It’s a no-brainer when it comes to efficiency in the office. We can all agree that being unproductive is not only a waste of time, but also a waste of money. What can you do to increase productivity and overall operational efficiency in your office?
Whether it’s using the technology you already own in a new way or implementing new technology in your office, here’s a brief list of tweaks that will help increase efficiencies.
Get on the same level
Having one Windows XP machine from 2003 and another from 2005 running Windows Vista, oh, and those two from 2009 with Windows 7, oh, and that one Windows 8 laptop from the big box store causes major software compatibility issues when trying to share documents around the office, not to mention a huge management and maintenance headache when something breaks. It’s ultimately a recipe for disaster. Think of it as putting 4 different sizes of tires on your car. It’s not efficient.
Start fresh. Have all of your business workstations on the same operating system (preferably nothing older than Windows 7). Having all of your workstations on the same operating system allows you to use the same software versions making it easier for your employees to collaborate efficiently with each other. Plus it reduces time and frustrations when trying to trouble shoot a problem.
Did you know it’s possible to forward calls from your desk phone to your cell phone? It’s actually pretty neat. So when employees are out of the office, they can receive important phone calls or access their voicemails. By using the office phone system, only your office number is sent as a caller ID, avoiding giving out private cell phone numbers, or even worse, having calls going to the cell phone of an ex-employee.
Mobility increases responsiveness and therefore, decreases productivity delays, saving a minimum of 30 minute a day per mobile employee. See more articles about BYOD here.
Tablet computing and smartphones are becoming established office productivity tools. 31% of small businesses with fewer than 20 employees, report that they are improving efficiency through the use of mobile apps, recouping an average of 5.6 hours a week.
It’s about Web Filtering
Although it’s no secret that people recreationally surf the web at work, you might be shocked to see exactly how much. Over half of workers say they visit non-work related websites every day during work hours, according to a salary.com survey. (http://www.salary.com/wasting-time-at-work-2012/)
“39% percent of the people who took our survey said they spend a mere 1 hour a week or less on non-work related items. That’s followed by 29% who spend up to 2 hours a week wasting time on the computer at work, and 21% who waste up to 5 hours a week.” 5 hours a week? That’s 260 hours a year just for one employee!
So what do you do? Implement an internet usage policy. Enforce that policy with a web filter appliance that allows you to document Internet usage by each employee. By using an Internet monitoring device, the amount of wasted time online decreases, not to mention the number of machines infected with viruses or spyware drops drastically, providing another bump to productivity.