Compared to the way things were done previously, the modern workplace comes with many advantages. The meteoric rise of technology has enhanced the operational efficiency of businesses in most industries. This has resulted in a shift from just having to keep the office physically organised to needing to introduce digital organisation as well.
So how should you go about making your business perfectly organised on both fronts? A software like a VMS system can be one of a few useful places to start the process. The right tools, alongside a couple of trouble-free changes, can eventually help to set your business apart from some of its floundering counterparts.
How to Ensure Your Business is Well Organised
Most businesses have been subjected to digital transformation in some way or another over the last few decades. As operations have become faster and more streamlined, workloads have increased along with it, creating an added need for high levels of organisation. These are the ways to go about doing so, which will also help with reducing stress and minimising distractions in the office.
1) Manage your vendors
As your company grows, so will its daily operations. Efficient supply chain management involves keeping on top of every single link in the process. Good vendors create high quality products or services, which is why they should be managed with the same enthusiasm as your in-house team.
Doing so manually is not something that most leaders have time for. Companies like Indeed Flex are quick to mention how much time a digital tool can save project managers and business leaders. Automating the process through a digital software helps with sourcing the right vendors and the admin around signing them up, as well as creating a dynamic of mutual respect right from the get go.
2) Declutter physical work areas
Although a digital spring clean of computer desktops, folders and drives is always welcome, an organised business will be well off to start by decluttering the physical workspace first.
If your team is still based in a central location, encourage each member to take a few minutes every week at a fixed time to clean their desks, as well as giving common areas a quick clean as well. Remote employees should also be encouraged to declutter their workspaces. This promotes clear thinking, which eventually leads to higher levels of productivity.
3) Create templates for common tasks
Thorough organisation extends beyond just filing, archiving, deleting or throwing away. It’s important to prioritise organisation for each individual campaign and project too. Ask the team to create a list of the tasks that they repeat within a standard campaign or simply across any given work week.
This can be anything from pulling reports to sending company memos or even creating monthly invoices. Creating templates for these tasks will be a massive time saver, as well as create a sense of control around trickier projects that require a lot more creative maneuvering.
4) Encourage better planning across all departments
Better planning leads to better organisation in the long run. Departments that work directly with clients may end up getting more of your attention, but this doesn’t mean that the others in the company shouldn’t also be taught about the importance of planning as a way to help them achieve their KPIs.
Encouraging all departments to work better planning and organisation into their daily tasks will free up time and energy for everyone. Goals end up being clearer and the business is more likely to keep growing.
5) Gradually go paperless
The paperless revolution isn’t going anywhere, as sustainable and eco-friendly practices are starting to gain a lot of momentum around the world. Turning your business into a paperless operation and essentially minimising the need for physical organisation leaves more time for teams to focus on their tasks and to keep their cloud drive folders and general servers organised.
A ‘drop and go’ approach to going paperless will likely overwhelm your employees. Detail clear steps and a realistic timeline before it is fully implemented. Remember to upgrade servers and total storage capacity in order to make room for the incoming load of information.
Staying perfectly organised is easy to achieve with these simple steps. The process can be made even simpler by tapping into the latest tools and software to make things easier on your and the team. Compliance and organisation should always be high up on the priority list at any company. By laying a solid foundation for the latter, everyone will have more time and energy to focus on the other areas that will help the business grow in the long run.