As crisp and sturdy as your business operations seemed at the beginning of the season, you can smell a new wave of chaos in the air today: monotony, irregularity and inefficiency. Your business idea seemed perfect to you, your stakeholders, investors, and prospective employees at least a few months ago.
Today, your employees are struggling with adjustment problems that have started to affect your business operations. Your employees look up to you for the implementation and execution of a project without any complications. Right now, your business is in chaos – everybody is running to and fro, snatching their hair or perhaps walking over their glasses on purpose.
Why Streamline Business Operations
Business operations become redundant, inefficient and reek of mismanagement with time. You’d think that experience, skills and wit to handle a business operation matter in promoting smooth workflow – they do, but they aren’t the only driving factors.
Your business might need guidance in the form of core mentorship at some point, but right now, it needs a life jacket to save itself from drowning cathartically.
There are tonnes of ways that can help you understand, streamline and reinvent your business model smoothly.
Tips to Improve Business Operations
Let’s take a look at the following 7 easy tips or streamlining your business operations that are sure to rescue your team from exploding.
1. Analyze the Amount of Workflow
As a struggling company, you might be unaware of the kind of workflow your employees are going to receive and apparently complain about in a month’s time. Every business goes through a rock slide, but the ‘slide’ helps to make the ride amusing.
Analyze your work flow so that you can improve your work process and operations smoothly. Consider the following tips for analysis:
Gather Feedback from Each Department
- Go to each department of your company and talk to each department representative – that is, your employees
- Check/ask them to see how they’re handling their end of the wing
- How much work do they receive on a daily basis
- Do they have a check and balance system for the workflow or are they as oblivious as you are
- Can they handle the work irrespective of the fluctuating work load
- Are they satisfied with the amount of workload or facing troubles to work in the given situations
- How do they cater to their increased work flow? Do they spend more time at work or delegate to a third party
- What are the circumstances that are preventing your workforce from operating according to plan
Improve the Circumstances
It is important to pay attention to your employees and the work settings they’re currently in. If you want your workforce to be efficient, then you’d have to understand and leverage what your employees require for smooth workflow in your company.
After keen analysis of the circumstances that are in simple terms, ‘toxic’ for better workflow, it is necessary to take them into focus so that you can work on each one separately.
For instance, your workforce is lately becoming inefficient because the Internet doesn’t provide them with the required connectivity to streamline responses. You can improve this by providing your employees with an Internet that’s not only fast but secure.
2. Prioritize Your Workflow
Break Into Small Steps
Before you prioritize your workflow, make sure that you break it down into different steps for your team members to take notice of. Break your work process into discrete steps – and prioritize them according to their requirement of need.
Highlight the points that are necessary and mandatory for prompt action, those that might make you dependent and those that don’t match your brand ideology.
Prioritize your work flow by studying and analyzing each step. Scale each step from 1 to 10 (or alphabets) and scrutinize the importance of each process. This will help you to maintain the proper flow of a working process, allowing you work with utmost precision for better outcomes.
For instance, identify catalysts in your work and allocate them with processes that might slow your work down if done independently. This can be better illustrated by the workflow chart of IBM, given below.
Prioritize till you can take a decision about the choice of work process to follow. Make sure you start and end the assigned work process within the allotted deadline to maintain the decorum and flow at your company.
3. Encourage Documentation
Even if your memory is excellent, there is no way that you can write a code without blinking or faltering twice. Encourage documentation so that the details of each process, product and service are in black and white. This will help you to bring up the work process wherever you are without wasting time or searching for it online.
Maintain a memo or a to-do list that will help you identify our business operations for the day. Documentation will help you analyze your workflow and make a schedule to follow as well.
You can also install your phone with money tracking expenses in order to curb your spending before a paycheck arrives.
4. Automate Your Work Flow
Today, businesses want to be on the forefront of every work-flow operation. According to Jeff Hayden, automation helps to provide an edge to a business despite raging competition. This requires adequate communication through a variety of digital marketing and customer support integrated software.
Automating your work flow requires the integration and automation of data so that it is easier and simpler to track and monitor pending, assigned and accomplished work flow processes.
Designing a business workflow process is hard to leverage – it consists of complexities or complications that require better communication standards for increased understanding and productivity. For instance, ProofHub and SharePoint are two software tools that can help to analyze, prioritize and automate your work flow according to the requirements of your current business operations.
Automation helps to reduce the amount of time required in performing certain tasks that might take hours to complete. According to Laurend Simonds of Time, automation is indeed, a way to preserve time by centralizing and systemizing business operations.
5. Test and Adjust
Now that you have laid out the foundation of your entire business operations, it is time to test whether the aforementioned steps have helped you in this process or not.
- Choose a low-priority based work assignment in order to prevent risking others
- Test each step of your work flow process by designating the relevant strategies to each department
- As a team leader, your team should coordinate with you at all times. Consider testing out the automated software and keep dabs on each assignment as planned
- After the accomplishment of the process, make a thorough report with feedback from your clients and employees as well
Your report should include the following questions in addition to comparison between the execution of your work processes before and after automation.
- Was documentation at each step helpful
- Did your employees comply with the given procedure
- Was this procedure effective or minimally optimal prior to analysis and automation
- Did your employees face any troubles complying with the software at hand
Try not to jump to conclusions if your designed work process doesn’t work out the way you intended it to. Transition to new methods and systematic approaches take time. Try to understand the limiting factors of each step, and make sure you think of solutions as you go. Your report should consist of robust and sensible solutions which seem encouraging, at the very least.
Take each step into consideration and try to eliminate the mistakes in the next work project. Commit to a few test projects before taking on a major one so that you can prevent any discrepancy, liability or discouragement towards disapproval.
6. Delegate Enthusiastically
We understand that you’d want to head every business operation of your company because you can’t rely on anyone else to take matters into their hands. Also, you think that half of the people are inexperienced while the other half doesn’t pertain to your mindset.
Even if you want to establish a one-man army, you’ve to realize that delegating and outsourcing your work will help you pay attention to business operations that require your time and effort to a greater extent.
Interview professionals from core digital agencies or IT operations. See if they are better than the employees in these two departments. Ask them to write a little cover letter or an e-mail pitch when applying to analyze as to why they’re ideal for your company.
Outsource to External Teams
- Outsource your internal business operations to an external group after taking their testimony via a disclosure document
- If you’re planning to outsource eventually, try not to take the original jobs of your employees if they’re really good at it
- Consider outsourcing if your current employees have a lot of workload on their heads and you don’t have the time to train or take another set of employees under your wing
If you think that you cannot cover the cost of outsourcing to a better IT or digital marketing agency, then consider taking a loan privately from https://www.fastcapital360.com/ until your brand begins generating your desired revenue and profit.
Allocate Smart Devices
Consider allocating handheld smart devices such as tablets, iPads or smartphones to your employees for handling in-house business operations more conveniently. This will enable your employees to be on-the-go at all times, allowing smooth operations and higher responsive rates.
Program these smart devices with social media channels of your company, analytical tools, automation software and work-enabling applications such as to-do lists and access to online research libraries amidst others for the facilitation of your employees at work.
Upgrade and Predict
Keep an eye out for the latest viral trends in your niche industry. Make a list of trends that might affect your market even if they’re out of the industry. You can use these trends to depict the position of your company in the market amidst competition.
Upgrade your software system and keep on uploading your essential work files on the cloud. Predict your company’s ROI for the following year, and train your employees to meet the standards.
Train your employees to perform better with each passing day. Upgrade your customer care service center so that you can provide an enriched user experience to your clients. A thoroughly effective customer experience is one that can still pile people in droves towards its brand despite having better options in the market.
The Final Verdict
Whether or not it’s your business workflow and process that’s the root cause of these problems or vice versa as aforementioned, your major goal as a team leader is to provide support and solutions to your entire team. These solutions should be identified in order to promote efficiency, smooth work flow and prompt teamwork at the office.