Improving Efficiency while Navigating Workforce Challenges

The current business environment remains challenging for many organizations. These challenges impact the entire organization from leadership to the employees within those organizations. For instance:

• Unemployment Remains Low: Despite economic fluctuations, unemployment rates remain relatively stable. Even with recent layoffs, this doesn’t necessarily translate to abundant available workers. According to the Bureau of Labor and Statistics, the ratio of unemployed people to job openings is about the same as it was in late 2018 (.8 people to every 1 job opening) [1]

• Layoffs = Increased Workload: Companies have implemented layoffs, leaving fewer employees to handle the workload. The burden falls on the remaining staff.

• Pressure to Focus on Efficiency: Today, organizations emphasize efficiency and doing more with less especially as interest rates remain high and consumer demand is slowing.

To achieve more, organizations must prioritize making work easier for their existing employees and focus on the work that brings value to their customers. 

Challenges Faced by Teams

1.     Manual Workflows: A Red Flag

• Teams often work manually, especially when completing tasks such as moving data between spreadsheets. This inefficiency consumes time and increases the risk of errors.

• Smartsheet Survey: Over 40% of workers surveyed spent at least 25% of their workweek on repetitive tasks much of which could be automated [2].  

2.     Burden on Team Members: Quality at Risk

• Overworked team members face burnout. As they shoulder additional responsibilities, the quality of their work may decline.

• Negative feelings and resentment can build, affecting morale and productivity.

3.     Employee Retention and Market Turnaround

• Organizations must consider the long term. When the market improves, employees may seek better opportunities elsewhere.

• Retaining skilled staff is crucial for stability and sustained success.

4.     Balancing Efficiency and Innovation

• While efficiency matters, overemphasis can hinder innovation. On the flip side employees working on bad processes have less time for creative problem-solving.

• Striking the right balance ensures both efficiency gains and room for fresh ideas.

5.     Beyond Cost Reduction: Streamlining Workflows

• Cost-cutting alone won’t make an organization truly efficient. Streamlining workflows allocates resources to high-value work.

• Instead, prioritize tasks that directly contribute to organizational goals.

6.     Effective Communication with Teams

• Communicate the benefits of process improvements to your teams. Show them what’s in it for them.

• Transparency fosters buy-in and cooperation.

7.     Incremental Changes for Sustainable Improvement

• Avoid overwhelming teams with sudden changes. Implement incremental improvements.

• Gradual adjustments minimize disruption and improve the chances of adoption.

How to Empower Teams for Success

1.     Process and Workflow Streamlining:

• Identify processes that can be automated or streamlined. Tools like Zapier can help.

• Automated workflows reduce manual effort and improve efficiency.

2.     Understanding Challenges:

• Engage with team members to understand their pain points. Where do they encounter bottlenecks?

• Use this insight to target specific improvements.

3.     Relentless Elimination of Non-Value-Adding Activities:

• Continuously assess activities that don’t directly contribute to value. Eliminate or optimize them.

• Focus on what truly matters.

4.     Employee Retention over Layoffs:

• Cutting employees rarely solves long-term problems. Instead, it exacerbates workload issues.

• Prioritize retaining skilled staff and invest in their development.

5.     Long-Term Strategy Beyond Market Fluctuations:

• Don’t let short-term market trends dictate long-term strategies. Focus on sustainable improvements.

• Adapt to changing conditions without compromising core principles.

These are some of the ways that you can help your organization better manage the challenges that your employees face with the need to scale up your business in the most efficient way.  Business leaders need to keep both in mind even in a cooling talent market. 

[1] https://www.bls.gov/charts/job-openings-and-labor-turnover/unemp-per-job-opening.htm

[2] How Much Time Are You Wasting on Manual, Repetitive Tasks? | Smartsheet