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What do you do if your team's workflow is inefficient and disorganized?

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If your team's workflow is inefficient and disorganized, you may be wasting time, energy, and resources on tasks that are not aligned with your goals, priorities, and deadlines. This can lead to frustration, confusion, and poor performance among your team members and stakeholders. How can you improve your team's workflow and boost your productivity and collaboration? Here are some tips to help you.

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Rick Kloete

Building Futures One Leader at a time, Career Support for Owners & HR Professionals to fill Key Roles Quickly &…

1 Identify the root causes

The first step to fix your team's workflow is to identify the root causes of the inefficiency and disorganization. You can use tools like surveys, interviews, or focus groups to gather feedback from your team members and stakeholders on what is working and what is not. You can also analyze your current processes, tools, and systems to see where there are gaps, bottlenecks, or redundancies. Some common causes of workflow issues include lack of clarity, communication, or accountability; unrealistic or conflicting expectations; outdated or incompatible technology; or insufficient skills or resources.

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Rick Kloete

Building Futures One Leader at a time, Career Support for Owners & HR Professionals to fill Key Roles Quickly & Successfully Navigate Career Transition | Compensation Analysis
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Identifying workflow inefficiencies requires a holistic approach. Beyond surveys and interviews, leveraging data analytics can pinpoint issues not immediately apparent to team members. For instance, time-tracking software might reveal excessive time spent on specific tasks, suggesting a need for process automation or training. Additionally, involving team members in problem-solving can foster a sense of ownership and engagement, leading to more sustainable solutions. It's crucial to approach this analysis with an open mind, ready to question and potentially overhaul established procedures for greater efficiency.

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Brion Carroll, PhD

Licensed Private Practice Psychologist & Organizational Improvement Consultant providing virtual & in-person appointments.
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Implement Lean principles to significantly enhance efficiency and organization. Start by mapping your current processes to identify non-value-added activities. Make a collaborative effort to streamline these processes, eliminate waste (e.g., unnecessary waiting times), and ensure continuous flow. Utilize a culture of continuous improvement (Kaizen) where team members suggest and implement changes that enhance productivity and quality. Review and adjust workflows based on feedback and performance metrics.

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2 Define your desired outcomes

The next step is to define your desired outcomes for your team's workflow. What are the goals, objectives, and metrics that you want to achieve? How do they align with your organization's vision, mission, and values? How will you measure and track your progress and results? Having a clear and shared vision of what you want to accomplish will help you prioritize, plan, and execute your tasks effectively and efficiently.

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Rick Kloete

Building Futures One Leader at a time, Career Support for Owners & HR Professionals to fill Key Roles Quickly & Successfully Navigate Career Transition | Compensation Analysis
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Defining desired outcomes is crucial as it sets a clear direction for the team's efforts. Aligning these with the organization's broader mission ensures coherence in activities at all levels. Establishing specific, measurable, achievable, relevant, and time-bound (SMART) objectives facilitates effective tracking and evaluation of progress, fostering a culture of accountability and continuous improvement. It's essential to communicate these goals clearly to ensure all team members are working towards a common purpose.

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Jefferson Velazco Lago

Comparto Humanidad??13K || Geotecnia & Hidrogeología ?? Sostenibilidad??Real Estate?? Innovación??
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Muchas veces los objetivos no se alcanzan porque no se definen claramente lo que se desea alcanzar y menos aun se definen de manera precisa con que herramientas o con que metodología se alcanzará porque se asume o se da por sentado que ello ya se conoce. Mencionar al equipo que función y resultado se espera de cada uno quizás toma tiempo, pero es la mejor forma de validar que se entiende lo que se espera de cada miembro y claro está, se debe hacer un seguimiento programado para ver el avance de las acciones que llevan al cumplimiento de dichas metas.

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3 Streamline your processes

The third step is to streamline your processes to eliminate waste, optimize value, and increase speed and quality. You can use methods like lean, agile, or scrum to simplify, standardize, and automate your workflows. You can also use tools like flowcharts, diagrams, or checklists to map out your workflows visually and identify the steps, roles, and responsibilities involved. By streamlining your processes, you can reduce errors, delays, and rework; improve consistency and accuracy; and enhance customer satisfaction and loyalty.

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4 Delegate and empower your team

The fourth step is to delegate and empower your team to take ownership and responsibility for their tasks and outcomes. You can use tools like RACI matrix, SMART goals, or OKRs to assign and clarify the tasks, expectations, and feedback for each team member. You can also use tools like Trello, Asana, or Slack to coordinate, communicate, and collaborate with your team online. By delegating and empowering your team, you can leverage their strengths, skills, and creativity; increase their engagement and motivation; and foster a culture of trust and learning.

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5 Review and improve your workflow

The final step is to review and improve your workflow regularly and continuously. You can use tools like surveys, analytics, or reports to collect and analyze data on your workflow performance and outcomes. You can also use tools like retrospectives, lessons learned, or feedback sessions to reflect and learn from your successes and failures. By reviewing and improving your workflow, you can identify and address any issues or opportunities; celebrate and reward your achievements; and adapt and innovate to changing needs and demands.

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Jefferson Velazco Lago

Comparto Humanidad??13K || Geotecnia & Hidrogeología ?? Sostenibilidad??Real Estate?? Innovación??
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Para asegurarse que los equipos de trabajo cumplan eficientemente las tareas, primeramente debemos verificar que además de las instrucciones, se comparta el objetivo a alcanzar, se precise con claridad lo que se espera, pedir que el equipo repita la instrucción, hacer seguimiento y brindar retroalimentación; sin embargo la mejor forma y la más efectiva de todas es ense?ando y ayudando a realizar el trabajo de la manera deseada.

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Nick Langlois

Digital Solution Architect - Product Management - Project Management
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Every team works differently and you have to treat them as such. Just like not one diet or work out will work for everyone you have to find what is best for you. There are standards and you can work them in but unless everyone is trained and understands those standards it probably will not be the best solution. By reviewing your workflow and improving it you can bring in your team to do this review have them help identify the pain points and where they can improve. Then you can drive to enforce those items and help to create consistency. All too often everyone knows what is wrong but making the fixes a habit is the most difficult part. Remind them these are their process improvement items and you are helping them make those improvements.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Maksura Karim

Samsung Bangladesh|| TOP Voice || Mental Health || Content Creator || Mentor
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If your team's workflow is inefficient and disorganized, start by identifying bottlenecks and areas for improvement. Encourage open communication among team members to gather feedback and insights. Then, streamline processes by implementing clear workflows, assigning roles and responsibilities, and utilizing collaborative tools like project management software. Regularly assess and adapt workflows based on feedback and performance metrics to continuously improve efficiency and organization.

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Jefferson Velazco Lago

Comparto Humanidad??13K || Geotecnia & Hidrogeología ?? Sostenibilidad??Real Estate?? Innovación??
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Verificar y tener seguimiento del progreso o estatus de las acciones planificadas es vital para cumplir con plazos y validar que se tienen los recursos necesarios para el logro de metas; a veces es necesario repetir instrucciones hasta estar seguro que el equipo ha comprendido claramente lo que se espera de ellos, pedir que el equipo mencione lo que se hará y darles libertad de consultar cuantas veces sean necesarias eliminará las dudas. Finalmente dar feedback del proceso permitirá mejorar resultados a futuro.

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What do you do if your team's workflow is inefficient and disorganized?

1

2

3

4

5

6

1 Identify the root causes

2 Define your desired outcomes

3 Streamline your processes

4 Delegate and empower your team

5 Review and improve your workflow

6 Here’s what else to consider

Career Development

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What do you do if your team's workflow is inefficient and disorganized?

1

2

3

4

5

6

1 Identify the root causes

2 Define your desired outcomes

3 Streamline your processes

4 Delegate and empower your team

5 Review and improve your workflow

6 Here’s what else to consider

Career Development

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