With the technological development during the fourth industrial revolution affecting how we all live, work and relate to each other, a rapid pace is happening in all companies.
This is doubly true in uncertain times, where organizations in all industries are facing a sudden need to switch to work styles and make their business more resilient and flexible.
This is a good time to ask how your company can organize its key processes to deliver the best experience for both your employees and your customers.
With the optimal mix of people, processes and technology, you can make your organization adaptable to change and in the best position to grow and thrive.
With that in mind, here are seven organizational tips for businesses that can help you stay on track. We have also included relevant goals for each tip so you can measure your success over time.
7 Organizational tips for growth in companies
1. Cut the technical inflation.
Goal: Streamline your business technology stack to help your team get the job done most efficiently.
Technology can increase your company’s organization, productivity and collaboration. However, there is such a thing as too many tools – otherwise known as tech bloating.
When an organization uses far more apps and tools than it needs, it can quickly experience problems due to excessive complexity, distractions, and security issues.
If this sounds familiar, it’s time to evaluate, crop and optimize your company’s tech stack.
To keep your technological ecosystem under control and reap the benefits that cloud apps can offer, you need to establish a coherent set of processes using the apps and features you need to get the job done.
Set the groundwork so employees don’t end up trying to juggle a hundred different things at once with too many apps.
2. Build a culture that rewards focus.
Goal: Instead of expecting constant communication and collaboration from each team member when they stand at their desk, find time for each employee to focus on where they deliver the most value.
Staying organized depends on your ability to avoid distractions – which is not always easy in organizations that have a culture of constant disruption disguised as collaboration.
Common daily wasteers include: the use of business tools that are too complex or ill-suited for the job; distractions on social media; and manual data entry on several different systems that do not work well together.
Let us also not forget the so-called message fatigue caused by being bombarded by irrelevant messages and emails every day.
Here are some of the best ways to get rid of waste of time in your business:
- Use carefully selected cloud-based tools that everyone in your business knows how to use.
- Build an integrated technology ecosystem that maximizes efficiency.
- Establish enterprise-wide processes that minimize unnecessary business meetings.
- Encourage team members to block distractions during certain periods of focused time.
The most organized companies are those who realize that they do not have to do things as they always have.
What processes and assumptions can you rethink to make your business more organized and productive?
Migrate to the cloud.
Objective: Identify business practices that are still managed through outdated systems or tools, and plan how you will replace them with cloud-based workflows and apps.
Almost all companies use some form of cloud technology, even if it is nothing more than web-based email. But there is much more to the cloud than many companies are aware of.
Whether it’s customer relationship management (CRM), data storage or business automation delivered via the Internet, almost any digital workload can be migrated to the cloud.
With SaaS tools — or cloud-based apps with a subscription model — your business can escape the physical limitations of desktops and enable employees to take their work with them wherever they are.
Continue to bring your business further into the cloud and minimize the back and forth that comes with outdated computing environments.
Embrace different work styles.
Objective: Make a plan to secure the future of your business by embracing different work styles, such as teleworking or flexible hours.
From agile startups to digital transformation companies, many organizations are already embracing the benefits of different work styles – including increased productivity, reduced office costs and access to more diverse talent.
But even if your organization is far from ready to enjoy all the benefits of long-distance work and flexible hours, it will make you a long-term priority to help you secure the future of your business and make it easier to adapt.
If you want to enable more teleworking in your business, here are some tips to make the transition as smooth as possible:
- Turn your company’s policies to meet best practice for teleworking.
- Strengthen team communication and collaboration with cloud-based apps like Slack.
- Reduce your reliance on personal meetings by introducing video calling apps.
- Adjust your tech stack to focus on cloud-based apps that your team can use anywhere.
5. Focus on smaller goals.
Goals: Look at goals at the company, department, and individual levels to ensure that they are broken down into steps that can be used.
It is difficult for your business to stay organized if you set high goals that are both daunting and difficult to focus on.
In each department and job role, you need to determine the most likely way your team will achieve your key goals before breaking them down into actionable next steps.
With smaller and easily measurable milestones, your team will be in the best position to stay focused and avoid burnout and confusion.
6. Go paperless.
Objective: Identify what is causing the piles of paper in your organization and create processes to minimize this.
Paper is a common source of disorder in many offices, but can be largely avoided. If you do not already have a digital filing system, it’s time to build one.
Here are some of the best ways to help your business get paperless:
- Attach notes and files to customer records digitally in your CRM.
- Use team apps like Google Drive to collaborate on team projects.
- Take document signing online with apps like DocuSign.
The more you reduce your reliance on paper, the faster your business will modernize, and the easier it will be to organize your workflows.
Established companies can have a harder time, as they often have huge amounts of information in printed documents or on physical digital media.
Start by scanning and digitizing everything and uploading it to a document management system. It’s much more organized than having piles of documents and paper receipts gathered in the office!
7. Automate workflows.
Objective: Identify what unnecessarily takes time in your organization and determine how you can use automated workflows to free up more time to focus on what is important.
If there is one thing that kills productivity above all others, it is cumbersome manual processes that consume time and leave workflows open to human error.
Manually importing or exporting data between your email marketing software and CRM may not sound like a big deal at first until you realize you need to do the same with many other apps and databases. Ultimately, the challenges of scope make it virtually impossible.
Sage Council believes that everything that can be automated should be automated. You can get started by automating:
- Leadscoring for new contacts in your database
- Promotional email workflows
- Back up and sync routines between apps
- Customer care processes, e.g. To alert account administrators about support tickets or perform NPS surveys
- Enrichment of data between apps with two-way integrations, e.g. Between your CRM and email platform
The goal should be to unite your technology systems and processes into a cohesive environment where everyone on your team has access to accurate and up-to-date information in real time, no matter where they are physically located.
With the right tools and data at hand, everyone on your team can stay organized without getting stuck with repetitive manual tasks or spending hours trying to track down one key document.
When so much is happening in your business, it is not easy to be organized. But by streamlining your core processes and looking to the future, you can meet the challenges of scope and put your business in the best position to thrive in the years to come.