Streamline plans.
Once you understand the need and know exactly who has been doing the work and how, develop an improved method for achieving the task in a time efficient manner. Eliminate obsolete tasks. Combine several routine activities that can be done by one person. Place vital information on the computer network for immediate access by the appropriate people who need to make efficient, timely decisions.
Rearrange the order in which work is accomplished. If, for example, the shipping department complains that it does not receive sales orders soon enough to ship on time, consider rearranging or simplifying the order in which sales are processed. Distribute multiple copies of orders or cut time by directly entering orders on a computer information system so everyone receives order information sooner.
Solicit feedback from those who will use a new procedure. Although you cannot use every suggestion, you can use some of the best. But always be sure to respond in some way to all suggestions. Responding to the suggestions of people gains their commitment and belief in the organization. People give even more to an organization in which they feel their input makes a difference.
Design effective procedures.
After designing the new procedure, put it into operation. Institute adequate training. Be sure all your people know where they fit into the new procedure. Explain their duties and responsibilities, and ask for their commitment.
While a new procedure or work method is being implemented, watch it closely. Question people about how well it is working and ask for their comments about improvement. Once you are satisfied that the routine is well established, turn supervision over to someone else and free your time for other work and future productivity.
Procedures are merely formally established habits. Habits – both good and bad – develop through repetition and become fixed through reinforcement. Reinforce desirable actions through appropriate praise and recognition, and discourage bad habits through immediate correction. When given constructive feedback, people quickly develop the desired habits for handling routine matters. The result? Efficient procedures.
“Learn everything about the purpose, the people, and the procedures involved in a task..”
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