Do members of your office staff start a task, only to find out in the middle of the process that someone else has already completed it? Do your clients complain of giving the same information over and over again to different members of your staff without their problem being resolved?
Do staff and clients seem to repeat themselves?
If these are common problems in your office, you may need to adjust your workflow. It is important to properly distribute the tasks for each of your employees in order to avoid these misunderstandings. If your team members do not understand their schedule they will not only do the same thing twice but lose budget and time doing that. If your clients need to address several of your employees to resolve their issue, it is a serious sign that your office is not efficient and the workflow needs organizational improvement. This leads us to the question:
Does everyone in your office know their duties?
Only in a well-organized workflow everyone knows what they are supposed to complete in a certain amount of time, to whom are they expected to turn in any case of events and if in need of collaboration. When there is no accurate and understandable line of duty, the workflow will become inefficient. As we mentioned above scheduling and assigning are a vital part of the proper management of your workflow. Furthermore, without a clear and achievable daily plan and project strategy, you are risking your office to go into chaos.
This is why, it is important to find a way to actively and effectively control and monitor the work process, making sure each of your team members know what their duty is for the time being. Only when all team members are given clear instructions and know what and when they are supposed to do, they can successfully complete their task and to move on to the next one. Therefore, to secure the flawlessness of the workflow it is also vital to have good time management skills and a time and attendance tracking software at your disposal.
Thus, while your office suffers such inadequate activities and lack of control over the work environment, neglecting those costs you clients, budget, and time, yet if you manage to control them it can help you secure your profit and improve the workflow of your employees.
Can you draw a timeline of a day in your office?
Another issue you may have noticed is the untimely correspondence that results in overtime expenses, work piling at the end of the day and other similar stuff. That again speaks for two things – time management and communication. Hence, communication lines need to be clear, open and accessible to everyone, and when there is no visible scheduling and not everyone understands how to optimize their time, they end up ruining someone else’s work.
However, unattended in time work will not only pile up but may cost you the timely completion of your ongoing project, as well as excessive expenses, since you will have to pay extra hours and/ or resources to get back on track if you want to avoid failing your project.
These were just some obvious signs your managing staff needs help to revamp the work process and improve the stability of your office. We suggest you address these concerning problems the fastest way possible and do your best to increase the efficiency and effectiveness of your office.