Innovativeness, resilience, availability of resources, good knowledge of your industry; These are some of the factors that help organizations succeed. However, you can have all the resources you need and resilience and still fail. Why? Because your company’s work organization is poor.
Lack of proper work organization leads to numerous problems when carrying out projects such as:
- Confusion and conflicts over who is responsible for what tasks.
- Some team members having more workload than others.
- Lack of adequate financing and understaffing for a given task.
- Numerous unnecessary meetings that achieve nothing.
To avoid getting into some of these problems you need to carefully plan the operations at your company. By doing so you ensure your staff members are aware of what is expected of them and teams members on a project stick to their defined roles.
So how do you develop a good working culture at your organization? Here are some tips to do so.
- Clearly define your goals
“If you aim for nothing, you’ll hit it every time.” The quote shows that without a goal, anything you do can pass as a success. And that’s not the way to run a business. If you want to get to the top of your industry you need to be clear about what it will take to get there.
So saying I want to increase sales is not good enough. I want to have sales of over ten million dollars by the end of 2019 is a clear goal which you can rally your employees around. And not only big goals should be defined. Even small tasks should have precise targets, for example: “We should be done with this project by the end of the week.”
2. Map out how you will achieve your goals
Once you define your goals the next step for you would be strategizing on how these goals will become a reality. Having a goal is good but you have to come up with an action plan for achieving it otherwise it will remain an idea.
At this stage of the process, you will be looking at the resources you will need to achieve your goals. This could be financial resources, employees or expert consultants. You will also need to break down your goals into small tasks which will get you there.
These tasks should be specific, measurable, attainable, realistic and time-bound or in short SMART. When you do the above you’ll have a strategic plan you can implement in your day-to-day work operations.
3. Assign tasks
You’re now clear on what goal you want to achieve and how that will happen. So begin assigning responsibilities for the various tasks in your plan. Assigning roles is very important as it will avoid confusion and disorganization at the workplace.
Each task you came up with should have at least one person who completes it. This person should be held accountable if a task is not completed. And that person or team should have the skill sets required to do the tasks. If you assign tasks randomly, your projects may stall because individuals responsible don’t have the capacity to do what is required.
4. When tasks have been assigned, monitor the progress
Here you’ll be looking to find out if deadlines are being followed, tasks are done to meet the expected standards and so on. You can have weekly evaluations to measure your progress and see if you are keeping to your schedule.
Monitoring progress will motivate you when you see you are close to the finish line. If you’re falling behind you can also make the necessary changes to get you back on track.
5. Emphasize on spending time working on one thing at a go
I have seen situations where an employee has several tasks handed to them and instead of working on each task at a different time they try to do all tasks at once. So they spend five minutes creating a spreadsheet, then 10 minutes replying to emails and 15 minutes making sales calls.
Working that way is a disaster waiting to happen. We all have at one point or another had several tasks to carry out. The best way to go about it is to set aside specific times to work on each task. For example in the morning do the excel spreadsheets, then make the sales calls in the afternoon and at the end the day reply to your emails. That way all your energy is focused on the task at hand. The quality of the work done will definitely be better.
6. Limit the number of tools you use for work projects
Technology is a good thing. It makes you work faster and communication is much easier. But don’t get over excited and try running your operations using all the software applications on the market. It doesn’t make sense, for example, to use Slack, Trello, and Asana all at the same time to manage your teams.
7. Simplify how work is carried out by using one or two applications
To do this carry out some research on the various tools that can help you work efficiently and then settle on the one that would work best for you. And only switch applications if there is actually a need to do so not because you feel like it.
The processes in your organization may work perfectly but if you have employees with low morale achieving success could be difficult. Unmotivated employees tend to work poorly and could sabotage your efforts to achieve goals. That’s why you have to keep your staff motivated at all times.
You don’t have to do a lot to motivate them. A simple public appreciation could do wonders to energize a staff member. If you’re in a position to do so you can offer a pay bonus for good work done.