We all know how difficult it can be to keep your team focused and on target. A modern office comes complete with distractions galore, most often in the form of texts, phone calls, email, social media and those unavoidable and all important personal lives.
Even when people are getting on with their work, time is wasted on inefficient storage methods, searching through paper clutter, on finding information that should be readily available, and on meetings that drag on and make people want to fall asleep. We’ve all done it, right?
So how do you go about organizing your team and keeping them on task?
1. Streamline inboxes.
Studies show we spend 6.3 hours a day reading emails. Cut down on wasted time by sending fewer emails, keeping them short and to the point, and marking priority messages. For maximum efficiency, put the bulk of the message in the subject line and the first line of the email:
Subject: Reminder – Client meeting XYZ Company 3PM conference room
1st line: Please set up presentation by 2:30 and be prepared to discuss ideas.
Using the subject and first lines allows recipients to see all the necessary info at a glance, without opening the email. It also make emails easier to search at a later date.
2. Organize supplies, documents, and tools.
Just as businesses typically organize a supply closet, you can organize your online repository. Set up a dashboard for the apps and programs your team needs, and centralize your communications in your CRM. With all the information they need in one place, your team will save time and avoid frustration.
3. Allow autonomy and collaboration
The younger your team, the more they will appreciate collaboration. Millennials grew up in a crowdsourcing world and are comfortable in teams. However, every human needs the freedom to make decisions, offer opinions, and know their input is valued. Encouraging input from your team builds a collaborative atmosphere that keeps your team motivated and organized.
4. Go paperless.
You may still be using physical paper for orders, contracts, and other things that require a signature – but why? Storage boxes and filing cabinets fill up a ton of floor space better used for other purposes. Scan those old physical copies, move to a digital signing process, and get rid of paper for good. Not only does it take up space, it’s a waste of time when you need to find (and then refile) paper.
Files accessible online makes information available to everyone with access, whenever they need it, wherever they are. Documents can be attached to contact records in real time, so everyone is updated at all times.
5. Set subtasks.
Breaking large projects down into smaller tasks to be done in order is the heart of project management. Automatic reminders keep each subtask prioritized, reduces procrastination and helps to avoid your team from becoming overwhelmed with the enormity of the task. With efficient project management, you can easily recognize each step, when it has been completed, and what the next step is. It can help to avoid missing vital steps and keep the job moving forward without scope creep.
For both teams and individuals, organization is the answer to efficiency. These tips will help you keep your team organized and moving in the right direction.
