Question: What does business efficiency mean?

The answer... Being more efficient does not lie in a simple Google response. The answer lies in optimising every aspect of your business which means taking a step back and evaluating people, processes and technology.

These should all work synergistically to allow each element to play an equal part in achieving the efficiency dream. 

People - creating a collaborative culture to improve business efficiency

Propel Tech recently ran a poll to discover what people believed formed the foundation of efficiency in business. Out of ten areas to choose from, 36% of respondents selected ‘a collaborative culture’ as being essential to efficiency and a further, 27% said ‘clear, well-communicated goals’.  

These views are backed by many successful business leaders. A Stanford study (US)  found that those who work in a collaborative rather than individual setting are  50% more effective at completing tasks, boosting their intrinsic motivation and helping them become more engaged with their work.

In modern tech-focused and tech-enabled workplaces, where innovation and speed are critical, combining a collaborative culture with clear, well-communicated goals improves efficiency by ensuring the whole team is aligned, and that any blocks or issues are removed seamlessly and without friction. In turn, efficient businesses enjoy: 

1. Enhanced problem-solving: collaboration brings together diverse skills and perspectives, enabling teams to tackle complex problems more effectively. When team members share their unique insights and expertise, they can find innovative solutions that might not emerge in isolated work environments. 
2. Increased innovation: collaborative environments foster creativity by encouraging idea sharing and brainstorming. When employees feel comfortable exchanging ideas and experimenting, it leads to a more innovative culture where new products and solutions can be developed more rapidly. 
3. Improved workflow: efficient communication and workflow processes are essential in tech-focused workplaces. Collaboration tools and practices help ensure that team members are aligned, reducing redundancy, minimising misunderstandings, and streamlining project timelines.

 

Processes - must be fit for purpose to be efficient

A further 36% of respondents who took part in our poll believe that ‘strong processes’ are the key to enhanced efficiency.  

Sadly, inefficient processes in business are everywhere… How many times have you worked in a company where the processes are just not fit for purpose or where individuals follow processes without questioning if there is a better way? 

Strong, well-defined processes can drive consistency, reduce errors, and streamline operations by providing a structured approach to tasks, saving time and resources.  

Some of the main issues that create inefficient processes include: 

1. Process misalignment: it's common in many companies, including tech firms, for processes to become outdated or misaligned with current tasks and goals. This can occur due to rapid changes in technology, market demands, or organisational structure.
2. Lack of innovation in processes: employees often follow established processes without questioning their efficiency or considering potential improvements. This can stem from a lack of empowerment, fear of change, or simply not recognising inefficiencies.

How to address problematic processes

1. Encourage a culture of continuous improvement: create an environment where people feel empowered to question and improve processes. Implement regular reviews and feedback sessions to identify and address inefficiencies.
2. Good processes can be created through:  

• Adopting best practices and methodologies such as Lean or Six Sigma 

• Regularly reviewing and updating processes to ensure it’s not a ‘process for process sake’  

• Implementing standard operating procedures (SOPs) to ensure consistency and quality 

• Using data-driven decision-making to continuously improve and adapt processes

Technology – unlocking improved processes and streamlining collaboration

It’s not good enough to have a tech solution in place. To be effective,and cost efficient software must be kept up to date and continuously evaluated. This is where strong leadership comes in, combining technology’s ability to streamline tasks and highlight issues with strong and clear leadership helps to create a culture where less mistakes and waste happen.

Chris Kirkham, Operations Director at Propel Tech, sums this up:

“Cost-effective software can help to drive efficiencies, but when combined with strong leadership and people skills, this is where businesses really hit the sweet spot of precision, accountability, improvement and efficiency.”

Bespoke software and technology can be a powerful tool to help manage suppliers, teams, and resources and achieve business and technology efficiency goals. It can be leveraged to not only automate repetitive tasks, enhance data analysis, but also speed up customer service, support people and improve communication.   

A great example of custom business software is the work Propel Tech undertook for Allsop. The UK’s largest and most successful property auction house had experienced unprecedented growth and efficiency across the business was being challenged. Working closely with the team at Allsop, Propel Tech took time to create a software system that would streamline processes, improve collaboration and make the actual auction faster and far more efficient. Read the case study here.  

By integrating custom business software and tech tools into your business, you can enhance communication, modernise project management, improve overall efficiency in the workplace, encourage idea sharing and promote teamwork. At Propel Tech, we use the following solutions to aid our efficiency:  

• Confluence and Miro - collaborative whiteboard software helps us capture and share ideas. 

• PowerBI – this analytics software allows us to extract data out of the systems we use to obtain metrics for areas we may be able to improve 

• Teams and Slack – chat software helps us communicate in real time with each other and clients  
• ChatGPT- generative AI is sometimes used by a range of departments, from development to HR, to get the ball rolling on things.  

Other operational efficiency software tools include: 

• Asana - a project management tool that allows teams to plan, organise, and track work. 

• Trello: a visual project management tool that uses boards, lists, and cards to help teams organise and prioritise work. 

• Jira: a project tracking and management tool designed for Agile teams.  

• GitHub: a version control and collaboration platform for developers. 

• Google Workspace (formerly G Suite): a suite of cloud-based productivity tools. 

• Zoom: the video conferencing tool that supports virtual meetings, webinars, and conference calls.  

• ClickUp: a productivity platform that combines task management, document collaboration, goal setting, and time tracking. 

How to achieve business efficiency without cutting corners:

• Quality over speed: prioritise quality in every process. Establish clear standards and benchmarks to ensure high-quality outputs. Regularly monitor and review processes to maintain these standards without rushing or compromising on critical steps. 
• Transparent communication: create an open communication culture where employees can voice concerns and suggest improvements. Clear, honest communication helps identify potential risks early and ensures everyone understands the importance of maintaining standards while seeking efficiency. 

• Lean methodologies: implement lean methodologies to eliminate waste and optimise processes without sacrificing quality. Lean focuses on continuous improvement and value creation, ensuring that efficiency gains are sustainable and do not involve cutting essential steps. 

• Employee training and engagement: invest in comprehensive training programs to equip employees with the skills needed to work efficiently while adhering to quality standards. Engaged employees are more likely to take ownership of their work and avoid shortcuts. 
• Technology and automation: use technology to automate repetitive and time-consuming tasks, freeing up resources for more critical and value-adding activities. Automation should be used to enhance, not replace, human oversight and quality control. 

Discover how we make life more efficient for our clients across a wide range of sectors.