Keeping a business organized is a tough job. On top of increasing your client base and maintaining revenue, you need to make sure nothing falls out of place. If you do things on your own, that can be a problem.
Overall, a lack of organization results in improper communications and a loss of important data. In addition, it can affect your work quality and slow down your operations. Not something you want when there are 5.6 million more companies out there. Some of them are ready to take clients away from you.
To stop this from happening, here are 5 tips to better organize your business.
1. Room Scheduling
One obstacle that may affect a company’s organization is limited office space. A huge issue in a business is who gets to use the conference rooms. If they always seem to be filled, it can be challenging to finish overlapping projects and meet strict deadlines. When your employees try to schedule a meetup, delays may occur if the room is double-booked. This results in a loss of productivity as employees scramble to find a place to collaborate.
This is easily corrected with a room scheduling application. Companies like Appspace provide organizations with the ability to design online forms for space management. One employee can be designated as the sole scheduler or it can be done on an as-needed basis.
Using websites like www.jamsscheduler.com/job-scheduling will ensure you can utilize your company space and ensure everyone can access a free meeting room whenever needed.
2. An ERP Package
There are many steps customers go through to get to their final destination. The information they provide to complete their tasks can get lost between departments. This leads to the duplication of data and confusion among different company representatives. If you can’t manage your customers’ information properly, your company’s reputation may suffer. Additionally, you may lose clients who prefer to work with a well-organized enterprise.
To correct this, your company must invest in an Enterprise Resource Planning (ERP) package. Companies like SAP and Oracle offer these in a variety of sizes and customizable templates. The ERP software gives a business the tools to enter a customer’s information one time and track it through each department. This increases productivity while it maintains information on sales and inventory.
3. Organization Chart
When employees have a question that another department needs to answer, they might be at a loss of who to contact. Though they look through internal records, information on managers and team leads is non-existent. However, if your company requires different sectors to work together to perform tasks or complete projects, you need to build a system that’ll help team members collaborate. The solution to this is an organizational chart.
It’s not difficult to create this form. Templates are available through several online sources. The only maintenance needed is to update the chart when people come and go from the organization. Like an ERP package, this simple document increases productivity. It also offers a quick understanding of the employee structure.
Once you have an organization chart, ensure your team members can access it. This way, they can check it whenever they need to contact someone from a different division.
4. Schedule Tasks Well In Advance
Nothing frustrates managers and employees more than a last-minute meeting or project that could have been done well before the deadline. When this takes place, senior staff look upon the department as disorganized or even lazy. Additionally, the output they produce may not meet the client’s standards. When it happens at the executive/ownership level, shareholders consider it poor business and may decide to take their investments elsewhere.
Though you can’t schedule for an emergency, you can do so when a project deadline is known. It’s not any different from the way children handle homework. An assignment completed ahead of time tends to be much better than one done five minutes before they leave for school.
If your team members need to work on overlapping projects, you can create periodical deadlines they need to meet before a project’s delivery date. This way, they can work strategically and ensure they don’t miss any deliverables.
You can also do the same with task scheduling as you would with room assignments. Not only does this allow you to carve space out of your week but it also helps you gather the right team for the job.
5. Move To The Cloud
Storage space for digital data is another area to organize. Though your company may grow your storage devices may not. In turn, you might keep data across multiple servers that can fail at any moment. Losing information may considerably affect your company’s operations. Hence, you need to ensure you store your data somewhere secure.
To fix this, consider moving your information to a cloud system. This eliminates old servers, saving you money in the process, while it increases the needed space. If your organization continues to grow, then the cloud service can grow with it. Should a failure occur, this system has multiple backups to minimize a loss in productivity.
If you want to create a more organized workplace, it’s important to follow the tips above. It can help organize your day-to-day operations, increase storage space, and save you money. Also, a well-organized business can improve profits and retain the best employees.
Take it one step at a time to avoid being overwhelmed, because that can cause as much disorganization as doing nothing. Test software packages out to determine which ones fit your company. On top of this, let your employees know what’s going on. They’ll probably be more than happy to help.