Every office has its own ritualistic forms of the operational dance. Dancing is fun but dancing around office operations is busy work. It takes extra steps, causes extra work, requires assistance too often, saps energy, steals vitality, and wears down the ebullient spirit.
We are documenting types of busy work here. We will move on to addressing how to rid ourselves of busy work. These examples are not definitive here. Processes need to be carefully observed and documented. The answer is innovation but we don’t like unnecessary risk so we plan innovation carefully.
Lets look through some operational processes and try to accurately picture the friction and the losses involved.
Feel free to comment here- your help is needed. Feel free to build on, jump on or add more questions. Add new types of business work – add in details – help eliminate dumbness or just get out your personal frustrations.
We have a huge goal here. We can reduce our costs and improve our top line by helping eliminate busy work and helping everyone discover something more substantial to do-
- work that serves customers better
- work that helps the business grow
- work that helps the team be more productive.
Everyone like to do substantial work. Nobody really likes busy work. And all those who just like to look busy, well, this kind of initiative helps put a bell on their tail.
And, lets be fair. There are a lot of people out there that are burned out and coasting. We need to engage them in something that get their juices flowing (what does that mean?) and rekindles their productivity. Ore we can help them find a work environment they enjoy more.
Lets define busy work.
- Making multiple entries for a prospect in various files; making multiple copies; and making multiple entries in log books and calendars; filing and finding stuff in paper files…
- Sorting paper, copying paper, losing paper and finding paper, searching for files, sorting through paper filing paper, looking for information, filling in forms, compiling data…
Setting schedules and appointments- searching through maps and zip code lists and entering addresses multiple times and working a labyrinth of scheduling books and calendars and mapping systems to set appointments…
What might we be doing if we were not bogged down in busy work?
- Spending more time qualifying prospects on the phone…
- Finding out where they found us – it takes a real conversation but is easily learned…
- Building rapport with the prospect in a more relaxed environment
- Helping get estimates or sales proposals out the door
- following up with customers or clients
- Paying attention to the ongoing process and add energy where help is needed…
Any of this sound impossible?
AT&T isn’t receiving hard copies of invoices to handle – if you are a vendor for AT&T you operate in a paperless environment.
Now imagine your virtual filing system on-line right at your fingertips rather in the office and down the hall. How many footsteps are being saved how many times a day. How much faster is critical information available without needing assistance- without needing access to physical files. We discuss powerful yet simple software here.
This is an interesting brain exercise. Employees are happier, mind numbing work is corrosive to the work spirit. More substantial work is being done, so more sales are being done, and customers are getting better attention quicker. You are making more profits and you have a more robust business.
Do you think that is a little to Pollyannaish? Its real. You just have to free yourself up from a few myths and think in a new paradigm. Would you like some help. Would you like an outside view? I would be glad to help. Feel free to call or email.
And make sure you get your thoughts down here. This is a huge area for business improvement.
