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8 Ways to Improve Your Company’s Efficiency

8 Ways to Improve Your Company’s Efficiency

It’s safe to say that every company out there wants to run their offices as efficiently as possible. That is, the idea is to offer the most and best products and services at the lowest cost. One mistake commonly made by administrators is to confuse quality with quantity.

Whether you’ve been faced with the task of improving a company’s overall efficiency, or if you just want to see where you can improve, the following tips will surely help. Here are several ways to streamline any company’s efficiency while improving quality.

1. Promote a Culture of Open Communication

Promote a Culture of Open Communication

    If your company has implemented an “open door policy,” you’re already pointed in the right direction. This is a great start, but think about taking it a step further. Too often, “open door policies” end up being hollow, rarely-used entries in employee handbooks. These are typically skimmed at best on the first day on the job. Create a culture of true open communication, and productivity will improve as a result of a more positive office morale.

    Encourage communication, collaboration, and feedback between departments, as well as between management and staff. This will liven up the stream of ideas, resulting in a more productive team overall.

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    2. Implement Smart Mobile Devices

    Implement Smart Mobile Devices

      Smartphones, tablets, and other smart devices are an exceptionally effective step toward enhancing productivity. Provide sales staff with smartphones to help them keep in touch with the office via phone and emails while out on sales calls. Tablets give them the ability to create and modify presentations on the go, and there are countless apps available on both these devices that are designed to improve productivity by helping to combine and prioritize tasks.

      When you implement a smart mobile device management system, you will put your company on the fast track toward more effective procedures. This will (in turn) bring a better-quality experience for clients and employees alike, resulting in a stronger bottom line.

      3. Embrace Feedback

      Your employees have opinions. Encourage the entire company to embrace feedback, both positive and negative by creating an outlet for it. It’s a good idea to designate a general hub in the building for staff to communicate and make suggestions about the company. Many choose to do this through a specific website centered around human resource issues, serving as a one-stop-shop for work-related issues and updates.

      For startup companies and small businesses, a more personal — and affordable — approach to this is to hold weekly or monthly meetings to share ideas. You could also use a bulletin board in a central part of the office as a place to share ideas.

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      4. Get a Technology Update

      Get a Technology Update

        Take a look around your main office space. Are your employees typing on 10-year-old monitors connected to antiquated computers? It will undoubtedly seem like a major cost at first glance, but updating employee computers and software periodically is an absolute must. Considering the most basic factor of productivity is speed, equipping office computers with the most efficiently run software and hardware should be the first thing you improve.

        You may be able to get by with a simple hard drive upgrade or RAM boost, but those computers will need regular maintenance, and some in-depth attention every few years. If it has been more than six, it’s time to upgrade the system entirely.

        5. Consult Ergonomic Standards

        Consult Ergonomic Standards

          Have you analyzed employee workspaces for ergonomic standards? It will certainly be in your best interests to brush up on ergonomic standards, and to educate staff on the basics. Bring in a professional and hold a seminar to fill them in on standards. If that’s not in the budget, educate yourself on the key points, and make sure the lifeblood of your company are taken care of in this aspect.

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          Supply staff with office equipment that comply with these standards, such as chairs, foot rests, and keyboards. Don’t look at this as an expense; rather, it’s an investment that will likely yield profitable returns through enhanced employee productivity and lowered worker’s compensation claims.

          6. Streamline Social Media Marketing Efforts

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            Social media is proving to be one of the most viable marketing tools available these days. It’s most certainly a hot topic, and one that isn’t to be ignored. Utilizing these platforms to promote your business is extremely important, but really shouldn’t be a major time concern. A few hours spread out each week ought to be enough to adequately keep up social media accounts for the average company.

            Do yourself a favor and urge your social media coordinator to utilize streamlining apps like HootSuite, Sprout Social and MarketMeSuite. These programs combine social network accounts onto one convenient dashboard, making it easier to control and post to each in a timely manner.

            7. Analyze Employee Processes

            Take a poll of your current employees to gauge their overall efficiency. Have direct supervisors spend an hour or so with each department to determine how each team handles individual tasks. Then meet with these supervisors to compare notes, and discuss whether there is a faster, more efficient way of doing things.

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            This activity will be greatly enhanced by the increased communication practices mentioned earlier. When everyone collaborates like this, more work gets done. As an added bonus, there is a bigger sense of ownership when employees are able to take part in modifying procedures.

            8. Set Achievable Goals

            Once all of these tweaks and changes are made, it’s time to set some realistic goals. Set over-arching, broad goals for the entire company, and then work with department heads to decide which goals to set for each department, and finally, for each employee.

            Setting realistic, tangible goals this way will provide much-needed motivation. To bring this whole process full circle, once these goals are met, plan a company-wide activity such as a potluck, where everyone can relax and enjoy each other’s company, while celebrating their success.

            The task of improving a company’s efficiency can certainly be a daunting one. Don’t be intimidated by the enormity of the situation. Rather, consider this a chance to make your company one that anyone would want to work for, and make it more efficient at the same time.

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            Last Updated on March 29, 2021

            5 Types of Horrible Bosses and How to Beat Them All

            5 Types of Horrible Bosses and How to Beat Them All

            When I left university I took a job immediately, I had been lucky as I had spent a year earning almost nothing as an intern so I was offered a role. On my first day I found that I had not been allocated a desk, there was no one to greet me so I was left for some hours ignored. I happened to snipe about this to another employee at the coffee machine two things happened. The first was that the person I had complained to was my new manager’s wife, and the second was, in his own words, ‘that he would come down on me like a ton of bricks if I crossed him…’

            What a great start to a job! I had moved to a new city, and had been at work for less than a morning when I had my first run in with the first style of bad manager. I didn’t stay long enough to find out what Mr Agressive would do next. Bad managers are a major issue. Research from Approved Index shows that more than four in ten employees (42%) state that they have previously quit a job because of a bad manager.

            The Dream Type Of Manager

            My best manager was a total opposite. A man who had been the head of the UK tax system and was working his retirement running a company I was a very junior and green employee for. I made a stupid mistake, one which cost a lot of time and money and I felt I was going to be sacked without doubt.

            I was nervous, beating myself up about what I had done, what would happen. At the end of the day I was called to his office, he had made me wait and I had spent that day talking to other employees, trying to understand where I had gone wrong. It had been a simple mistyped line of code which sent a massive print job out totally wrong. I learn how I should have done it and I fretted.

            My boss asked me to step into his office, he asked me to sit down. “Do you know what you did?” I babbled, yes, I had been stupid, I had not double-checked or asked for advice when I was doing something I had not really understood. It was totally my fault. He paused. “Will you do that again?” Of course I told him I would not, I would always double check, ask for help and not try to be so clever when I was not!

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            “Okay…”

            That was it. I paused and asked, should I clear my desk. He smiled. “You have learnt a valuable lesson, I can be sure that you will never make a mistake like that again. Why would I want to get rid of an employee who knows that?”

            I stayed with that company for many years, the way I was treated was a real object lesson in good management. Sadly, far too many poor managers exist out there.

            The Complete Catalogue of Bad Managers

            The Bully

            My first boss fitted into the classic bully class. This is so often the ‘old school’ management by power style. I encountered this style again in the retail sector where one manager felt the only way to get the best from staff was to bawl and yell.

            However, like so many bullies you will often find that this can be someone who either knows no better or is under stress and they are themselves running scared of the situation they have found themselves in.

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            The Invisible Boss

            This can either present itself as management from afar (usually the golf course or ‘important meetings) or just a boss who is too busy being important to deal with their staff.

            It can feel refreshing as you will often have almost total freedom with your manager taking little or no interest in your activities, however you will soon find that you also lack the support that a good manager will provide. Without direction you may feel you are doing well just to find that you are not delivering against expectations you were not told about and suddenly it is all your fault.

            The Micro Manager

            The frustration of having a manager who feels the need to be involved in everything you do. The polar opposite to the Invisible Boss you will feel that there is no trust in your work as they will want to meddle in everything you do.

            Dealing with the micro-manager can be difficult. Often their management style comes from their own insecurity. You can try confronting them, tell them that you can do your job however in many cases this will not succeed and can in fact make things worse.

            The Over Promoted Boss

            The Over promoted boss categorises someone who has no idea. They have found themselves in a management position through service, family or some corporate mystery. They are people who are not only highly unqualified to be managers they will generally be unable to do even your job.

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            You can find yourself persistently frustrated by the situation you are in, however it can seem impossible to get out without handing over your resignation.

            The Credit Stealer

            The credit stealer is the boss who will never publically acknowledge the work you do. You will put in the extra hours working on a project and you know that, in the ‘big meeting’ it will be your credit stealing boss who will take all of the credit!

            Again it is demoralising, you see all of the credit for your labour being stolen and this can often lead to good employees looking for new careers.

            3 Essential Ways to Work (Cope) with Bad Managers

            Whatever type of bad boss you have there are certain things that you can do to ensure that you get the recognition and protection you require to not only remain sane but to also build your career.

            1. Keep evidence

            Whether it is incidents with the bully or examples of projects you have completed with the credit stealer you will always be well served to keep notes and supporting evidence for projects you are working on.

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            Buy your own notebook and ensure that you are always making notes, it becomes a habit and a very useful one as you have a constant reminder as well as somewhere to explore ideas.

            Importantly, if you do have to go to HR or stand-up for yourself you will have clear records! Also, don’t always trust that corporate servers or emails will always be available or not tampered with. Keep your own content.

            2. Hold regular meetings

            Ensure that you make time for regular meetings with your boss. This is especially useful for the over-promoted or the invisible boss to allow you to ‘manage upwards’. Take charge where you can to set your objectives and use these meetings to set clear objectives and document the status of your work.

            3. Stand your ground, but be ready to jump…

            Remember that you don’t have to put up with poor management. If you have issues you should face them with your boss, maybe they do not know that they are coming across in a bad way.

            However, be ready to recognise if the situation is not going to change. If that is the case, keep your head down and get working on polishing your CV! If it isn’t working, there will be something better out there for you!

            Good luck!

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