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Whether you’re part of a startup striving to make your mark or a seasoned corporation aiming to stay ahead of the curve, maximizing efficiency is key to achieving sustainable growth and profitability. If you can get more done during your 9-5 than the other guy, you’ll be ahead of the curve. However, with an abundance of tools, methodologies, and approaches available, finding the right strategies can be overwhelming. In this article, we’ll explore three proven strategies that can help businesses of all sizes and industries reach peak efficiency.
Review and Redesign Processes
When your business is just starting out, just completing tasks is an accomplishment. Perhaps initially, cost-savings was a priority and work was tracked in a spreadsheet, because that method was free. However, now you’re finding that using a spreadsheet makes it difficult to track, monitor, and see data on each project. It’s time to switch to software that may cost money. While it costs, it will allow you to better manage your projects and make use of insights drawn from the data you collect. In the end, it’ll drive efficiency.
A business’s method of finishing tasks often needs to evolve to better suit the changes that come with growth. As time passes, you want to review all repeatable processes in every role within the company. You want to make sure tasks are being completed in the best way. How does the secretary manage the flow of paperwork? How does the financial staff process invoices? Which tasks are outdated and which are inefficient? It may be time to review and redesign your processes.
Develop updated standard operating procedures for each repeatable process. Write detailed instructions and utilize a screenshot app to capture images of each step. This is especially important if your processes are online and require multiple software interfaces. By documenting these procedures, you ensure consistency and accuracy while creating a valuable resource for training new employees and troubleshooting issues. This can save a lot of time down the road, and workers can focus on getting things done.
Make the Best Use of Resources
Resource optimization involves assigning and utilizing resources efficiently. This includes a range of assets, including human resources, financial capital, physical infrastructure, and technological tools. Optimizing your human resources is especially important since it improves productivity and performance while better meeting the needs and expectations of clients.
Resource optimization means ensuring that the person you assign for a project is the right level for the job at hand. Make sure you avoid under-utilizing or over-utilizing staff members. For instance, don’t have a senior engineer doing admin work. You’ll end up paying $100/hr for low-value work. Instead, hire an administrative assistant for the engineers. It may seem like you’re paying more, because you have another employee. However, in actuality, the engineers are no longer required to make copies, file paperwork, and answer phones. Instead, they can focus on work that is truly worth $100/hr.
Over-utilizing employees means assigning a lot of work to just one or two employees who are in high demand within the organization. This can lead to burnout, which is detrimental to the employees and the business. In 2019, the World Health Organization added burnout to its list of diseases, calling it an “occupational phenomenon.” Not only does it lead to lower productivity and missed workdays, it is the leading cause of resignation. You certainly don’t want to have to go through the costly hiring process to replace valued employees. Instead of over-utilizing team members, hire additional qualified employees to handle some of the work or eliminate tasks.
Automate Processes
Sometimes companies pay employees to do repetitive, tedious tasks when instead, they could utilize software to automate those processes. For instance, imagine that you are paying a human resources manager to physically review resumes for open roles. Not only is this a long, drawn-out process, but it lends itself to bias and personal opinion. Finding the right employee should be a repeatable process that doesn’t take into consideration things such as race, gender, or nationality. There are plenty of automated application systems available that are scalable for any business size.
Automation will free up employees to do tasks that make better use of their skills and time. Additionally, automation reduces the time it takes to complete certain tasks, speeding up workflow and allowing for faster decision-making. Think about your HR manager. Suppose they get 100 resumes for a single open position. Imagine it takes them five minutes to review each resume. It would take them over a full work day just to do an initial read-through of each applicant. An automated system, on the other hand, can sort through and prioritize resumes in a matter of seconds.
By automating repetitive and time-consuming tasks, employees are now able to utilize creativity, critical thinking, and problem-solving skills. Whether it’s automating data entry, email marketing campaigns, or inventory management, taking advantage of software solutions can reduce errors and improve morale. Employees are no longer stuck doing uninteresting or tedious tasks and instead can meaningfully contribute to the success of the company.
Efficiency in Business
Efficiency is not a destination but a journey, requiring continuous evaluation, adaptation, and improvement. By following these strategies, businesses can drive efficiency in their operations and position themselves for sustained success. Embracing these tips not only enhances productivity and profitability but also fosters innovation, resilience, and competitiveness.
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