HR & Staffing Productivity

7 Ways to Improve the Efficiency of Your Team

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Written by Shawn Spencer

Workers have always been an integral part of any business enterprise. They bring in their skills and talents, thus allowing a business to grow. Moreover, by employing reliable and talented workers, you will have more time to concentrate on other business managerial roles. Therefore, if you want to maximise your profits, you should boost your workers’ efficiency.  

This article discusses some simple yet effective strategies to improve the efficiency of your staff. 

What is Efficiency? 

To be efficient is to take the least amount of time possible to perform a task, while minimising errors. In other words, efficiency refers to the ability of workers to utilise less time, effort, and resources to accomplish specific business assignments.  

Workers’ efficiency can help boost your business productivity, generate more revenue and reduce costs, thus enabling you to make more profit. Promoting work efficiency is one of the best ways to keep a business competitive. If you manage a team, finding ways to boost their efficiency will help take your business to the next level. 

Helping Your Staff Become More Efficient 

There are many strategies for boosting the efficiency of your team. Here are the top 7 ways.

  1. Use Technology To Automate Your Systems 

One of the best ways to start promoting employees’ efficiency is by utilising modern technology. This involves using various tools, programs, applications and software to perform tasks quickly.  

Specifically, one of the business processes you should focus on modernising is your team’s document management. Instead of storing your documents in physical form, you should consider using online locations like the Cloud. If you have many physical files, you can convert them into online files with the help of digital desktop document scanners and other computer software programs. 

Digital files are easier to store and organise and will make document sharing hassle-free. When you have document management software, it will allow you to organise your documents for faster retrieval, which will help save your workers’ time.  

Some may worry that storing important documents digitally can expose their business to cyber attacks or data breaches. However, there are numerous security features that can be installed to protect your information. Specifically, you can restrict access to files by requiring the use of passwords and other authentication protocols.  

  1. Set Clear Goals For Each Employee 

Setting clear goals is another effective way to promote the efficiency of your workers. This involves drafting all business objectives that need to be met within a specified period. Communicating this with your staff enables them to understand your expectations.

When employees know what you want to achieve, they can get a better picture of the end goal and work together with greater speed to meet deadlines. Here are some recommended goal-setting strategies: 

  • Keep it Simple: Phrase the business goals in clear and concise language that every team member understands, rather than using complex terminology.  
  • Ensure the goals are realistic: It’s good to be ambitious when setting goals, but do make a point of considering whether the staff can actually accomplish the proposed milestones within the required timeframe. 
  • Perform SWOT analysis: Before setting goals, it pays to analyse the strengths, weaknesses, opportunities, and threats (SWOT) of the task so that your goals correspond to the current status of your business. 
  • Review past performance: Knowing what has been accomplished in the past can help create more realistic goals, including the specific steps to achieve them. 
  1. Work With The Right Team 

Another strategy to improve the efficiency of your business is to work with the best staff. Though there are several ways of identifying the right workers, one of the easiest ways is to use an applicant tracking system (ATS). An applicant tracking system is a computer program that can help simplify your recruitment process. In other words, it will allow you to easily identify with the most qualified candidates based on your set criteria.  

ATS helps disqualify unsuitable candidates before sending you their curriculum vitae. Apart from helping your recruiting team save time, ATS also allows them to be more accurate when hiring new employees for specific roles. 

  1. Provide Constructive Feedback 

Giving constructive feedback is another way to promote the efficiency of your workers. This is the practice of assessing or critiquing your staff’s work. This allows employees to remain on the right track and let them know that you are keeping an eye on their progress. 

Keep in mind that constructive feedback might not always be positive. As long as your report is honest and delivered in a respectful and considerate manner, it will help your creative team improve their skills.  

  1. Appreciate Your Workers 

If you want to promote the efficiency of your workers, you should recognise their efforts. Whenever a worker goes above and beyond, it’s always a good idea to express your appreciation. When your creative team feels that they are valued and given appropriate recognition, you also encourage them to further improve their efficiency and productivity. 

There are many ways you can go about showing your appreciation. For instance, you can be generous with using simple phrases like ‘thank you,’ or ‘congratulations for the job well done.’ You may also reward them with useful incentives like days off or gift certificates.  

  1. Equip Them with the Right Tools 

Another strategy to promote the efficiency of your workers is to provide them with the right tools and equipment. Your team may depend on specific tools to complete their tasks to a certain standard. Without this, you may hinder their ability to reach their full potential.

Depending on your business, here are some tools that may benefit your team: 

  • Project management software 
  • Image and video editors 
  • Digital asset management software 
  • Content management system 
  • Creative presentation software 
  • Collaboration platforms 

Apart from providing the right tools and equipment, it is also important to adequately train your employees on how to operate such tools. This helps eliminate delays and errors when they perform their tasks.   

  1. Communicate Effectively 

Effective communication is crucial because it facilitates smooth collaborative work. Though there are several ways of boosting the quality of your communication, the best way is to use modern communication tools, such as chat and instant messaging tools, voice and video conferencing tools, collaboration platforms, file sharing apps, and more. Most of these tools will allow you to communicate with your workers in real-time, as well as give and receive feedback.   

Takeaway 

Employee efficiency is key to the success of any business. It helps promote productivity and minimise errors and costs, thus allowing a business to generate more revenue and make bigger profits. 

Review your business processes and see where you can apply these tips to help bring out the best in your team.

“The opinions expressed by BizWitty Contributors are their own, not those of BizCover and should not be relied upon in place of appropriate professional advice. Please read our full disclaimer."

About the author

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Shawn Spencer

Shawn Spencer is a Business Consultant. He has been in the industry for more than 10 years. Shawn conducts webinars and writes guest posts online to share his expertise. During his free time, he loves hiking and spending time with his family.