Communication is key, and I am not talking about the communication between you and your mother-in-law… I am talking about the communication between you and your team members. Unclear and ambiguous communication leads to confusion and confusion is one of the main reasons employees endure stress, frustrations and anxiety at work. With all these ingredients in place, a chaotic environment is easily created. Less easy, however, is to reorganise this chaotic environment.
It is obvious that poor communication causes confusion concerning day-to-day work activities. Who is responsible for which task and what does that task entails exactly? Vague task descriptions will confuse employees. They will put off assignments because they do not know how to execute them. Unproductivity makes its appearance. Extra mails, calls and questions stall other colleagues and work starts to build up. Employees can’t keep up and that’s when stress and frustrations get the upper hand. The once so peaceful work environment turns into a chaotic war zone. With no time for proper conversations concerning new or ongoing projects we find ourselves back at the beginning of the vicious cycle: poor communication.
By analysing the current situation of your business, you get an overview of all that is going on in your organization. List all the demands that are being made. Do not just focus on your employees but go beyond the physical boundaries of your workplace. Include your main stakeholders, such as your customers and suppliers, as well.
You can obtain this list by holding a meeting with your employees where, together, you define (re)occurring problems and possible solutions. If holding meetings with all employees and stakeholder isn’t possible for your business, we suggest putting out detailed surveys about specific workflows or activities. Leave room for open questions and motivate the respondents to answer them to make sure you get to the hidden problems within your organisation as well.
After gathering all this information, try to prioritize the list based on what the costs would be to fix the problem and what the benefits would be for your business. Focus on the most essential demands, the ones that are at the top of your list. This is the core set of demands you will begin to address amid the workplace chaos. Share the list with your employees so that they know where your priorities lay and can open the discussion. It is important for managers and employees to be on the same page about the order of the problems being tackled.
Defining workflows is a crucial step in the process of structuring your chaotic workplace. When starting to define workflows you need to ask yourself 3 questions:
Sit down with your teams and determine the best workflows for problematic document processes, as well as for the most common ones. Use the list of demands (previous point) to see where flows need to be fixed. Defining workflows can be done for basically any process within your business. From taking calls and passing on messages to complex document handling.
Share the fixed workflows with your employees but try to avoid confusion or information overload. Share only relevant workflows by categorizing your workflows in a way that each department, and each team within that department, knows which workflows apply to them. Be open to feedback. Chances are many workflows will need changes after implementation. Defining workflows is an ongoing process. Your business is growing and changing, so do your workflows.
The implementation of workflows is difficult if you rely on the individual capacity of each employee to remember the steps of each workflow. On top of that there is no guarantee your employees will work according to the fixed workflows. Turning your workflows into a digitized automated process means more control over the execution of workflows and less chance of unnecessary mistakes.
Digitizing your workflows can give you insights as to why a stagnation takes place. It will enable employees to work more efficiently instead of wasting time trying to solve peripheral issues. More structure, more productivity, less stress, less issues… Definitely a win-win-situation for your employees and your business.
If you are a small business hiring several employees or run an enterprise with offices all over the world, then you understand the need for a convenient way to store all of your company files – and that is where online documentation management systems come into the picture. The right management system can ensure that you are keeping your client information safe while also easing collaboration between employees for faster and successful problem resolution. While basic paper filing systems and other solutions may have been quite effective in the past, storing files in a metal cabinet is simply outdated in the modern, digital world.
When you’re running a business, it can be difficult to keep up with all of your responsibilities. That’s why document process automation solutions can be so helpful. When you’re able to automate certain aspects of your business, you’ll be able to devote more time to other tasks. Here’s how you can find the right automated process solutions for your business.
All About Document Controllers You Should Use Have you ever used a document controller before? These are individuals that specialize in making sure that documents are fully edited and delivered on time. They are responsible for managing what could be several different companies, maintaining their overall image and reputation. It is a way of safeguarding information, ensuring that it is delivered on time and the proper documents go to the right people. They are responsible for all of this, and it can be a very comprehensive job, especially when they are working in several different industries. To learn all about document controllers, especially if you would like to use one, these tips will lead you to the best ones in your area.
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