9 Steps to Take if You Want to Optimise Your Business Workflow

Last Updated: 

May 24, 2024

Clunky and inefficient workflows can waste a significant amount of time and effort. They could be causing you to spend more time working or reducing the productivity of employees. When it's time to optimise the workflow and help improve operations, there are a number of steps to complete. Going through each of these, even if they're done quickly, can help ensure the new workflow will be significantly improved and make a difference in the daily operations of the business.

Key Takeaways on Optimising Your Business Workflow

  1. Get the Right Software: Choosing appropriate software like the ChangeGear platform can streamline tasks, ensuring accuracy and boosting productivity.
  2. Write Out Existing Processes: Documenting current workflows in detail helps identify inefficiencies and areas for improvement.
  3. Add in New Tech: Implementing new technologies, such as AI, can handle repetitive tasks, allowing employees to focus on more critical and complex activities.
  4. Figure Out What's Needed: Assess the workflow to determine necessary adjustments, software, or tech that could enhance efficiency.
  5. Find Holes in Processes: Identify gaps in the new workflow to ensure smooth operations and reduce employee stress.
  6. Delegate Tasks: Distributing tasks among employees can expedite workflow completion and improve overall efficiency.
  7. Test the Workflow: Conduct thorough testing to identify and address potential issues before full implementation.
  8. Launch New Workflow: Train employees on the new workflow and be prepared to resolve issues that may arise during the launch phase.
  9. Monitor and Adjust: Continuously monitor the workflow for improvements and adapt to changes in technology or business needs.
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Get the Right Software

The right software can make a world of difference. With the right software, it's possible to streamline more tasks, ensure everything is done properly, and help employees get everything done. However, finding the right software isn't always easy. Take a look at options like the changegear platform to learn more about what they offer and their benefits. By taking a close look at the software, it's possible to see if it's going to fit well with the business and provide many benefits that will help the business and employees be more productive and deal with fewer issues during the typical workday.

Write Out Existing Processes

Take the time to write out the existing workflow. Be as detailed as possible to get a good idea of everything that's included in the typical workflow and make note of what might need to be changed. Mark anything that might be slowing down the process or that might need to be improved. By writing down each step of the workflow, it's easier to see everything that's being done, what might not be necessary, and what can be changed or adjusted to create a more efficient workflow.

Add in New Tech

Check out some of the latest technologies that are designed to help businesses. There are a ton of new options like AI that can help handle small, repetitive tasks so employees don't have to worry about them and can focus on more important or complex tasks. New tech can help streamline the workflow more, providing faster assistance for many of the steps to ensure they are done quickly and out of the way so that the process can continue. This could help speed up the workflow significantly and reduce stress for employees.

Figure Out What's Needed

Take a close look at the workflow to determine what might be needed to help make everything work smoothly. Will it need any adjustments to the order of the workflow? Could the workflow benefit from new software or better data collection methods? Could adding AI to help with smaller tasks speed up the process? Look into everything that can be changed and adjusted. While everything might not change right now, anything that can improve the workflow should be considered to see how much it can help.

Find Holes in Processes

After creating the new workflow, carefully look for holes in the processes that could be slowing down operations or causing more stress for employees. Think carefully about what can be done to eliminate those holes and make the process work better. Every workflow will have room for improvement, so think about what is needed to make it as efficient as possible. Consider different scenarios with the workflow to see if it works well in some and not in others, and then think about why.

Delegate Tasks

Make sure you're considering what tasks can be delegated to an employee. Spreading out the tasks in the workflow can help ensure everything gets done faster. While employees may not be able to handle every part of the workflow, if some of the tasks can be designated to them, it can be a lot easier to make sure everything is done quickly. Think about what tasks need to be done by a certain person and which ones can be done by anyone to start thinking about what can be delegated.

Test the Workflow

Don't forget to take time to test the new workflow. Look for any potential issues while going through it to see if it's going to be an improvement or if it still needs work. If it does still need work, go back to the previous steps and look for holes or other issues that need to be solved. The testing process should include at least a few of the most common scenarios to make sure it will work properly and be a better solution than the previous workflow.

Launch New Workflow

If everything goes well during the test, it's time to launch the new workflow. It is important to take the time to train employees on how to do the new workflow and any new tasks they may be handling with it. The launch period may vary based on the number of changes made, the amount of training needed for employees, and other factors. Be aware that there may be some issues during the launch period that will need to be fixed, as they can be different in the real world instead of during testing.

Monitor and Adjust

Continue to monitor and adjust the new workflow over time. There may be unexpected changes that can impact the workflow, new technology that can be implemented to streamline it further, or updates to software that can make it easier. Take the time to implement any new changes that might be needed and keep an eye on them to make sure everything continues to run smoothly. This step is crucial moving forward, as it helps to ensure the workflow continues to work well for the business.

A clunky and outdated workflow needs to be replaced, but it can sometimes be difficult to know what needs to change to see improvements. Follow the steps here to start creating a new workflow for the business, to test it, and to make sure it's going to be better. By using the right software and taking the time to examine the current workflow and what doesn't work, it's possible to create a much better process that can help the business and employees.

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