Process and procedure is an important part of any business. It is part of what helps ensure continuity of work and consistency of product. But what happens when the process you thought was helping you is actually hindering your business?
Typically, when someone creates a process, they set it up based upon what they think is the best way to perform the work. The problem is that unless that person thoroughly understands the technology involved, the outcome is usually more muddled and complicated than it needs to be.
And when a process is overcomplicated, it tends to drain productivity. Suddenly, the time you had to perform a bunch of tasks is reduced down to only enough to perform one task, and productivity goes out the window (through no fault of your employees).
While it may seem out of the norm and counter intuitive, having your technology company review your existing processes, particularly the ones that rely on computer systems and other devices to be accomplished, can ultimately save your business time and money.
Here are some examples of how your technology company could help you sort out complicated procedures.
Example 1
Your CRM software allows you to print forms and contracts, but not save them to the server. When your employee needs a customer to complete a form, they must print the form, then take it to the only scanner in the office, which happens to be in your office. Once the document is scanned, they must interrupt you to have you move the file from the folder on your computer, to a place where they can access it from their computer. Then, they must go back to their desk, locate the scanned item, move it to the customer’s folder, and forward it via email to the customer.
If your technology company reviewed this process, they would quickly discover that it could easily be condensed by adding PDF print drivers to the employee’s computer. Then, instead of printing and going to another room to scan, the employee could print form to PDF and save it right there on the computer without having to get anyone else involved, thus drastically reducing the time it takes to complete the process.
Example 2
Part of your process involves signing off on bills before your employee can pay them. The problem is, you’re often out of the office. So, to get your consent, your employee gathers the invoices and scans them and prints a copy for you to review during the day when you have time between appointments. Once you return to the office in the evening, you leave the stack of invoices with your notes on their desk for processing the next day.
If your technology company reviewed this process, they might recommend you take advantage of your existing Remote Web Workplace setup, and connect to the office via your laptop to review invoices, rather than bringing physical copies with you.
Additionally, they would help you setup a PDF stamp with your initials or signature, so that you could digitally sign off on the invoices. Once you are done with your review, you would simply have to send an email to your employee letting them know they can begin their process, allowing them to start their work the same day you reviewed the invoices.
These are just a few examples of how your technology company can help you think outside the box when it comes to processes.
So the next time you feel like you are going about something the hard way, or if you feel like your technology just isn’t working for you the way it should be, give us a call. We can help you find easy solutions to put in place to save you a lot of time and hassle, making your office more productive in the long run.
Julie Strier is a freelance writer who likes to help you simplify processes so that you have happier, more productive employees. Email:[email protected]. Website: www.mybusinesswriter.com.