| The Oxford Dictionary definition to be efficient is: to be | | | | • Any procedures/systems you already have in |
| productive with minimum waste of effort. To be | | | | place and how they could or need to be improved or |
| capable; act effectively; produce effect. | | | | changed |
| Efficiency is the noun. So efficiency is the production | | | | By creating these procedures you will ensure that |
| of an effect with the minimum waste of effort. I.e. | | | | each department of your business has a streamlined |
| getting something done in the quickest, simplest and | | | | and clearly defined system in place to deal with |
| easiest way possible. That’s not to say get it done | | | | everyday jobs and tasks, as well as any issues or |
| in a slipshod or careless manner, just to get it | | | | problems that may arise. This will save you from |
| ‘done’, but to achieve a goal with the proper | | | | having to operate on the edge of functioning or just |
| and desired result, as close to effortlessly, as is | | | | playing catch-up with your processes and admin. |
| possible. | | | | Four: Create a Business Bible for your business - If you |
| It would track, therefore, that business efficiency, is the | | | | and your vision are the heart of your business, your |
| proper achievement of business goals, objectives, | | | | Business Bible is its circulation system. Your Business |
| processes, etc., with the minimum waste of effort and | | | | Bible will contain every piece of information you need |
| the maximum effectiveness. Agreed? | | | | to run your business. This means that not only do you |
| Ok, in a sterile bubble of a business world, this should | | | | not have to remember ‘everything’, which can |
| be possible VERY easily, but in the real world, | | | | be stressful and limiting in itself, but also you can refer |
| distractions, unforeseen events, unplanned | | | | to it in different situations, keep it as a reminder of your |
| occurrences, unexpected work and the like all make to | | | | business objectives and use it to educate anyone |
| disrupt our smoothly planned out business. Sometimes | | | | about your business and how it works. |
| to the extent that we are operating on the edge of | | | | It should contain: |
| functioning, just managing to get things done. Usually | | | | • Business objectives/goals |
| running over deadlines rather than meeting them, or not | | | | • List of business departments |
| completing the task to the best of our ability, just | | | | • Department policies |
| because we don’t have the time and we are | | | | • Department procedures |
| always playing catch-up. | | | | • All relevant documentation for each department |
| This is NOT a nice position to be in. I was there… | | | | Five: Review and Update - Your business is not a |
| once! | | | | static object, it is a living, breathing and changing thing. |
| So, how do we cope with all the ‘noise’ of | | | | You and your business will change, you may learn new |
| distractions and complications and still find the time to | | | | information or take on board new skills, your customer |
| run our business effectively, whilst ensuring that it | | | | base will increase or perhaps your range of products |
| continues to grow? | | | | or services will increase; you may take on a partner or |
| One: Decide on what you want to achieve with your | | | | new employee. |
| business – i.e. what are your business goals and | | | | As any or even all of things happen and time passes, |
| objectives? Knowing what your goals are enables you | | | | you will have to review your business objectives and |
| to work towards them in a clear and defined way. | | | | how you are gong to achieve them. This will result in |
| Two: Know your business and how it functions – | | | | changes being needed to some or all of your |
| this will help you understand how you will achieve your | | | | departments and their procedures and this will in turn |
| goals. Break your business down into separate | | | | affect the documentation required and ultimately your |
| functions, such as marketing, finance, sales, | | | | business bible. |
| administration, to name a few, and work out how each | | | | If you regularly review your current business position in |
| department operates, what its purpose is and how | | | | terms of its objectives and operations, then you will be |
| much time you spend working on it. | | | | able to adapt quickly and easily to any changes your |
| By putting this down on paper you will see how your | | | | review brings to light, ensuring that you are always |
| business operates as a whole and in parts, and how | | | | running you business in the most effective way |
| much time you are spending on making each part | | | | possible and therefore with the greatest efficiency. |
| happen; i.e. where your business is AT. | | | | Summary |
| Three: Implement policies and procedures for a more | | | | You need to really look at what you want to happen |
| streamlined business - implementing procedures that | | | | for your business and where you want to be in the |
| will ensure your business runs as smoothly as possible, | | | | future. By implementing a comprehensive framework |
| guided by clear policies in order to achieve specific | | | | of business operations (policies and procedures) you |
| objectives. You can have as many procedures as you | | | | will ensure that as your business grows it will do so on |
| feel you need to cover each departmental function. | | | | a solid foundation of organisation, effectiveness, |
| Think about: | | | | efficiency and, ultimately, greater success. |
| • Your business objectives/goals | | | | This brings us back to our definition of business |
| • Your departments’ overall function | | | | efficiency: The proper achievement of business goals, |
| • The policy for each department | | | | objectives, processes, etc, with the minimum waste of |
| • The separate functions that make up each | | | | effort and the maximum effectiveness. |
| department | | | | |