Delays don’t always happen in the workplace due to major issues. Sure, there are times when this is the cause, but for the most part, it’s those daily little tasks you do, the processing in place, and the approach to what you do day to day to keep things running that really eat into your day.

 

This is where you lose it, with people not knowing what needs to be done, how to do it, or wasting time following unnecessary steps, so someone else can micromanage.

And once you identify these points, you can rework your day so things run that little bit smoother and, more importantly, faster. Let’s take a look at some easy ways to improve productivity so you’re not falling behind constantly.

Automatic Repetitive Tasks

A standard fix, but it’s not quite as simple as automating everything. There are indeed many aspects of what you do that you could automate, but just because you can, it doesn’t mean you should.

Instead, take the time to find what is the most time-intensive aspect of your work, what is dragging you down, and what is likely to benefit from automation.

It’s things like chasing emails, sending updates, logging details into systems etc that usually pop up time and time again. It’s the repetitive things that need doing, so you can then find the right automation tool that works for you. And it doesn’t need to be complex. Even simple triggers can take the weight off your plate and free up your time.

Remember, don’t just automate for the sake of automating; look at where it will be most beneficial and implement it there.

Use The Right Tools

Manually doing all the tasks is where you’re likely to find things that are taking too long. 

But like automation above, you don’t need to do everything by hand, nor should everything be completed by tech or tool within the workplace.

But those tasks that you find more complex, take a long time to do, or need doing on a more frequent basis can benefit from tech and tools to help you get things done fast.

Access to tools like a video converter, for example, can remove a lot of friction from your process. You don’t need to re-export multiple times or force compatibility; you convert once, then move on. The same goes for other tasks; find the tools that work for you. The right tools should remove a step or two, not add to your workload; if it does, remove it and start somewhere else.

Simply Approval Processes

It’s completely natural for things to require approval before you sign them off. And it’s not about removing that approval, but how you get there, that’s the issue

Approvals need to be clear and quick. Sit down and look at what people have to go through to get things approved. Does it need to go through so many people? Can you cut down the steps? Likely yes.

Start by setting clear expectations. Have everyone know their part explicitly, the standards they need to hit, and the turnaround. This instantly can reduce unnecessary steps. If something can move forward without approval, remove that step. The idea is to keep things moving with as few stopping points as possible.

Standardize How Tasks Are Completed

Doing things differently all the time creates unnecessary decisions. If people are allowed to use their own processes from start to finish, not only do you have to check in frequently to track this, but you don’t get the same results every time.

You can reduce the chances of mistakes happening and improve quality control by standardizing things. This ensures people name files in the same format every time, it’s how you respond to emails, how you prepare documents, how you complete recurring tasks, etc.

This removes the decision-making from the process, it stops people from second-guessing, and it removes the need to go back and start from the beginning when you shouldn’t need to

Cut Out Unnecessary Steps

This is not to say that you need to relinquish control completely until the end. That’s not going to work in any scenario. But you can cut down the steps involved, especially for multi-stage processes, as this is where you’ll feel it more.

Take each task one by one. Look at exactly what is needed to complete it. The small details that need to happen, every call, every email, every approval, etc., and then assess why they are there. Does it need to be there? What benefit is it giving? Is it slowing things down? The steps need to make sense, they need to add value or improve the process; if they don’t, they need to go.

Store and Access Work in One Place

Jumping between folders, systems, and tools to find what you need is going to be slowing you down, even if you see it as a quick task, because over a working day, these small tasks, a few minutes here and there, are slowing you down.

Having everything in one central location removes all the searching for what you need. All the files, updates, communication, and details you need should be stored in one place, so you have easier access, and you can get things going and pick up where you left off without trying to locate what you need. The result? Less time searching, more time working.

Review and Fix Processes

Lastly, never assume something is working because you do it all the time. Don’t make changes, then forget about them, because while you might be doing this with the best intentions, they might not be working in reality.

Pay attention to current issues you have and holdups in your workflow. Implement fixes one at a time, let them settle, then review them. If not, its works its back to the drawing board, but never just assume something is working because you thought it would be better. The aim is to make life easier and work run smoothly. So take your time. Change things one by one, assess how well they’re working, and tweak until you get that sweet spot.