Tools To Help Boost Your Company's Efficiency
With modern market saturation, efficiency is often the key to gaining an edge on your competitors. Thankfully, there are lots of tools that can make your work day smoother. This can be something as major as making your documents always available via cloud-based software, or quick solves like using a PDF to Word converter for those essential documents that need to be shared in an instant.
And of course, the most exciting one is AI – it can edit your emails, organise your calendar, or answer that niggling question. But AI is just one digital tool that can help out your company.
Here’s a handful of tools that’ll cut down on the time you spend on the mundane stuff, so you can focus more time and energy on the important things instead.
Efficiency is a catch-all term for completing tasks or processes in your business in the best, or fastest way. It’s the time spent looking for the right file, clarifying what’s meant in an email, or organising meetings. It’s all the small things that add up. Ask yourself these questions when considering efficiency in the workplace, when thinking about how digital tools can make life easier for your company.
Are there tasks that don’t require expertise? Then chances are, they can be automated.
Are there security or safety risks that could lead to major delays or issues? Adopt digital tools or systems to prevent them (including cybersecurity measures).
Could communication with clients or team members be improved? Then use programs that better suit your needs, whether it’s an AI chatbot, or a simplified messenger platform.
The ultimate goal of efficiency is for each worker to focus on their unique skills and expertise during business hours, so that not a cent or a second is wasted. Below, we’ll take a closer look at 5 digital tools that can help you achieve this.
If you haven’t already adopted cloud-based software, jump over to OneDrive, Google Drive, or DropBox to get started. When you’re choosing which program to use, consider which will best integrate with your company’s current tools. For example, OneDrive works for Microsoft users.
The benefit of the cloud is constantly accessible files, and safe backups to protect against corruption or damaged computers. Whether your teammate is at their desktop or away on holiday, you can access the reports or drawings you need to finish your project.
Microsoft Word, Powerpoint, and Excel are standard for small businesses, but how many other programs in the Microsoft 365 suite are you familiar with? This digital toolbox also includes a video editor, survey creator, and collaborative tool to use, giving you new ways to interact with, motivate, and understand your teammates.
And since these programs are all developed by Microsoft, they also connect and integrate with each other, so using them instead of third party programs could be a quick way to improve efficiency.
Today’s chatbots can’t replace the gears in the machine, but it can remind you to grease the wheels. Whenever you’re hitting a brick wall with a problem, float it by ChatGPT or an in-house AI and see what it suggests. It’s basically rubber duck debugging with actually useful suggestions. For instance, you can use AI troubleshooting techniques to suggest marketing strategies, develop team building exercises, edit your emails, or just remind you of what needs to be done for any given project.
Just don’t take its word as gospel, because AI still has a few bugs of its own to work out. To keep this particular automation tactic optimal, it’s always best to give processes a quick skim from human eyes as well.
With the hybrid workspace model increasing in popularity, people are working more and more irregular hours. Because of this, your in-house IT team may not be able to keep up with problems that crop up outside of work hours, but still need to be solved urgently. The solution is to outsource your IT help to a third-party that can offer around the clock support.
So whether you’re awake all night trying to finish a presentation, or up early to get a headstart on your day, with 24/7 IT support you won’t be stumped by tech glitches.
Communicating with clients and customers can be a major time sink. If you don’t have a customer service chatbot set up, you’ll have to email back and forth. A lack of CRM software means flipping between different spreadsheets and databases to find relevant information.
So take a look at what others in your sector are using for their customer relations. Integrate it into your company workflow, and enjoy skipping the mundanities, and trading up for meaningful interactions and important work instead.
With AI on the rise, new efficiency tools are always cropping up. If you notice an issue in your workplace, chances are there is or will quickly be a tool to fix it. Stay aware of where your company can improve, whether it’s through developing your own business skills, or handing the problem over to a more competent technical solution.
Implement this practice, and you’ll be able to exponentially increase your company’s efficiency, improve workflow, and achieve your career goals.
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