Tag Archive for: Information Technology

5 Tips to Help You Streamline Your Business Operations

Smooth operations are crucial to successful business practices. As businesses grow in both size and complexity, it can be easy to get lost in the minutiae of operations. Thankfully, today there are more tools than ever before to help you simplify your business processes and keep your team on track.

Here are 5 ways to help you do just that.

1. Standardise communication

It will complicate any business if your employees are not on the same page. Confusion can lead to mistakes and disappointed clients. Avoid these problems by setting communication standards. If you want all client communications to go through email so there is a record for the team, make that a policy. Try chat programs like Skype for Business for internal communications. The easy-to-use program will let your team easily share thoughts on one forum.

2. Take advantage of shared drives

This could be a Microsoft OneDrive, internal shared drive or other cloud platform. The important part is that team members have access to shared documents. These could be used for reference materials or to collaborate on a document. Store items like employee policies, best practice procedures, and any reference materials here. Make sure that everyone knows how to access these drives so that they can benefit from the shared knowledge. If you are afraid of anyone making unauthorized changes, just lock down your documents before posting.

3. Try workflow software

Many companies struggle with coordinating tasks efficiently. Post-It notes and jotted lists can only get you so far. If you’re having trouble jugging your team’s to-do lists, think about using a workflow software. Entry level options like Trello or Asana have free entry level subscriptions that can help you get your feet wet. You can use these tools to make to-do lists, assign tasks, share documents, or brainstorm projects.

4. Outsource payroll

Payroll is time consuming and complicated. Payroll specialists must navigate finances, personal data, security concerns, and tax procedures. If your operations are bogged down in payroll paperwork, consider outsourcing these tasks to a payroll company. These companies are experts at payroll matters and can really help lighten your load. They understand the security requirements, tax processes, and government regulations and give your team the space to focus on more strategic matters.

5. Boost your email campaigns

If you’re gathering customer data, chances are you have some email addresses. Your weekly newsletters or periodic email updates may not be making the most of this marketing stream. Services like MailChimp can automate your email marketing process, saving your team time and energy. It can also optimize the process so that your materials target customers at strategic times.

8 Things Really Efficient Companies Do

Most everyone would like to be more efficient. Just think, you would spend less time doing the things that you don’t enjoy and more on the things that bring satisfaction, happiness and profit. Some people are actually very adept at efficiency.  They manage every manageable moment so they have more time for themselves to do the things they love. Here are eight techniques efficient people use to gain that freedom.

1. Stop Multitasking

Many people fool themselves into thinking they are good at multitasking. But actually very few can solidly focus on more than 1 or two tasks, particularly if they require focus and depth.  They fool themselves into believing they are getting more done when in reality they are accomplishing less and the quality of the work is poor. Really efficient people know that concentrated effort with few distractions leads to better work product in faster times. Otherwise the work may not be up to par, which means wasting even more time and energy going back to fix the mistakes.

2. Delegate

So much productivity is lost when people take on more than they can accomplish. Don’t be inspired by CEOs and leaders who overload their schedules and burn the midnight oil. Really efficient people are extremely good at delegating tasks to others who will perform them better. When you know how to break down a task and empower others to contribute effort, you can choose the tasks most suited for you and crank through them in record time without distraction.

3. Use Appropriate Communication

Poor communication is a huge time-waster. A fast email transmitting bad instructions or an offensive attitude can end up adding many unnecessary hours to a project. The masters of efficiency take a little extra time to think through their communication in the beginning. They consider their objectives when deciding to get on the phone. They craft their emails with purpose using the exact language necessary to get the desired effect.  It takes a little more time at the beginning but can actually shave days from a project.

4. Apply Structure to the Schedule

With all the available scheduling and productivity tools you would think more people would feel they have a handle on their schedule. And yet often people feel their schedule drives them instead of the other way around. Efficiency fanatics create standard routines in their schedule so they can achieve a disciplined approach and be ready for the important events. The more you control the calendar, the easier it is to make room for the unexpected.

5. Give Everything a Proper Place

A lot of time is wasted chasing down lost items. Keys, pens and clothing hunts can cause distraction and frustration, especially when you have something important to do or somewhere important to be. People get really efficient from being organized. Establish a home for all the items you have.  Factories that practice LEAN create common homes for necessary tools of the trade. You can do the same. Organize clothes, papers and electronics in a way that you can easily find what you are looking for.  It may take you a few extra minutes to put things away but you’ll save a ton of time and irritation from having to search for what’s important.

6. Time Activities

Do you really know how much time you spend productively versus how much time you waste? I often know that I am talking on the phone with someone who takes efficiency seriously because they tell me when the call is almost over. Efficient people set a time for each of their tasks and work to keep the schedule. Try logging your time on conversations and activities for a week.  Then spend the next week setting specific times for similar activities and work to reduce the times with similar output.  You’ll be pleasantly surprised at the gains.

7. Commit to Downtime

Tired and overworked people don’t perform well. People pleasers will sacrifice their own downtime thinking they are benefitting others, but in truth they detract from productivity. Really efficient people make sure they get rest and recuperation so they can perform at their peak. Since one amazing employee can do the work of three average employees, best to let the team rest up and be top performers.

8. Plan Projects

Effort is often wasted when people don’t have a clear path to success. Impatience is the direct enemy of efficiency. Really efficient people know they must take the time to research and break down a project into basic steps in order to achieve success consistently. Yes, planning takes a little time. But considering the challenges, process and responsibilities in advance will make for clear direction with the team. With good communication everyone can move confidently and efficiently to achieve all the objectives in record time.