The organization of a company is a key element of a properly running office. Wasted time is one of the biggest expenses to a company and it’s usually because of improperly organized systems. If everything is convenient and properly in its place, the entire process will run smoothly. Fortunately, there are a lot of things people can do to improve office efficiency.
Having a smooth-running office has lots of employee benefits as well. Everyone can be more productive and experience less frustration from poor organizational schemes or tedious and outdated tasks.
Consider An Inserter
One such outdated task that is a major time-waster is inserting letters into envelopes. Lucky for you a folder inserter is an office machine that can do that job for you. This alone can save thousands on the payroll if your office relies on traditional mailings.
Not only does an inserter do all the work more quickly and consistently than a person, but it also keeps highly skilled workers from wasting their time on menial tasks.
Franking For Efficiency
Another way to speed up mailings and deliveries of all types is to employ a franking machine. The franking machine is a piece of office equipment that calculates and prints postage information on letters or package delivery labels.
Franking machines have a scale and everything. You just put your letter or package on the scale, enter your shipping details, and the franking machine will print a label with postage included. Depending on the model, different levels of automation are available. You can send a shipping manifest via computer and stack it up against your letters, the machine will do the rest.
MailMark Rates Are Better
When you use a digital postage machine like a franking machine you gain some other benefits as well. MailMark is one such benefit. It’s a service offered by Royal Mail and when using it, you get the best postage rates available today. It’s also convenient for a lot of other features. MailMark is the most convenient form of postage while also being the cheapest.
There are a lot of other ultra-modern features that come with MailMark postage and they will do a lot for your company. Those features are discussed further down.
Utilize Enhanced Tracking
Digital postage systems like MailMark also come with enhanced tracking services for your letters and packages. That’s because each postage glyph contains information including the recipient address, return, and tracking number.
This makes processing and delivery faster at every level of the system. Whether you’re loading trucks at the plant, sorting or delivering as a postal worker, or checking out your package delivery dates, having a digital glyph with all pertinent information ensures that the package gets to its destination.
Use Online Resources
If you’re having trouble with teamwork and staff productivity, it’s probably due to some gaps in the information flow at your office. That can surface at any point in the hierarchy if someone is communicating poorly. If you make sure everyone has a collaborative whiteboard for each project, people can have a visual focus that outlines each aspect of a project.
Workers can check it out for inspiration, to find their next task, and add their own ideas. People can discuss issues through a collaborative workspace and managers can use it as a centralized point of focus.
Integrate A Management Platform
Another option is to use a management platform. There are many kinds of online workspace platforms available nowadays. Microsoft Teams is a telecommunication app that organizes people by teams and allows you to assign tasks and communicate with each team. This creates a virtual workspace that everyone can contribute to and use for meetings.
There are lots of choices to choose from and it’s important to try out more than one if you want to find the perfect solution to your workspace needs. The best platform for you may not be the best for everyone else.
Assess Employee Capability
Make sure you’re using your employees correctly. If an employee’s talents go untapped, it’s the fault of the manager and their inability to properly evaluate staff capability. A bad manager just wants to fill seats with people that meet the minimums and accept minimum pay. However, finding positions or tasks that utilize the strengths and avoid the weaknesses of employees shows mastery of staff management.
This also tends to improve morale as people are more satisfied with their job and are recognized for their abilities. And this leads to better outcomes and improved productivity. Happy workers in positions that suit them are the ideal outcome of every workplace.
Creating productivity is about removing bottlenecks in work and idea flow. Improving communication, reducing menial tasks that eat time, and providing quality tools are the best ways to eliminate the bottlenecks that threaten your office’s efficiency.