To any business, there is nothing more important than its employees. If the employees are happy, the venture’s productivity automatically increases. Making a small change in a company’s culture will drastically improve productivity levels and office efficiency. This makes it possible to get quality work done within a short period. It also effectively reduces the time spent on unnecessary tasks.
That said, below are some of the key practices that can help any firm maximize its productivity.
Begin by evaluating how the business currently operates and have an open mind to the potential of changing the way operations run. To achieve this, look at the business from a potential investor’s point of view. There could be several areas of inefficiencies that can be transformed to achieve a less costly operation that is more efficient.
A good practice is automating a lot of redundant tasks using modern technology and software. Some perfect examples include;
Rubberstamp – this is a procure to pay system that automates the process of acquiring resources, managing invoices, billings and payments. Having this system seals all fund leakage loopholes and saves on budget overshoot. It also eliminates the common account’s complex paper trails.
Marketo – this software automates all the company’s marketing activities. It works with email platforms, social media, in-app messages and push notifications to notch a company’s marketing communication. Besides providing a complete CRM solution, it also provides a detailed analytics solution that enables you to review the company’s digital marketing performance.
Logentries – as the name suggests, this software aggregates all the company’s data and logs in one integrated cloud, regardless of its size, format, infrastructure or volume. The tool provides maximum data security especially with system failures, changes or breaks.
To be efficient, brainstorm with your staff if there is a way they can structure their day to enable them to achieve daily goals with ease. Besides, provide them with a plan and encourage each to make a schedule that ensures they complete prioritized tasks on time.
Develop Flexible Work Schedules
Unbelievably, inflexible working schedule is the number one cause of employee absenteeism. With current technology and advancements, it doesn’t matter if your employee sits physically in the office or works remotely from home. What matters is if the work gets done.
Countless research has unearthed that a significant number of employees prefer working from the comfort of their homes. This not only improves motivation levels but also enable the employee to get the work done. However, if your business cannot accommodate remote working, allow flexible working hours such as allowing an 8/9 hours working window instead of a fixed schedule.
Delegation in any business is a common procedure. Despite coming with some elements of risk, increasing employee responsibility is good for improving their morale and job satisfaction. Therefore, delegate some tasks to qualified employees with proven track record and success in the same field.
Doing this gives your employees a chance to gain vital skills and leadership experience brought forth by the responsibility. The result is that the company will benefit from employee motivation as employees gain a sense of success and direction towards the company goals.
Have the right tools and equipment
Your workers will certainly be stressed out if they have to work lacking vital tools and equipment. Providing them with the right tools is important as they can handle their tasks efficiently in a short period. For instance, there is nothing stressful and counterproductive than spending a lot of time printing paperwork due to the lack of a fast printing device.
Employing modern programs coupled with high-quality equipment makes a significant difference not only to the workforce but also to the perception of the company. You should also try modern equipment that combines several tasks. For instance, for printing, scanning, faxing and copying tasks, get an MFP. If you promote your business on Twitter, look into auto-retweet tools to help streamline the process.
Practice Positive Reinforcement
As a manager, always encourage, reward and motivate. Give credit where it’s due, praise your employees if they are doing a good job and give constructive criticism. Additionally, you should offer incentives for a job well done such as a free holiday, coffee takeout or any other form.
Incentives to employees are a virtual pat on the back. It is a direct tangible way of recognizing an employee’s effort and rewarding the person for quality work and performance. Performance-based rewards motivate the employee to work harder.
By doing this, you will be laying out open the success of the employee, which cultivates some sense of fulfilment that motivates others. Motivating employees to put in more work, which in turn earns them rewards, will lead to increased productivity.
For a company to work in harmony, there are 3 Cs that a manager should observe. This is a methodology for scheduling and distributing work. They 3 Cs include;
- Creative – ensure your employee’s creative potential and mental aptitude are at par.
- Collaborative – maximum productivity requires collaboration from various departments. Members should brainstorm, engage in discussions and meetings.
- Connective – this is the human desire to remain connected and social with other employees. Your workplace should have areas for such activities.
Streamlining the activities of different departments eliminate bottlenecks within the company. This creates an effective management process.
Improve Workplace Conditions
When it comes to workplace conditions, there are a lot of things to consider. Ranging from the furniture, spacing, room temperatures, noise and breaks, you should tweak all to ensure maximum employee productivity.
As for the room temperatures, for instance, an extra hot or cold working area reduces concentration as employees will spend much time getting their coats or switching the fan on. As such, ensure that both the heating and air conditioning systems are in good working conditions for relevant seasons.
Showing your employees that the company, respects, appreciates and value their input is often overlooked. Unfortunately, since employees determine the productivity of a company, unsatisfied employees will lower productivity. If you want your employees to give the best of their ability, try a few of the key practices mentioned above.