When you’re running your own business, it’s extremely hard to streamline processes to be more efficient. It’s complex to run a business and you may not know where to begin to make sure that things are in order. If you don’t ensure efficiency, you’re soon going to feel like your workplace is spiraling into chaos.
It doesn’t have to be this way. There are tools and strategies out there to help you with streamlining your business to increase productivity. These can have a positive impact on your bottom line as well as your employees, your suppliers and your customers. From artificial intelligence tools to bringing in outsourced workers, there are plenty of options when it comes to streamlining. With that in mind, we’ve put together a list of the foundational methods of ensuring operational efficacy.
Start by reducing paper. One of the first and fastest ways to streamline mundane processes in your business is to stop examining the physical paper (over)flow and start looking at how it can be made digital instead. Paperwork piles up quickly and folders of paper can lead to unnecessary delays in a range of areas.
If you can convert your paperwork into digital files, you’re going to be able to keep a timestamped paper trail while also ensuring that you are able to fulfill the needs of your clients and your customers better. It generally feels like information overload to have paperwork everywhere. So wherever possible, switch to digital files that you can store online and back up securely. Document generation and management systems are far easier to deal with compared to the filing cabinet and storage boxes that may be cluttering your office space.
Actively look at ways of saving money. Did you know that United Airlines managed to save $290,000 in annual fuel costs by simply printing its inflight magazine on lighter paper (this genius move cut a mere 1 ounce of weight from each magazine)?
Now think of just one small way you can reduce business costs – take a look at your company’s cell phone charges, for example. Competition in the mobile phone market is fierce, and it’s even more so if you’re a business customer. There are so many deals out there that you can shop around to save some cash, and reducing your charges in this area is going to help you to streamline your finances. This may not feel like a way of streamlining your business, but it’s a great segue if you’re looking to make tidy up from all angles.
Create a strategy to empower your employees. The people that are on the frontline of your business are bound to know their jobs better than anyone, and without those employees, your business is not going to be able to propel itself forward. Your top employees who have been with your company for a long time are likely to understand your business processes thoroughly.
By empowering your employees to the best of your ability, you’ll be able to ensure that they won’t be looking elsewhere for a new job. This goes beyond motivational talks, empathetically listening to grievances and attempting to foster a great work culture. You also have to put your money where you mouth is. There are many companies that foot the bill for additional degrees or diplomas for their key employees. Adding relevant skills to their portfolio helps employees develop self confidence and do their job better.
A combination of happy employees and low worker turnover is the key to running your business like a well-oiled machine.
Consolidate your software options. In this day and age, it pays to be tech-savvy. If you’ve got fragmented software options to cover different areas of your business when your operations can be carried out in a simpler manner, it’s time to take a look at what you’re investing in and start cutting down. It’s like choosing not to watch cable TV, but then paying for five different streaming sites. Are you really going to pay for Netflix if you’ve also got HBO Max?
Consolidating the software you use for business is much the same. If you have somebody who’s doing inventory control and you have somebody else keying data from one system to another, you should see whether or not you need an integrated software platform across the board. From your manufacturing to your finances, there are so many different integrated packages available today that can meet the needs of your business in a streamlined manner.
Look at outsourcing. Outsourcing non-core tasks, such as customer service, can allow any business, big or small, to focus on its primary offerings and enhance overall productivity. For example, a budding online retail company may outsource its customer support to a specialized firm, ensuring high-quality service round the clock without the need to manage a full-time team in-house.
This kind of shift not only cuts down on operational costs but also frees up the business owner’s time to concentrate on strategic growth and product development. Additionally, outsourcing IT services can provide small businesses with access to cutting-edge technology and expertise, enabling them to stay competitive without the significant investment required to maintain an IT department.
Outline clear goals. Outlining measurable goals is one of the basic tenets of organizational efficiency. Without clear goals, a business may face directionless efforts, inefficiency, and wasted resources, hindering its progress and success. Outlining clear goals provides a business with a focused direction, ensuring that every effort and resource is aligned towards achieving specific objectives.
This clarity helps in prioritizing tasks, eliminating unnecessary activities, and optimizing resources, leading to more efficient and streamlined processes. Moreover, clear goals enable you and your teams to measure progress effectively, quickly identify areas for improvement, and adjust strategies accordingly, enhancing overall operational efficiency.
Don’t view the whole picture from a single perspective. If you want to streamline the way things are done at your company, you need to stop looking at your business from your sole perspective and start looking at it from somebody else’s POV. A slight change of perspective can help you to pinpoint any bottlenecks and inefficiencies you may not have noticed before. If it’s within you budget, you could hire somebody else (a consultant) to do this for you and give you some constructive feedback on the way that the business is being run. This will help you to determine where you need to tidy up.
