Easy and simple are two concepts that are never too far away from each other, they sound like the same thing, but when applied to your office – their difference becomes more obvious because simplification isn’t easy (just like the plan to streamline your office).
Streamline Your Office In 5 Oh-So-Basic Steps | New Workplace, Is That You?
Having to implement new technology and new concepts may look like a mountain to climb, but once you’re at the top, it will become easy and your journey to achieve more simplicity will be marked with the small victories that fuelled your ambition to get to the top.
1. Analyze Your Current Process!
Make a list of departments and processes that make your business operate on a daily basis. Break everything down into its base function and form; strip back all the peripheral amendments that have been included over the years. Not only do processes need to be scrutinized, but the staff and their roles are vital as well. Both staff and the other existing over-complications often fall victim to the same ambiguity over time and become woven throughout your current model.
2. Automate The Workflow!
“The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency” – Bill Gates. Automation can seem like a big step, but if the ROI is projected favorable, then it makes more sense to go this route. Upgrading your software systems will be a major consideration here, whereas taking a Brother subscription-based printing solution, would be the easiest decision made as the benefits of convenience are too great to ignore – refresh the way you print.
3. Don’t Be Afraid To Copy!
Do a lot of research; gather articles about how other companies successfully implemented changes to their processes and flow; get your staff to talk to their friends and have them learn from them and bring that knowledge back into your workplace. Emulation and adaption go hand in hand in the generation of momentum.
4. Define And Prioritize!
Each division of your company should know how it best operates in integrates with the company as a whole; have each division head consult with their colleagues and compile a list of roles and definitions within that division. Once defined, it will be easier to prioritize the functions of that department and how they will interact with the rest of the company. Further to this, the ranking of the functions will lead to a more ordered way of carrying out the major tasks and further down the list, the daily functions.
5. Be Flexible In Your New Structure!
You’re now back to basics and have a plan for growth and expansion. In order to get you back to the same level, you were before the change, make sure you don’t repeat your mistakes of the past. But if you’re aware of which ones were negative and which ones were positive, some flexibility should be exercised when formulating this plan, using the positive aspects of the old that ‘just worked’.