Category: blog

Process optimization: how to implement?

Post author By Organize na Prática Team
Post date June 25, 2020

Planning and organization are essential tasks to stay focused, increase productivity, and increase a company’s results. For that, process optimization and the promotion of improvements is a necessity and can bring lasting results for your company. So, check out this step-by-step article about how to efficiently implement process optimization in your company.

Good reading!

Why is process optimization important?

Optimization is based on the interaction between activities carried out in different sectors of the company. It involves understanding, planning, organizing, measuring, and monitoring activities in order to achieve the objectives and goals of the company.

By implementing management actions and tools, the company is able to increase productivity, reduce costs and resources, increase market competitiveness, boost results, and make work processes more efficient.

Check out below a step-by-step about how to implement this action in your company.

Step-by-step for efficient process optimization

Process optimization is a constant action within a company. It ensures greater team productivity, process efficiency, eliminating failures, reducing costs, and improving results.

To help you, we brought a quick guide on how to implement good process management in your company, check it out.

1. Perform a mapping

Now that you know the importance of implementing process optimization in your company, it’s time to get your hands dirty.

The first step is to map and understand the company’s processes. To do this, you can use schemes to help you understand how each sector works, what the functions are, and who is responsible for each sector. In addition, it helps you to understand how activities are integrated between sectors.

At this first moment, you can identify which are the weaknesses and strengths, which are the most complex operations, if there are flaws in the procedures, among other important aspects.

In other words, with the mapping carried out, it’s possible to make a critical analysis of all activities and to identify which sectors require the most effort and should undergo modifications.

Therefore, through process management, it’s possible to promote improvements and optimize results.

2. Track and analyze the workflow

Tracking and analyzing the workflow after the mapping is an important step in optimizing processes.

At this stage, it’s possible to eliminate activities that are unnecessary, to recognize practices that are well implemented, to know how the sectors are integrating, and to identify failures with more precision.

Having all this material in hand, it’s time to make strategic decisions to improve and control the productivity of the team, as well as to increase efficiency and seek solutions to solve practices that need improvement.

3. Improve communication

Communication is important in any sector of the company. It facilitates processes and avoids considerable failures.

In other words, communication influences the success of the operation.

When the information is not clear, all sectors can be harmed and, as a result, cause errors that compromise the entire process and reduce the results.

In addition, communication failure can delay productivity, so improving communication is an important aspect when implementing process optimization in your company.

Use a standard communication system to send information in a correct and accurate manner. This way, you make sure that important information is not lost.

Finally, communication can provide a greater connection not only between team members but also between customers and suppliers, facilitating the processes.

4. Train your team

Changes demand adaptation and constant training.

There is no point in creating a whole strategy without communicating to the team or without providing proper training.

Therefore, inform all employees about the new work processes and make them aware of the need to reach new standards of excellence for an improvement in the processes.

All mapping and development of improvements must involve the team and count on the participation of all. This means that everyone must participate in the changes for the common good of the organization.

After all, the entire team must know exactly what their responsibilities are, what are the changes, and how to carry out activities to become more efficient.

And yet, when you have a team that is fully committed to promoting change, everyone can collaborate to find flaws and also suggest improvements in processes.

5. Use technology to facilitate the process optimization

Betting on process optimization without the use of technology can be a difficult task and a waste of time.

Therefore, use technology to facilitate processes and computerize your company.

The adoption of technology reduces the time, increases the speed in the processing of information, and promotes the optimization of processes, making them more practical and efficient.

And yet, technology is also a strong ally of productivity and also facilitates cost reduction.

Another benefit is the possibility of making activities more flexible for process improvements. That is, with integrated systems and cloud management tools, processes become more agile, and employees can access information online.

Finally, technology can also facilitate communication between sectors and between employees, avoiding failures and inconsistencies.

Check out in the video below how to use technology to organize company processes.

6. Delegate Responsibilities

This story of keeping a single person in charge of the sector can be a lag in productivity.

Because, when the manager is not in the company for a certain reason, the whole team can be harmed. After all, all the important information was concentrated on just one person.

Focusing all decisions on a manager is bad, so the process needs to be fluid and make the roles of each participant in the process clear. The greater the clarity, the better the flow and performance of the process.

Therefore, delegate responsibilities to more than one person. Thus, you will have more than one person trained and able to make important decisions at any time, with or without the presence of the sector manager.

7. Monitor and track results

Finally, performance indicators should be monitored frequently, so everyone can focus on results, and can actively act to optimize processes.

Even after an analyzed and improved process, monitoring and constant follow-up are important.

This enables a complete analysis of how new processes are carried out. And also allows the detection of new failures and continuous improvement.

In conclusion, mapping, analyzing, and organizing processes, using technology as an ally, and adopting efficient project management strategies are ways to enable the optimization of processes in your company.

By taking this step-by-step, the chances of increasing productivity, reducing company costs and resources, and increasing results only increase.

What did you think about this content? Leave your opinion in the comments and share this material with other companies and managers.

Reference Material

YouTube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency
Google Calendar – Organize your Calendar Practically and Effectively

Tags benefits of standardizing processes, how to implement process optimization, optimize processes, process optimization

blog Process

What are the benefits of standardizing processes?

Post author By Organize na Prática Team
Post date June 23, 2020

Standardizing processes is an effective strategy for the company. When correctly implemented, it is able to increase results, improve productivity, and promote the quality of the company’s products or services. So, check out in this article, what is standardization, what are the benefits of process standardization, and how to use technology to your favor.

What is the standardization of processes?

In general, the standardizing processes describes the set of rules and standards that govern how employees in an organization must perform a certain task.

It’s about organizing and developing a form of work common to all employees, who understand what is expected of them in each one of the activities. In addition, standardization guarantees the assertiveness and quality of the product or service offered by the company.

Standardization aims to answer the following questions:

What is the process and what is its purpose?
Who is part of the process?
How is the process carried out?
What are the functions and activities of the process?
Why does this process exist and what is its contribution to the organization?
What is the expected result?

Check below how to start standardizing processes effectively, based on these questions.

How to start standardizing processes

The standardization of processes is important, as it guarantees a better way to perform a task. Standardizing means presenting a more effective way to achieve the desired result.

And to start a standardization, first, you need to understand what the process is and what the purpose of the process to that organization. In addition, all employees must participate.

After understanding what your objective is, you need to perform a mapping of the functions, that is:

How will the process be done?
What are the steps of the process?
What are the functions and the activities and who is responsible for each of the steps?
How many sectors will be involved?
And, finally, what is the expected result of this process?

Thus, during the process, it’s possible to identify failures and make improvements. It’s necessary to measure the performance of the processes and monitor the indicators for an efficient standardization of processes.

But why is process standardization important? Check out the next topic.

Benefits of process standardization

Now that you know what process standardization is and what you need to do to get started, check out the main benefits of process standardization for your company.

1. Allows you to use resources more appropriately

By standardizing, it’s possible to distribute resources more intelligently and with better planning.

That is, when process standardization is applied, it’s easier to predict where resources will be applied and how they can be used.

Another benefit is that managers acquire more security to predict where it is possible to save resources, without spoil the process.

2. Increase productivity

how to boost productivity with the organization of processes

Boost productivity is something that is sought with enormous frequency.

And when you have a good strategic plan, with efficient process management and well-trained professionals, the resources are used correctly and, with that, the production can work in excellent conditions to achieve the results that the company expects.

By standardizing processes, employees work in a more organized way, without having to search for answers to carry out the activities, as everything will be in one place. And with that, productivity is increased.

Also, standardization promotes greater employee performance, and this means reduced waste and the possibility of doing more with the available resources. It eliminates the inefficiency and ambiguity of information and increases not only productivity but also quality.

3. Reduce costs

The cost reduction is a consequence of the standardization of processes.

What does that mean?

That is, by performing an efficient standardization, management is able to predict where to reduce costs to also reduce product prices, attract new customers, and thereby increase profitability.

And not only does it increase profitability, but it also reduces process costs, due to the intelligent use of resources and the reduction of waste.

Impressive, isn’t it?

4. Improves the quality of products/services with standardizing processes

The market is competitive, and it is necessary to use all the necessary resources to attract new customers.

Therefore, the standardization of processes makes the production steps clearer, more objective, and well defined. This way, it is easier to monitor and improve the qualities of the products or services offered.

That is, when performing a standardization, you can check failures and predict improvements in a timely manner, thus increasing customer satisfaction.

5. Facilitates process control

By standardization, the processes become clearer and more objective, and the lack of information is reduced. In addition, by identifying unnecessary steps, it is possible to eliminate them efficiently, in order to optimize the process.

Finally, the activities are delegated to the people responsible, so it is easy to control the process and also the performance of each employee.

6. Improves employee engagement and motivation by standardizing processes

With well-defined standards, it is possible to invest in employees well-trained. And an employee who feels valued will work with more engagement and more motivation.

In addition, with standardization, employees are able to visualize what, how, and why it should be done. That way, they will feel more confident when performing the task. And they will be proud to be able to visualize the result.

After all, most activities are the responsibility of employees. And when they receive training compatible with the company’s objectives, it’s possible to count on a productive and focus team.

Therefore, all employees must be informed about the standardization of processes from beginning to end, to avoid doubts, and to make them feel part of the organization.

7. Eliminates failures and provides for improvements

When you are clear about what needs to be done, you perform the activities optimally, avoiding failures, or avoiding having to perform the activities again. And that goes for the whole team.

When performing the standardization, you create a routine for performing the functions, and, with that, you will be able to identify failures in time to propose improvements.

As a result, you increase team productivity and promote efficiency.

Use technology to standardizing processes

In conclusion, investing in technology to manage the company’s processes can result in time and resource savings, and a low cost. In addition to optimizing the results that the company wants to achieve.

With appropriate management software, planning becomes easier and decision making becomes faster. So, invest in technology.

Learn in the video below how to use technology to organize company processes.

Reference material

Youtube – Personal and Business Productivity
Zapier – How to Automate your Business and Gain Efficiency

Tags benefits of standardizing processes, increase productivity, optimize processes, standardizing processes

blog Productivity

How to boost productivity using Google Calendar

Post author By Organize na Prática Team
Post date June 18, 2020

Google Calendar is one of the applications included in Google’s corporate package, the G Suite. Created to organize your events and appointments, optimize processes, and keep the team efficiently integrated. So, check out in this article 11 tips about how to boost your productivity using Google Calendar features, and apply to increase your company’s results.

What is productivity?

In the dictionary, productivity means: “the effectiveness of productive effort, especially in industry, as measured in terms of the rate of output per unit of input.”

In short, productivity is related to the quality and quantity of tasks that can be accomplished in less time, using fewer resources.

Through good time management and smart resources, it’s possible to increase productivity and focus more on results. Check in the next topics how you can increase productivity.

How to boost productivity?

The increase in productivity is something sought by thousands of people who seek efficiency and agility in projects. And it’s possible to boost productivity using strategies and technology in your favor, with efficient techniques and resources.

Among these strategies are:

Focus in one activity at a time and avoid being multitasking;
Set deadlines and control the time spent on each task;
Eliminate distractions and minimize interruptions;
Organize tasks and set priorities;
Finally, you can do all of these above strategies using Google Calendar. Then, check out the tips below about how to use Google Calendar to boost productivity.

11 tips to boost productivity using Google Calendar

how to boost productivity using Google Calendar

By increasing productivity you increase not only the company’s results in the short and long term, but also the general well-being. Productivity is synonymous of agility and less energy, avoiding daily stress and reducing fatigue.

Investing in boost productivity of your team is a gain in quality of life for everyone and positive results for the company.

That way, we’ve listed 11 tips about how to boost productivity using Google Calendar. Check it out below.

1. Include task list to Google Calendar

Creating small tasks during the day will give you a better view of what needs to be done, as well as eliminating the discomfort of long and endless tasks. So, add a list of tasks to Google Calendar, and mark as completed the measure you take.

If necessary, share it with the team so that they are aware of what was accomplished that day.

2. Receive your schedule and appointments by email every day

With Google Calendar, you can create notifications to remind you of your daily appointments.

And not only that, you can also send your complete schedule every day by email, so if you’re not near your phone at any given time or can’t access Google Calendar, you can open your email.

You can even share this email with people who need to be aware of your schedule.

3. Share your schedule with the entire team

increase team communication with Google Calendar

Sharing the calendar with the whole team is a strong strategy to improve not only the communication but also for everyone to measure the progress of important projects.

You can configure it so that only the information you want appears.

And you can also leave hours available for the team to quickly schedule meetings with you.

4. Drag and drop events easily

Sometimes it happens that a meeting needs to be rescheduled. But don’t worry, you won’t need to enter all the details of the meeting again, just drag and drop the event to the given date.

To do this, just click on the event you want to change and relocate using your cursor to the new date.

5. Organize by color

Using the different color strategy for each stage of the project is a way for you to find the information you need more easily. After all, it is a challenge to manage more than one project at the same time.

Therefore, create colors for each event, each stage of the project. In addition, color-coding can help you better understand how you are spending your time and which areas you focus most often.

6. Set an absence message on Google Calendar

Defining an absence message can help you in many ways. You can set a specific work schedule, or when you have to leave to solve a personal problem, and if someone requests a meeting with you at that time of absence, the calendar will automatically decline.

In addition, if a customer has an emergency during the time you are away, he will immediately look for your partner or someone else that can help him.

7. Use keyboard shortcuts

Using keyboard shortcuts to navigate Google Calendar is an incredible time-saver. Check out the main shortcuts here.

8. Add attachments

It is much easier when you have all the information quickly.

In other words, did you schedule an important meeting with a client? Attach the meeting minutes to the event, so you will know exactly where to find it when you start the meeting.

When creating an event for an important task, attach necessary documents. That way, everyone involved in that task will have access to the document without having to request it.

Practicality and less time spent searching or requesting files.

9. Set up recurring events

Do you have a team meeting every Monday to discuss the details of the project? Set up recurring events in Google Calendar to prevent you from having to edit every Monday.

To do this, when creating an event for the first time, select how often you want this event to be repeated daily, weekly, or monthly. It is also possible to configure according to your need.

10. Organize projects with Google Calendar

As we saw in the first article about Google Calendar, it’s possible to create multiple calendars. Therefore, it’s possible to organize all the company’s projects effectively and all in one place.

Create a calendar for each project, and add events for each of the project’s important tasks. Google Calendar makes it possible to add events for each stage of the project and add those responsible for each of the tasks and share it with the team. In addition, you can add delivery times and set priorities.

That way, you can get an overview of the progress of the project, and open the chat when you need to ask a question, make a comment and even give a general warning.

11. Improve communication with the team using Google Calendar

Communication prevents failures and optimizes processes. That way, improve the communication with your work team with Google Calendar.

You can schedule meetings and invite the team to the meeting. In addition, it is possible to receive confirmations of these invitations without having to ask each one individually.

Quickly start video conferencing to optimize meetings and find solutions in minutes. All this without leaving your place, do it by your mobile or work computer.

In conclusion, Google Calendar is an efficient organization and productivity application to optimize business processes, set goals and achieve positive results.

Learn how to use Google Calendar as a strong strategy of organization to book your routine. Click here!

Reference material

Google Calendar – Boost your Routine using Google Calendar
Youtube Personal and Business Productivity – https://www.youtube.com/channel
Zapier – How to Automate your Business and Gain Efficiency

Tags boost productivity using Google Calendar, google calendar, Google Calendar for productivity, how to boost productivity, productivity

blog Google Calendar Productivity

Google Calendar: the best option for you company

Post author By Organize na Prática Team
Post date June 16, 2020

In a completely updated world, many companies invest in technology to automate processes. In this sense, find out why Google Calendar is the best online calendar option for your company. With it, you can optimize tasks and improve your productivity in a practical and fast way. Continue to read to find out.

What is Google Calendar?

Google Calendar is a practical calendar developed by Google. It’s free and available both in the web version and for Android and iOS apps.

If you have a Google account, you can use Google Calendar for free, just access the web or mobile version and log into your account.

Google Calendar allows the user to create and edit events, appointment reminders, and even share your calendar with the team or with friends quickly.

With Google Calendar you can work even offline. That is, respond to invitations even without the internet and as soon as you are connected it will automatically synchronize, sending the response to the respective recipients.

You can also receive event notifications via email or mobile. It was created to optimize and facilitate your day. And so that you never forget an important appointment with family or friends.

Thus, check below the reasons why you should use Google Calendar to optimize the processes of your company and make your work-life business more productive.

5 reasons to bet on Google Calendar for your company’s organization

Created to make your life more practical, it has emerged as a proposal for effective organization, both for your professional life, as well as for your personal daily activities.

And now that you already know what Google Calendar is, check out how it can help you to organize your company, and also keep the whole team informed about the progress of important projects.

1. Handle in a practical and easy way

Its interface is everything you expect from Google: practical and easy to handle.

Google Calendar was designed to deliver simple and easy resources, where you or your secretary, for example, can feed it without much effort and always keep the organization of the company’s appointments.

To create a new event or appointment, just click on “+ create”, then add a title and time. You can also add guests, locations, and event description. All this in a very simple way, as in the image below.

how to create an event with Google Calendar

2. Increase your productivity with Google Calendar

In immediate times, all that a good businessman looks for is practicality. Time is valuable and you need to take advantage of every moment to achieve goals and perform daily tasks.

Controlling activities and doing good time management to increase productivity has been valuable for most businessmen. And with Google Calendar you can manage time efficiently for your business in minutes.

Don’t waste any more time trying to organize everything in a notepad, or forgetting your agenda at home or in a client’s meeting room.

Google Calendar has the function of synchronizing on more than one device, so your calendar will always be with you and ready to receive new events and new notes.

In addition, another important feature that can help you increase productivity is that you can define each event in color, allowing you to see your priorities in greater detail.

3. Keep the team informed

This is one of the most amazing features and one that gains thousands of users. With Google Calendar, you can share calendar events with the entire team to keep them always informed about the company’s projects.

Another advantage is to make available hours on your calendar so that employees can schedule meetings with you, without having to call you all the time.

Through the app, you can also invite the team to meetings and receive confirmation.

Incredible and practical, isn’t it?

4. Multiple calendar

Sometimes it is easier to create a calendar for the company projects and another for personal projects.

When you share a calendar, the team is unable to access your personal agenda. You can set up to share your calendar so that only the information you want others to see appears, so you keep your calendar private.

To add a new calendar, just click on “other calendars +” and then “create a new calendar”. You can add a title, a description, and even change the time zone. Check out the image below.

how to create a new calendar with Google Calendar

5. Manage projects

Finally, with Google Calendar you can manage projects and share with your team, in addition to having a broad view of your team’s performance, you keep the steps more organized.

But how do I do this?

To make it easier, you can create an event for each step, or for each task in the project. You can invite the person responsible for the task to this event, add and set a deadline and then share it with all team members. This way, everyone can monitor the progress of the project.

Thus, you eliminate unnecessary meetings and increase the productivity of the entire team.

In conclusion, Google Calendar is the best way to organize company events, appointments, and projects in a shared way, all in one place.

This goes for both: personal and professional life. After all, personal life requires planning and organizing goals, whether for private meetings or important college events, this resource stores all information securely.

It is not much different with professional life, which requires planning and organization from the businessman. The calendar will help in meeting goals and also facilitate contact with a partner or with your team.

Do you want to organize your routine in a practical and effective way using Google Calendar? Click here.

What did you think of this content? Leave it in the comments if you already know Google Calendar and share your tips with others.

Reference material

Google Calendar – Boost your Routine using Google Calendar
Youtube Personal and Business Productivity – https://www.youtube.com/channel

Tags google calendar, google calendar for companies, organization, organize your routine, productivity