business owners struggle to understand this and often overwork themselves citing hard work. These business managers are also prone to micromanaging when they delegate, defeating the delegation's purpose altogether. However, it is crucial to delegate tasks if your business is to become more efficient. Be on the lookout always for chances to match qualified individuals with worthy assignments. 

Delegation leads to greater individual productivity on your part because minor details and ordinary tasks don't weigh you down. As such, you are free to fully devote your attention to tasks that matter, resulting in a higher quality work output. Also, delegation increases your company's efficiency because everyone would tackle tasks best suited to their rank, experience, and capacity. Your employees quickly grow and develop their abilities due to new skills learnt that make them more valuable assets, increasing your overall efficiency over time.

  1. Combine Different Communication Methods

It is no secret that effective communication is an essential constituent of any personal or professional relationship's foundation. Without effective communication, misunderstandings and conflicts among your staff, clients, and general miscommunication are likelier to happen. Poor communication also hampers effective delegation, productivity, and an enjoyable work environment. Therefore, employ a combination of different methods to communicate with your teams for the best results effectively. Use various communication methods at different levels, and when they are most appropriate. 

Encourage face-to-face employee interaction instead of email for quick resolution of problems within the workplace. This way, you ensure that issues that could have been solved with a five-minute face-to-face chat don't end up as a long email thread. Other collaboration tools and chat platforms might prove more useful in quick messaging and floating information around more conveniently. Harnessing the right communication techniques within the workplace is vital to improved productivity and efficiency, so prioritize this for the best results.

  1. Discourage Multitasking

Multitasking seems like the most efficient way to get things done because you seemingly accomplish more within less time. However, it is crucial to note that experts identify multitasking as a significant culprit that holds individuals and companies back from full efficiency and productivity. Some studies suggest that multitasking can reduce your productivity by a whopping 40%! As such, encourage your employees to focus on a single task at a time to improve their efficiency. Focusing on one task at a time allows you to get more things done faster and better than trying to juggle multiple tasks at a time. 

Single-tasking is effective because it concentrates your focus and attention on one particular task, allowing you to dedicate all your input into the task's proper execution. Also, multitasking requires more energy leading to higher stress, so encourage single-tasking to lower stress levels, allowing you to enjoy your work more and churn out higher quality output. Individuals focusing on a single task can even be more creative because your brain's full innovative potential is directed towards that one task. Consequently, prioritize single-tasking to improve you and your employees' work outputs for better business efficiency.

  1. Track Productivity Regularly

Productivity is a crucial variable in your company's overall performance. Therefore, it would help to find ways of analyzing and measuring your productivity for improved efficiency. Employee performance is the foundation of company efficiency, so this is what you should be directing your efforts towards. Investing in a time-tracking tool to keep tabs on how workers spend their working hours can help improve efficiency in the long run. You can quickly discover which tasks and projects have the most significant time lags and other areas where your employees might be falling short. 

Additionally, digital activity monitoring software can track your workers' website history, app usage, and help you discover if they are genuinely productive at different times in the day. You can also benefit from a project management system that can organize and monitor employee workloads. This way, you can split huge tasks into smaller sub-tasks and effectively share the workload between employees, allowing you to discover those who aren't pulling their weight quickly. Tracking productivity helps employers make informed decisions concerning delegation, resource use, etc., so prioritize this for maximum business output.

  1. Limit Interruptions

According to a UC Irvine study, workers spend about 11 minutes on projects before they are interrupted, and it takes them almost 25 minutes to regain enough focus to continue. Statistics like this highlight the significant negative impacts of workplace distractions and interactions on productivity and efficiency. As such, consider scheduling multiple meetings on the same day to reduce the frequency of workflow interruption. You can also block out time on your calendars for active, uninterrupted work to help employees focus better. 

Apart from meetings, notifications also significantly distract employees from their work. Constant email alerts, message pop-ups, and alerts from in-house software are the usual culprits here, so eliminate these frequent notifications to promote concentration. Lastly, reorganizing your workspace can significantly boost better concentration. Employees in cubicles are reportedly more productive than their counterparts in open spaces because they encounter fewer distractions, so consider reorganizing your office to improve productivity and efficiency. 

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