21 October 2021

9 Great Ways to Improve Workflow in Office

by Sneha
9 Great Ways to Improve Workflow in Office

Work flow is a complex thing, and it can be really hard to manage when you're trying to juggle multiple projects and clients. There's always too many interruptions and distractions that turn into missed deadlines and disappointed clients.

You're sick of the slow, inefficient workflow in your company. Meetings take forever and tasks are left not-so-creatively half-finished. Every day, employees waste hours of time on tasks that could be done much more quickly. Meetings are long and often don't produce anything worthwhile. That's not to mention all the time involved with back and forth communication, emails, phone calls, and so on…

Here are 9 great ways to help you turn your office into a more efficient place. Let's dive in!

1. Tackle difficult tasks first

Doing all the tasks simultaneously can prove to be challenging. So it's important to prioritize and sort your tasks by deadlines and level of difficulty. The more difficult tasks often require the most revision to ensure that they are aligned with what needs to be done for them to succeed. Doing the most difficult tasks first will allow you to focus on smaller, less difficult tasks later. 

 If a task appears to be overwhelming, doing it first will help calm your mind and decrease the feeling of being overloaded by multiple tasks. Place the most critical projects at the top of your to-do list, then cross them off as you finish them. 

2. Review & Revise Existing Processes

If you want to improve your processes, you should consider reviewing and analysing your existing workflow process. Improving efficiency and accuracy as well as reducing instances of human error is the ultimate goal of every process improvement initiative. 

Take feedback from your employees on the current processes and identify the area of improvement together. To ensure proper work allocation and resource utilization, the roles and responsibilities must be analyzed thoroughly. 

3. Prioritize Projects Based On Importance

Once you finalize your SOPs and workflows, you should then consider sorting the projects based on its priority and urgency.  This involves breaking down each project into different tasks and assigning them to the concerned resource. To keep track of the projects that your staff are working on, you should utilise the right tools and software.

4. Assign Resources to Specific Tasks

To get the most out of your resources, assign certain employees to specific tasks. People with particular skill sets should be used whenever possible to keep them productive. Employees are less likely to put out effort when they're not given different assignments that challenge them. In order to avoid this you should understand the capabilities of each employee to assign tasks specific to their skillset. 

5. Make Use of Automation Tools

Automation tools are hands down one of the best methods to automate your workflow processes. The more automated your workflow becomes, the more efficient and profitable your business will be. To avoid potential issues, the tools must operate jointly and smoothly. 

With the right tools you can automate time clocks, payroll information and customize the workflow management the way you want.

6. Conduct Training Regularly

It’s important to have proper training processes to ensure that employees do their job effectively. Employees who are given on the job training are more likely to be engaged and satisfied with their work. They will feel more at ease and less frightened by their task once they are thoroughly trained. 

On the job training is a crucial part of any employee-training program. Employers should invest in this option as it maximizes employees' time learning and increases their future value to the company.

7. Avoid multitasking

Multitasking may seem like a quick way to get things done, but the truth is that it takes up more time than doing tasks one by one. Studies have shown that people who multitask are less productive and they also report more stress, anxiety, and lower levels of happiness than those who focus on one task.

The problem is that every time you switch between tasks, it slows down your productivity and affects your workflow.

8. Improve Communication

Communication is important to improve productivity of the employees. You need to communicate the tasks assigned and the expectations to your resources properly. If your employees do not understand the tasks assigned to them, they will not be able to perform the tasks properly and fulfill the goals set by you.

9. Encourage taking regular breaks

Employees should be given regular breaks to improve the workflow and ability to focus on complex tasks. Dedicated intervals can help employees to forget about work for a brief period and clear their minds. They'll be more likely to concentrate and complete tasks at a higher speed after taking a break to cool off.

Further Reading:
Workspace Alterations to Boost Productivity

Everything You Need To Know About Employee Retention

Fun Games to Play in Office on Fridays