How to improve your workplace efficency

author Kerensa Johnson, January 26, 2017

There is a lot to be said for an efficient and effective workplace. In fact, there’s a saying that goes – ‘efficiency is doing things right, effectiveness is doing the right things’. In the workplace, trying to establish systems that allow for both will help to improve employee satisfaction, boost sales, save time and cut costs. It’s necessary to success.

But how can you go about creating an improved, streamlined workplace? Here are some top tips to keep in mind:

Finding ways to collaborate is key

Encouraging your staff to collaborate with each other where possible and to work in teams is key. Working together for the greater good means people spend less time paying attention to interests that solely benefit them and start to think about the company as a whole instead.

Using collaboration software is a great way to manage this, and also means each individual is able to highlight their role within a task. They’re also able to keep on track with work that has already been done so that time isn’t wasted repeating it.

It additionally enables staff to collaborate with each other remotely, without ever having to be in the same room. This can help you save costs as it means you aren’t shelling out for expensive rents, utility bills and maintenance if staff don’t need to be in the office.

Invest in your staff

If you want to improve the functioning of your workplace, the first place to look is at the people you employ. Chances are you spent a lot of time searching for qualified, suitable candidates.

However, techniques are always changing and industries are always advancing. There is always more to be learnt, and investing in your staff through additional training will help boost sales and efficiency in the long run.

This doesn’t necessarily mean they have to be out of the office for weeks on end. Using e-learning, training and courses software means they can build and develop their skills remotely and continue coming into the office for this.

It also means you can train staff in bulk and save on their expenses too as they won’t need to spend lots of time away. In equipping them with new skills, you are showing your loyalty to them and creating a positive working environment. You are also giving them confidence in their abilities and allowing them space to grow as individuals.

Communication is key

A workplace requires positive communication in order to be successful. This can be achieved through an internal intranet system, as well as a project management platform. Ideas, information and data can be easily shared and accessed. Deadlines can be set and when they aren’t met, it is possible for them to be quickly and easily flagged.

Efficient and strong communication can also be achieved through corporate social networking (in an intranet software context), which allows staff to easily vocalise their needs and concerns. A digital workplace may seem daunting for those who are used to handling everything offline, but there is no doubt it is the future for successful operations. With everything in one place, it’s much easier to stay organised and on top of each task.

Protect your information

Your data is absolutely vital to your company and being able to protect it is key. Investing in extra security for your intranet and extranet will help to prevent hackers from taking control of your workplace, stealing information or affecting your customer service.

Keep your files in order

It sounds quite obvious saying ‘stay organised’. Yet so often, in the madness of work, it becomes easy for files to pile up, invoices to get stored out of chronological order or documents to get misplaced.

Keeping everything together using document management software is particularly key; not only does it ensure you stay organised, but it also means you have backed up files that can be accessed remotely. This is also important as, should any huge incident occur, such as a flood or fire, it would have a significant impact if your files and information were irrevocably damaged.

Introduce processes

When it comes to your workplace, chances are everyone knows what their job role is and what is required of them. They have their own ways of doing their tasks and getting everything done. However, it can make it challenging when they’re off sick and cover is needed or when someone new fills the role; taking over isn’t always a straightforward process.

Taking the time to write out the processes for your workplace, introducing standard procedures and making a note for every job that needs doing will help to ensure the company runs smoothly. Communicate with staff, find out their day-to-day tasks and how they go about handling them.

It will also make it possible to see where time can be saved from jobs being duplicated or where gaps need filling. It will likewise make it easier to see where staff can help to assist each other in busy times or with particularly challenging jobs.

Get in touch

If you’re interested in finding out more about improving your workplace and the various management platforms that can assist you in doing this, contact us today.