Being efficient means achieving maximum productivity with minimum wasted effort. In business, being efficient is extremely important. Efficiency is the key to optimizing your business and getting the most out of it. If you are looking for smart ways to increase your business’s efficiency, here’s more.
Get external help
There is no shame in seeking external help to maximize the efficiency of your business. External help will help you focus on running your business while the small tasks are dealt with by someone else.
No matter if you are in the trade business or offer beauty services, you will likely need to get products and tools delivered regularly. Whilst you are running your business, you might not want to have to worry about the delivery. Thus, a mailbox rental means someone can take in all of your deliveries for you and won’t have to worry. All you will need to do is pick them up and enjoy them.
Other examples of external help include a virtual assistant, who can work from their location and organize your meetings, respond to emails, and manage your finances. Or, you could outsource your marketing. There are many ways to receive external help, which can help maximize the efficiency of your business.
Encourage in-person interaction
Emails have made businesses more virtual. Although they are great and time-saving when you are emailing someone outside of your workplace environment, they can have the opposite effect inside the workplace. If you are spending hours emailing someone just across the room from you, then why not use your time wisely and turn that two-hour email exchange into a five-minute chat?
Sometimes email and virtual calls are useful, but not always. If you find that you, or your staff, are spending far too long on email exchanges with people in the same office, then encourage in-person interaction. Schedule a five-minute chat instead of asking multiple questions via email, for which a response might not be a priority.
Distractions whilst you’re working are a huge downfall when it comes to productivity and efficiency. Whether it is a colleague, your phone, or the clock distracting you, eliminate it from your view. With it being in your view, you can easily focus on that and lose focus on what you are doing. You can waste so much time focusing on distractions, which will increase your wasted efforts. Instead, turn those wasted efforts into useful efforts by moving those distractions.
If it helps, you could work in a separate room or from a different work spot. New scenery and surroundings might help you focus and maximize your efficiency.
Schedule short daily group meetings
A lack of communication in the workplace (between colleagues and from the boss) can lead to reduced efforts. Reduced efforts can cause people to lose focus and motivation, which is not ideal if you are trying to maximize business efficiency.
Short daily group meetings will group the staff and create a happier and healthier team spirit. It will also give people the chance to voice information or identify issues. It will keep all staff up-to-date and work more productively by continuing with their good efforts or working on weak areas.
A group meeting gives people the chance to voice concerns too, which is ideal if you feel that an issue is holding you back from performing at your best.
Work on one task at a time
When you have a jam-packed day full of different tasks, it can be easy to cross them over and try multi-tasking. Although this can sometimes work, it is not always effective. Working on multiple tasks at once can reduce your best efforts and reduce the output of your business.
Try focusing on one task at a time. Although this can be hard, with practice it will soon become a way of working. Before starting your workday, write down all tasks you need to do. List them in priority order and work down the list, one at a time. When you do this, you will be able to give your full attention to that one task.
Set time limits
On the same note as working on one task at a time, it will also be useful to set time limits. For instance, you may have a task that only needs 30 minutes of your time. If you work over this time, you are not being efficient. Therefore, setting an alarm to alert you to move on to the next task will encourage you to focus and also not waste your entire day on one task, when you should have completed multiple.
It will also be useful to set yourself time limits to not overwork yourself. It may seem like a good idea to work over your paid hours, but this can soon lead to burnout. If you burn yourself out, you will start to lose focus, feel fatigued, and not be able to maximize your time at work. Ensure you finish work at a reasonable time and get enough downtime to be the most productive and efficient when you are at work.
Ask for feedback
If you feel you are performing at your best but feels there is room for an extra push, then ask for feedback. Constructive criticism can help staff increase their focus, efficiency, and engagement at work. Without feedback, staff may not recognize their strengths and weaknesses.
There is no harm in telling someone that they are weak in a certain area of their work. It will help them work on it and optimize their efficiency. Without the feedback, staff may never know to work on that weakness, which can hinder the efficiency of the business.
For instance, if you feel that someone is spending too much time on emails when they should be spending time on face-to-face meetings, then tell them. They may not realize it and when they do, they can start dedicating more time to those meetings that will help the business.