If your office is a bit chaotic at times, it’s probably safe to say that it could do with a bit of an efficiency overhaul. From focussing more on staff training to reviewing administration procedures, there are a host of ways to ensure that operations run more smoothly.
Not only is it likely to increase productivity, but it may also increase morale, both of which should lead to additional sales and happier staff. Here are three ways to make your office run more efficiently.
Review your systems and procedures
When was the last time you checked whether your systems and procedures were working as well as they should be? If you can’t remember, that’s probably an indicator that it was a long time ago. Dealing with small sections at a time, review each of your processes, and establish whether things could be done more efficiently. Where possible, create standard form templates to make processes less arduous and, if things are being done that aren’t needed, get rid of them. You might be surprised at the time being spent on things that no longer hold any importance or benefit.
Ask your employees for feedback and tighten things up as much as you can. Find out if staff could be doing more than they are, and whether there is an even distribution of workloads amongst your team. Procedure reviews can save lots of time and money, so it’s worthwhile looking into and making any changes that you deem appropriate.
Make sure you have efficient distribution channels
If you run an office that heavily relies on products or supplies being distributed to customers within specific timescales, you must have the right distribution in place. If a delivery doesn’t arrive with a customer when it should, it could be enough for them to take their business elsewhere. Make sure that your distributors know the timescales expected and monitor the results.
There may be times that you require items to be delivered at the last minute, so it’s a good idea to have a back-up plan with firms that can accommodate urgent delivery requirements. Using companies like Reliable Couriers who have large fleet vehicles that can deliver the same day could help to ramp up efficiency levels.
Consider a CRM System
If you don’t already have a customer relationship management system, you might be surprised at what it can do for your office efficiency levels. A CRM is a database that can be linked to your website and stores everything you need to know about existing and potential customers. From tracking when customers were last contacted to sending targeted e-mails to those that fit a certain demographic – a CRM can do it all.
It’s also a great way of monitoring your after-sales processes. Achieving a sale is all well and good, but if your customers are unhappy or you have consistent quality control issues, you are less likely to secure repeat business. A CRM system can not only help to generate more leads and improve things for existing customers but can also do wonders for overall business efficiency.
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Hi Marrie,
This is a great article. It is important to have proper structures and processes to run office efficiently. Thank you very much for sharing this.
This is a great article Thank you very much for sharing