How will activity management reduce costs in your business?
Many companies confuse bureaucracy with the application of rules, behavior, and work schedules. They think there is no need for activity management and that every professional should work in a way it seems to be easier to come up with a result. However, if you do not have a unit of procedures to manage day-to-day actions, it may cause serious problems for organizations: the loss of information.
When it comes to knowledge management, it is necessary to combine a common sense of freedom without any data storage prejudice. Also, ensuring guide actions reduces a very common problem: irreplaceable professionals, in other words, those workers who, if by chance have to take time off work, will impact on several actions of the company. This scenario is not only bad for the company, which has no control over its processes and information, but for the team itself, which often ends up overloaded.
Without management, data loss is frequent
When there is no good schedule or work history, the result is the loss of information. In fact, according to ABGD (Brazilian Document Management Association), managers spend about four weeks a year just looking for information. And it is a big concern as it means that when there is no management of processes, the costs are always high, whether with labor or rework, and the worst, poor customer service.
This last one is the most serious of all. Imagine that your customer contacts you to solve a problem. And for not having a history of facts at hand, your team will take too long to solve the demand or even fail to meet the customer’s needs. The result? According to Accenture, only last year, Brazilian companies lost about 217 billion dollars because they lost customers due to dissatisfaction with the services provided.
How to reduce damage and optimize productivity?
The first step to ending the problems mentioned above is by creating detailed work schedules. Contrary to what many people think, it does not mean to tie up the routine with bureaucracy, but to make everyday life easier.
Only with well-defined processes, it is possible to establish three key issues to manage activities efficiently. See below:
1-Clear responsibilities and processes
By mapping the work routine, whether it is in commercial, HR or financial, your company begins to understand what leads to overload or which points of attention are necessary to improve processes. Creating a work schedule and a service catalog for application on platforms such as Ellevo, for example, it will also ease workflow between sectors.
Do you know those requests that arise overnight without a certain destination and need to be made, even without all the information at hand? They cease to exist. Because within a catalog of activities, each user when registering a request, should follow a default path and at the same time it should be sent to the right person. The urgency ratings also guarantee better routines organization, no mishaps on some days and idle time on others. It is all done in a clear and organized way, with the history of actions and data being stored reliably, ensuring knowledge management.
2-Reducing operational workload
When this first step on the management of activities is taken, the company’s leaders will realize how it can improve the team’s routine. The history of actions decreases the time wasted in research about a particular customer or project.
They also make it easier to evaluate results and plan new activities. There is also the possibility of relocating people, focusing talents on strategic and less bureaucratic activities. How? Find out more about it below.
3-Automation of activities
When we talk about automation we go well beyond the already known service chatbots. They are primordial and drastically reduce the use of teams in operational actions, but they are only the beginning of automation.
Effective task management will allow the company to use other technological resources to quicken procedures. It is the case of RPA, Robotic Process Automation. We have already talked about it here.
Within the Ellevo platform, this technology ensures time reduction on operational work, increasing teams’ productivity, with well-defined work schedules, updated and reliable information for decision-making.
Do you want to know more about activity management? Contact our experts here.