Optimizing Efficiency And Productivity In Your Organization

March 10th, 2011 by

In today’s fast-paced business environment, many employers are analyzing office efficiency and productivity, and implementing policies and technologies to improve both. Listed below are 10 policies and procedures designed specifically to maximize office efficiency and productivity. Following these tips can help create a more enjoyable, productive and cost-effective work environment.

  1. Clean desks. Establish a company practice where employees maintain a clean and efficient workspace. Furthermore, schedule monthly cleanups to reduce clutter around the office.
  2. Scheduling tools. Regardless of which office tool you use to track the whereabouts and activities of employees, make certain all employees use it to notify the rest of the team when they are traveling, at a client site, working from home or on vacation.
  3. Wireless capability. Build an infrastructure that allows server and e-mail access wherever an individual may be in the office (e.g., conference room, training room, etc.).
  4. Cell phone options. Encourage employees to share their cell phone numbers with co-workers so they can be contacted when out of the office or traveling. Make sure all employees respect the privacy of their co-workers and keep all shared cell numbers confidential.
  5. Training to share. Train employees in technology that allows and encourages remote sharing of information like SharePoint, Skype, WebEx, Live Meeting or GoToMeeting.
  6. Reservations protocols. Set aside specific meeting spaces that must be “reserved” for use, and communicate to employees how and when to reserve them. Also, if available, designate a smaller room/area for “on demand” meetings that do not need to be reserved.
  7. Concentration indicators. Establish methods for employees to indicate their “unavailability” for meetings, contact or interruptions during times when concentration is paramount. This can be something as simple as a closed door or phone on “do not disturb,” or the use of scheduling tools to carve out a block of time as “busy” or “unavailable.”
  8. Electronic filing standards. Design and implement an efficient electronic filing system to eliminate duplication of information and the administrative time required for manual filing. Centralize printing facilities in strategic locations on the floor to mitigate excessive printing and minimize noise in the open workspace.
  9. Daylight! Research indicates people are more productive when work environments provide an open view to the outside environment. Allow blinds and interior doors to remain open when possible.
  10. Encourage community. Create opportunities where individuals can share their personal experiences or skills. Reserve time in meetings where the agenda allows for personal communication, rather than completely focusing on business.

If you have questions about maximizing productivity and efficiency, please contact a member of CAI’s Advice and Counsel team at 919-878-9222 or 336-668-7746.

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