Productivity is commonly defined as how efficiently production inputs, such as labor, capital, and tools, are used to produce a given level of output, such as the amount of goods or services sold. Productivity measurement looks to highlight how to get more output (goods or services) for each unit of input (materials, labor, tools) than competitors can deliver.
Increased productivity is a constant goal among all businesses, but especially for small businesses who don’t have the same resources as larger corporations. The ever-present mindset of doing more with less highlights the need to increase productivity at a steady, manageable pace.
Increasing productivity in a small business involves a combination of strategies, ranging from perfecting processes to selecting the right tools for the work environment.
In today’s post we examine how small businesses can take small steps to enhance their overall productivity.
Increasing productivity, even a small amount, has many tangible and intangible benefits. For example, a tangible benefit of increased productivity is cost savings. An intangible benefit may translate as an improved customer experience. It’s important to remember that no single change is going to transform an unproductive workforce into a highly productive team. Rather, it’s a combination of many small tweaks that get the best results.
To begin, it’s important to understand the principles of good productivity planning:
Understanding the approach provides the foundation to examine the practices and tools already in place to figure out how to maximize their use or replace them altogether.
Some of the most used technology productivity tools, already present in many small businesses, are not used to their maximum capabilities. Some have redundant functions that cause overpayment for the same solution. Let’s examine a few of the most popular tools present in small businesses today.
Integration
Microsoft 365 is a subscription-based platform that offers a wide breadth and depth of collaboration, communication and productivity tools including Teams, OneDrive, and SharePoint. Teams and Zoom offer essentially the same functionality. OneDrive and DropBox also offer the same features to one degree or another. And SharePoint allows storing, organizing, sharing, and access to information from any device.
A subscription comes with a desktop version and the web version of the popular Word, Excel, and PowerPoint. This means collaborative editing is built right in, allowing multiple people to collaborate on documents simultaneously in real-time. If a small business subscribes to Microsoft365 but doesn’t take advantage of the tools in their subscription, they miss easy productivity gains.
Password Managers
Password Managers offer a great productivity boost, not to mention increased security. LastPass, Bitwarden, 1Password and Dashlane help small businesses securely store and manage passwords for various accounts. Many small businesses currently rely on the password manager built into Chrome, Edge, or Safari, but while it may seem like a safe and convenient place to store passwords, a browser is not entirely trustworthy. Many often think they don’t need a password manager because using a free and convenient browser to store and autofill passwords seems safe. What many people don’t realize, though, is that a password manager does far more than just store and autofill passwords. Password managers are much better than browsers at keeping your passwords, credentials, and sensitive data secure – especially for businesses.
Instant Communication Tools
Instant Communication Tools, such as Slack, Microsoft Teams and Zoom facilitate real-time communication through messaging, video calls, and collaboration on documents. They help drive increased productivity by allowing real time exchange between team members, despite locations, including file sharing, screen sharing and video calls. Teams is included in a Microsoft subscription and Zoom is ubiquitous among businesses across America, but if they are not adopted for the full extent of their capabilities, increased productivity is lost.
These are just a small sample of productivity tools that continually evolve with new innovations and improvements. It’s not enough for small businesses to invest in software and devices to increase productivity. To truly stay competitive, drive growth, and adapt to evolving market demands it’s important to use the productivity tools already in place to their maximized potential. By embracing this mindset small businesses can unlock new opportunities, achieve operational excellence, and thrive in today's dynamic business landscape.
If your business wants to understand how to maximize their technology toolset, call us to understand how we can help your business do it right.
Roark Teach Services offers white glove, personalized technology services and support. We are expert in fit-for-purpose technology solutions exclusively for Small and Medium-Sized Businesses.
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If you don’t have an IT Partner that you can trust to give you the right support and advice, we’d love to help. Contact us.