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Get Business Efficient – 5 Tactics to Streamline your Business
The Oxford Dictionary definition to be efficient is: to be productive with minimum waste of effort. To be capable; act effectively; produce effect.
Efficiency is the noun. So efficiency is the production of an effect with the minimum waste of effort. I.e. getting something done in the quickest, simplest and easiest way possible. That’s not to say get it done in a slipshod or careless manner, just to get it ‘done’, but to achieve a goal with the proper and desired result, as close to effortlessly, as is possible.
It would track, therefore, that business efficiency, is the proper achievement of business goals, objectives, processes, etc., with the minimum waste of effort and the maximum effectiveness. Agreed?
Ok, in a sterile bubble of a business world, this should be possible VERY easily, but in the real world, distractions, unforeseen events, unplanned occurrences, unexpected work and the like all make to disrupt our smoothly planned out business. Sometimes to the extent that we are operating on the edge of functioning, just managing to get things done. Usually running over deadlines rather than meeting them, or not completing the task to the best of our ability, just because we don’t have the time and we are always playing catch-up.
This is NOT a nice position to be in. I was there… once!
So, how do we cope with all the ‘noise’ of distractions and complications and still find the time to run our business effectively, whilst ensuring that it continues to grow?
One: Decide on what you want to achieve with your business – i.e. what are your business goals and objectives? Knowing what your goals are enables you to work towards them in a clear and defined way.
Two: Know your business and how it functions – this will help you understand how you will achieve your goals. Break your business down into separate functions, such as marketing, finance, sales, administration, to name a few, and work out how each department operates, what its purpose is and how much time you spend working on it.
By putting this down on paper you will see how your business operates as a whole and in parts, and how much time you are spending on making each part happen; i.e. where your business is AT.
Three: Implement policies and procedures for a more streamlined business – implementing procedures that will ensure your business runs as smoothly as possible, guided by clear policies in order to achieve specific objectives. You can have as many procedures as you feel you need to cover each departmental function.
Think about:
• Your business objectives/goals
• Your departments’ overall function
• The policy for each department
• The separate functions that make up each department
• Any procedures/systems you already have in place and how they could or need to be improved or changed
By creating these procedures you will ensure that each department of your business has a streamlined and clearly defined system in place to deal with everyday jobs and tasks, as well as any issues or problems that may arise. This will save you from having to operate on the edge of functioning or just playing catch-up with your processes and admin.
Four: Create a Business Bible for your business – If you and your vision are the heart of your business, your Business Bible is its circulation system. Your Business Bible will contain every piece of information you need to run your business. This means that not only do you not have to remember ‘everything’, which can be stressful and limiting in itself, but also you can refer to it in different situations, keep it as a reminder of your business objectives and use it to educate anyone about your business and how it works.
It should contain:
• Business objectives/goals
• List of business departments
• Department policies
• Department procedures
• All relevant documentation for each department
Five: Review and Update – Your business is not a static object, it is a living, breathing and changing thing. You and your business will change, you may learn new information or take on board new skills, your customer base will increase or perhaps your range of products or services will increase; you may take on a partner or new employee.
As any or even all of things happen and time passes, you will have to review your business objectives and how you are gong to achieve them. This will result in changes being needed to some or all of your departments and their procedures and this will in turn affect the documentation required and ultimately your business bible.
If you regularly review your current business position in terms of its objectives and operations, then you will be able to adapt quickly and easily to any changes your review brings to light, ensuring that you are always running you business in the most effective way possible and therefore with the greatest efficiency.
Summary
You need to really look at what you want to happen for your business and where you want to be in the future. By implementing a comprehensive framework of business operations (policies and procedures) you will ensure that as your business grows it will do so on a solid foundation of organisation, effectiveness, efficiency and, ultimately, greater success.
This brings us back to our definition of business efficiency: The proper achievement of business goals, objectives, processes, etc, with the minimum waste of effort and the maximum effectiveness.
About the Author
Just Too Busy was founded and is run by Alexandra Greer. Alex has an extensive skill set, gained through running her own newspaper business for the last five years, previous marketing and communications roles and now with running Just Too Busy: www.justtoobusy.co.uk
Alex earned her Media & Communications degree in 1996 and supplemented her time at college and university by taking on a variety of secretarial, administration and personal assistant temporary contracts. This formed the basis of her application knowledge, such as the Microsoft Office suite and other administration and office skills.
An accomplished PC and Mac user, Alex’s IT interest goes beyond just using the applications, into providing software training as well as basic PC, peripheral and network support.
Alex is also an organisational whizz, with expert prioritisation, efficient practices & processes and time management skills. This experience was gained in the most part by running her own local newspaper and having to juggle adverts, stories, news and contributors on a daily basis.
“My skill set has been developed over the years and is constantly being added to, owing to my fundamental interest in learning new things and also from the point of view of being able to offer my clients a comprehensive service.”
please help?
Ted has just been elected to the board of directors of Funfones Corporation at their January annual meeting. Ted has considerable business experience and will be a valuable addition to the board. Ted was heavily promoted for the board by Tim, the president of Funfones and owner of 24 percent of the shares of Funfones’ common stock. Tim and Ted were fraternity brothers in college and have had business contact for almost 20 years. Less than a week after being elected to the board, Ted and Tim end up in a dispute over a bet on the Super Bowl . Tim properly gives notice for a special shareholder meeting to vote to remove Ted from the board. Ted is voted off the board and he objects. Does he have any recourse? If so, what?
If he has no contract and no employment agreement, he (in almost all states) has no recourse. He could make life difficult in the public sector with a nuisance suit. He could try to get some severance pay. But other than that, he should not argue with the boss. Lessons sometimes are hard to learn.
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