Do you ever feel like you have to micro-manage your employees to make sure they’re getting their work done, or that your office could be a lot more efficient?
Automating work orders and task lists will improve productivity. Consolidating calendars, orders and so on will keep your business organized and save money. Proper planning is also key. Here are a few tips.
Pre-plan wherever you can
You may not have the whole week set out yet, but try to get all events in the schedule as soon as possible.
If you can pull up your calendar when somebody calls to make an appointment, you know instantly whether or not you’re available. It eliminates a lot of stress and time later on.
Make sure your drivers have their work schedule for the day before they set out. This will save time and money.
Your drivers can organize their day to deliver and pick up in a location once during the day, saving fuel and wear and tear on the vehicle.
In a busy office, where certain papers need certain signatures for things to get done, catching bosses and managers and staff between meetings and phone calls can be tough. Try to get everyone on a shared calendar. It’s an easy way for everyone to check who’s in what meetings when.
Out-of-office statuses when people are on leave should also be on the calendar, so should your receptionist, so they know when to take messages.
Task lists, schedules and projects
Having an online task board keeps everyone up to date and on track with projects and associated tasks. Trello manages the lot.
Tasks can be quickly assigned, and updates sent out more or less instantly. In other words, your team and stakeholders can see a task as soon as it’s assigned to them, and you can see what action they take when they update it or complete it. It allows for comments, attachments, and multiple boards allow items to be shared individually or with groups.
An efficient office has to have the right equipment at its disposal. The right equipment has to be functional, whether machinery, cars, office computers, or printers. There are many maintenance management software systems to choose from, making light work of maintenance tasks.
For example, with most software tools you get a central platform or dashboard so you’d get this for maintenance scheduling (vehicle services etc.), parts ordering, maintenance orders to staff out in the field.
Plus choose one that has an invoicing feature and mobile app, so everything is on one program, rather than several different ones requiring a lot of time and manual input.
Cloud storage and cloud sharing can solve a lot of problems.
Data loss is a big one – if something happens to one or more office computers, data is backed up. Shared folders eliminate a lot of the need for co-workers to request documents from each other. There’s also no need for constant emailing of docs. See this post on data storage.
Most companies have at least one area where they could improve efficiency. Take a look at your business and see what needs an upgrade.