Working Efficiently
An employee working in office | Image credit: Twenty20

4 Ways to improve efficiency in business

Author at TechGenyz Contributor

Efficiency is a must for every business that wants success. There are several ways that you can use to increase efficiency when your business is on the verge of slipping into chaos. Unfortunately, running a business is not easy. You might not even know where to start to get your business back to order.

In this post, we will focus on some of the things that you can do to streamline your business. Before you start implementing changes, remember to evaluate the impact every change will have on your clients, suppliers, business partners, and employees.

1. Automate whatever task you can

Automating monotonous tasks is not just for luxury. It is a must for every business that is in a competitive environment. It can help save employees time and energy. That gives them time to work on more productive tasks that require a human touch and critical thinking. Implementing automation can be pricier in the beginning, but it can help you cut costs and increase business efficiency in the long run.

2. Use a document management system

In today’s wired world, businesses of all sizes need to keep all their records and documents well organized. That makes it easy to locate a business record even if you are looking for it years after its creation. It helps avoid the embarrassment of not being able to find a file or document as quickly as possible.

To keep your business records and other documents well organized so that you can locate and access them without wasting a lot of time and energy, you need a document management system. A document management system can help you store and organize all your business records and other documents.

It will make it easy for you to locate a specific document when you need it to avoid the embarrassment of having to keep a customer on a call and take too long to locate a relevant invoice or any other document. It can be more embarrassing if you fail to find the relevant invoice even after keeping the customer on call for several minutes.

Apart from storing documents locally on your desktops and laptops, there is also the need to have a backup plan. Disasters happen, and they can make you lose all your business records if you don’t have a backup.

There are computer-generated disasters like hard drive failure and natural disasters like floods, earthquakes, tornadoes, and hurricanes that can destroy your business records and other data. Backing up your business data on a CD, flash disk, external hard disk, or any other hard drive is not enough. You need a cloud backup for your business to be safe.

The need to share business records and other documents between employees is the other reason why every business needs a document management system. Employees in the same office can share documents using a network-attached storage device or a file server.

If the employees are not in the same office, they have to first store documents in the cloud and then assign access permissions. That can result in a file management nightmare when the employees have some documents stored locally while others are in the cloud. LogicalDOC makes it easy to manage documents that are locally stored and those that are on the cloud.

3. Outsource

Corporates and small businesses can reap the benefits of outsourcing. There are so many reasons why you should outsource various business functions. Some of these benefits include access to skilled resources, increased efficiency, cost advantages, time zone advantage, and faster and better services.

You can outsource to increase efficiency in your business. When you outsource some of your business needs to outsourcing partners such as Grow Your Staff, you get a chance to work with industry professionals that will bring years of experience. These professionals will do a better job with their knowledge and understanding of the industry. That will end up increasing the efficiency and productivity of your company.

4. Make communication easy (open communication in the workplace)

You can make communication easy by encouraging open communication and face-to-face chat. Sending a chat message or an email to a co-worker seems like it is the most efficient way to get an answer.

That is not always the fact. Many people take long before reading emails and chats. Face-to-face communication creates a steady flow of information that speeds up the process of answering a question, solving a problem, and getting clarification.

Encourage your employees to use Skype, Google Chat, or any other online communication tool when they want to shoot over a quick message to their colleagues. A problem that requires a 30-message-long email thread for it to be solved can be solved in a 5-minute face-to-face chat. That makes your business more efficient because you will save employees time and get problems solved faster.