Continually monitoring and looking for ways to improve workplace operations can help an organization stay on financial track and keep delivering top quality products and services. You need to monitor workplace operations so you can develop strategies to improve procedures and protocols. As a business scales up in sales or in size, the task of monitoring becomes more important and complicated.
Monitoring operations requires management oversight, employee feedback and customer reviews. It can help provide specific directions for employees, which can lead to improved time management and increased productivity.
Improving workplace operations requires analysing collected data to identify the underlying problems and to find resolutions and methods to deal with them. Here we outline few key steps to quality monitoring your business operations to ensure your organisation remains competitive.
Measurement of the operative performance
To measure your company’s performance company in an effective way, you need to establish indicators that allow you to know the results and how to make the suitable adjustments when it is necessary. Each area within the company has its own mechanisms, needs and resources. It is important to have an analysis of how each separate area is performing to achieve its specific objectives.
Implement operational process improvements
A results-oriented improvement plan focuses on improving cost, quality, service or speed. Action steps range from making minor changes that eliminate duplicate steps or other workflow redundancies to redesigning an entire process. An implementation includes analysing, prioritizing and reassembling tasks and operational steps.
Collect relevant data
There are many ways to collect data via regular monitoring and surveying. Many businesses use a customer retention management (CRM) software. Software capabilities vary but most offer several ways to monitor workplace operations. All relevant information coming out from outbound calls, prospect contacts calls, correspondence, offline and online surveys, follow-ups and sales should be registered and analysed. Right now you can find in the market software that even help track orders and send follow up offers.
Beyond technology, you can use site operations, employee surveys and customer feedback to collect valuable data about how your company is delivering its product or service. Site operations may be done by management, owners or by a third-party consulting firm, offering an outsider’s perspective on operations. Employee surveys provide valuable feedback on areas of inefficiency that employees experience daily, such as consistent inventory issues. Customer reviews, whether solicited or gathered via online social media channels, tell companies about the user experience. At times, when everything seems to be going smoothly, it might be the customer review that points out something otherwise overlooked.
Analyse all collected information
As a business owner, you should look at data regularly to understand patterns and to look for anomalies. Although there might not be a monthly site review, employers can use other collected data to get an understanding what’s working well and what isn’t.
Engage your employees
Start by creating a workplace environment that accepts and embraces change. An open-door policy, fair and respectful treatment and open communications are some of the most important ingredients. If you take the time to lay a foundation that encourages and rewards employee contributions before implementing a monitoring and operational improvement plan, it will be much easier to get their cooperation.
Establish communication channels and strategies
IT managers and administrators must establish mechanisms to visualize the operational strategies within the organization and establish communication strategies that allow all the members of the company to easily know the results of each of the areas.
Implement new protocols and workflows
Once the issue is identified in the existing process, it is imperative that the company take steps to improve workplace operations. If a new call or sales protocol is implemented, it needs to be written in as part of the operations manual, and then distributed to employees. On top of the distribution of the written protocol, employers need to train employees consistently and regularly to make the new protocol habitual. Additionally, employers should ask for feedback on new policies and procedures to fine tune them.
Sometimes, improving workflow changes is easier than at other times. If inventory issues exist, managers need to make arrangements with suppliers or find new ones that can handle the demand.
The key to monitor work operations and to develope an excellent performance management model according to the company’s objectives is to get constant feedback from your employees and customers.
We are in 2018, when technology and digital transformation are tools that allow us to advance every day using automated services that streamline processes, improve the results in companies and the performance of employees.
If you need a software to help you to monitor your company’s operations, contact us. DataScope can provide you task management tools for smart teams.
DataScope is a platform which allows various industries to streamline, organize and evaluate the work of their field staffs thanks to online forms which provide real time indicators 100% adaptable to any field.