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What is optimised work and how can we achieve it?

Published 3 Feb 2021
7 min read
What is optimised work and how can we achieve it?

The modern world is a chaotic place! We’re all trying to achieve a more streamlined life experience. We want to use less to do more, find ways to make tasks more efficient, and generally simplify our day-to-day. In our general lives, this might mean setting up an alarm that goes off daily without you having to set it each time. You might put your running shoes next to your bed so you don’t have the added annoyance of finding them in the early mornings. You might learn facts by listening to an audiobook or educational podcast while you’re out pounding the pavements. Friends Phoebe running past Rachel So it works well in a jogging context, that much we know for sure. But how can we explore this concept in the workplace?  

What is work optimisation?

When we aim to achieve optimisation in the workplace, we try to make work easier and more efficient for all employees. We might help employees be more productive by seeking better and more efficient ways of completing tasks or take our admin work online so we have easily accessible digital copies of our documents. There are a thousand different ways to optimise but they all point to a similar range of benefits.

See financial gains

Whilst all the optimisation benefits are great, this is a big one that can make all the difference to small business owners. Let’s say we have an employee that manages email marketing. This employee works from a database that is kept in an excel spreadsheet and sends emails from a personal email program (think Gmail, Outlook, Apple Mail). Each time they want to send an email, they have to find the content, enter it into the email, find and organise the correct email addresses from the excel spreadsheet, add that to the program and then hit send. This process is highly laborious, and doesn’t offer any great reporting metrics. At the rate at which the employee is able to complete the task, they can deliver about one email a day – with which they can only reach a certain number of customers. Now if we give the employee a piece of CRM software – a ‘customer relationship management’ tool that can house the business’s database and send emails from templates – we provide a solution that massively improves their workflow. Suddenly they’re able to build and schedule several emails a day, and use their database more strategically. They’re able to complete the same amount of work in half the time. They can easily reach more customers and have extra time for strategic planning, improving their offering and customer satisfaction. By implementing this tool, you’ve reduced the need to hire an extra person by streamlining your original employee’s workload. Imagine the financial effect of optimising work for all of your employees. By making tasks more streamlined you reduce the need to hire several people for one role. You can instead put your budget towards staff that will grow other areas of the business. In the case of the email marketing employee, where you once felt that you needed to hire a second employee to cover this area to reach more customers, you might instead hire a social media coordinator or digital marketer.

Give your employees time back

In the case of the email marketing coordinator, by implementing your CRM you’ve not only streamlined their work, you’ve also given them the time to be able to innovate in their role instead of simply churning through task after task. Ask your team what annoys them the most about their jobs and it’s likely they’ll point to administrative and repetitive tasks that easily become a time suck on their day. 😨 One survey of over 2,000 workers found that employees are wasting an average of 15 weeks a year on “pointless” tasks due to excessive administrative tasks, outdated technology and lengthy meetings. This is equivalent to 76 days a year or 142 minutes a day. Yikes! Kevin from The Office 'We're bored. A lot.' When you optimise workflows by implementing helpful and up-to-date tech, automating tasks and moving away from paperwork, you can shift your employee’s time back to excelling in their roles. When your team spends more time on the work they were hired to do, instead of constantly being interrupted by administrative tasks and dodgy systems, you’ll see productivity skyrocket.

Support employee wellbeing

Working hand-in-hand with having more time to do their jobs, the benefits of optimised work can make a significant difference to employee wellbeing. When your team is weighed out at work with frustrating and laborious tasks, they’re much more likely to feel under-resourced and overworked, which can quickly lead to burnout. One of the most pressing issues in the working world, a Gallup poll recently found that 23% of employees reported feeling burnt out very often or always, and an additional 44% reported feeling burnt out sometimes. We’ve all had that feeling of starting a workday and looking up at a seemingly never-ending mountain of work. When your staff’s work is optimised, this can go a long way in setting up clear working routines and massively reduce overwhelming or repetitive tasks. Optimised work can make the workday feel much more manageable and more enjoyable as a result. Happy dog with floppy ears

Why is workforce optimisation a must in 2021?

In 2021 businesses are becoming increasingly savvy about optimisation. With more tools at our fingertips than ever before, companies are increasingly interested in how tools, habits and software can transform their employees’ productivity and services. Companies that don’t invest in optimisation can risk being left behind by their competitors. Using outdated technology or worse, being stuck in the paperwork era, will slow down your employees and affect your business growth. Consider your customers – are you providing them with the best experience possible if you’re using outdated systems? If they can’t easily access customer service via different channels, or if it takes a long time for your team to access customer details to respond to enquiries, you risk losing out to a company with better customer satisfaction rates. Remote work is also a major driver for optimisation. As remote work increasingly becomes the new normal, many workplace technology infrastructures will need to adapt to this new working style. If companies are slow to move in this area, this could cost their staff more time out of their workday, and lose incoming talent to more up-to-date workplaces. ⚡ Want more tips on how to help your team thrive when working remotely? Check out our Remote Working Guide.  

What steps can you take to achieve optimised work?

So you’re ready to optimise! Here are some easy steps to get started.

Ask your employees about what takes up most of their time

Over the course of a week, get your employees to track their workdays and make a note of how their workflows operate. At the end of the week, check in with them to see what was affecting their productivity most over each day. Ask some questions about what they found:

  • Which processes took up most of their time?
  • Which tasks are getting in the way of achieving their best performance?
  • What resources do they think would improve their workflow?
  • Which tasks do you think could be automated?

If they’re not sure about what resources would be helpful, allocate some time to them to search for a solution together with management. Look at the costs and capabilities of new technologies and weigh this against time saved for your staff. Asking these questions doesn’t have to be a one-time affair. Open up the communication around these areas and invite your team to share feedback or details of new processes they’ve discovered. ⚡ Even this step can be optimised by using automated employee surveys. Find out more about this powerful feedback tool. 

Ditch the paperwork and implement cloud-based software

Paperwork is so yesterday. If you’re still relying on paperwork and the physical storing of important documents – there’s an easier way! Taking documents to the cloud is a better option for so many reasons. Cloud-based documents reduce clutter in office spaces and they are safer and more secure than physical filing systems. Documents can be quickly shared or worked on collaboratively and in general, provide much faster access to information. 🌱 Bonus benefit! Moving away from outdated systems that rely on paperwork is a win for the planet. Here are 7 more ways to promote an environmentally sustainable office. Let’s use the example of… HR software! By using a cloud-based HR management solution you can make the job of your HR or office manager so much easier. Leave management becomes so much simpler, as employees ditch paper request forms to submit their time through the platform, ready for their manager to approve and reference at a glance. Employee information – including personal info, banking details and compliance certificates – can be updated by the employee themselves. Timesheets can be submitted digitally ready from an employee’s mobile, ready for payroll. All of these capabilities create a secure source-of-truth and greatly reduce the risk of human error. The HR manager or business owner can feel much more secure knowing that information is easily accessible from anywhere at any time. 😉 Yes, it just so happens that Employment Hero can do all of these things. And yes, we’ve saved small businesses thousands of dollars by optimising HR, payroll and people management processes. Learn how we could save your company time and money by booking a demo with a small business specialist. I got your back today, girl

Make productive habits easy for your team

Too often at work, we’re hung up on the sheer busy-ness of our business. Most of our working life is spent thinking about how we can hit the next milestone, the next goal, the next item on our to-do list. Way less time is spent thinking about the best way to do these things. Getting back to our first analogy of the morning runner – they made life easy for themselves by putting in place easy habits to help them stick to their routine. Putting good routines in place means that you don’t have to rely on willpower alone. Everything was set up for the runner’s success, all they had to do was make it out the door and start running. What productivity habits can your team implement to make the path to great work easier? Here’s a couple of ideas to get you started:

  • Create and circulate agendas to make meetings as effective as possible
  • Encourage ‘deep work’ times so that employees can work undisturbed
  • Schedule regular meetings that take place at the same time each week
  • Don’t insist that employees answer emails instantly throughout the day
  • Reward employee ideas that suggest time-saving systems and software

Interested in how HR software can streamline your HR work? Book a demo with one of our small business specialists today. Book a demo of Employment Hero

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