In a time where Dubai is tightening budgets and cashflow is becoming an issue, getting the best efficiency from your workforce can be make or break for your business. Here are 4 essential tips on how to improve productivity with IT solutions that won’t break the bank.
Communication
One of the biggest time wasters in an organisation is communication, or inefficient communication. At the top of the list comes email which can waste a staggering amount of time. Forbes claims that the average staff member wastes between 2.5 – 3 hours reading, organizing and responding to emails per day, Guardian claims that 40% of a worker’s time is wasted in this way also.
One fantastic way to reduce the email driven communication is to employ a team communication tool. Slack’s (www.slack.com) epic rise to fame came because it came as an answer to this problem. This tool allows you to have groups based around certain subjects, projects or types of communication. It will also allow you to involve clients in certain channels. It is the simplicity of sharing information with the correct people that makes this system work. You are not searching who to include in emails, or where the information is: it is always right there in that channel.
But if you are an Office 365 owner, this solution is also right underneath your eyes. In your Office 365 package you will have an application called Teams. This allows you to build teams for different projects, topics etc. It costs no additional to the small business package and can truly transform your communication efforts. Packages for email and these tools start from $12.50 per user per month and include the usual Office software (word, excel, powerpoint etc).
Screens
Employing dual monitors for your team members can also make your team more efficient. “Teams that employ dual screens for their staff are 20 – 30 % more efficient” – Business.com.
The secret here is the availability of information. If you are constantly changing between screens you are wasting small amounts of time, many times a day. This time adds up to a significant amount per day.
Team members with dual screens can have several project screens available in this way, or can even use one for communication and one for the project they are actively engaged in. Either way, the access to immediate information is a big timesaver and will make your team significantly more productive.
Collaboration
Collaboration between large teams, or teams between geographies can cause workplace inefficiencies. Time differences and delays can often affect the release of information, slowing down your process.
One great solution to this problem is collaboration software and hardware. Hoiloo have created a multimedia platform that can allow numerous team members to access and work on the same set of documents simultaneously.
By allowing this level of collaboration and communication, time wasted is drastically reduced. Another huge benefit is the creativity enhancements of all being able to communicate at the same time.
Mobile workforce
“Employees who believe their workplace effectively uses mobile tech are more creative, satisfied, and productive at work” - The Economist Intelligence Unit
With the cloud computing era being heavily upon us, access to information should be at the forefront of a business’ communication strategy. The instant availability to information allows us to communicate at a rapid rate. Giving your team the access to the mobile version of your communication software will drastically improve your efficiency. Make sure that the conversation doesn’t just stray to email and the team are using the communication tools afore mentioned.
With VPN functionality being a gray area in the United Arab Emirates, it is important to utilise tools that give the access to information without breaching the policies. Office 365 also offer a cloud storage solution. Even the smaller business packages come with 1 TB of space on OneDrive, Microsoft’s cloud server solution.
