Improving workforce productivity: Assessing your business

Paulette Dunn-Smith, Contributor

Some weeks ago, we looked at measuring the contribution of the individual in the workplace to the overall productivity of companies. This week, we turn our attention to assessing the business itself as it is extremely important to measure and know how efficiently and effectively the business processes are working in order to maintain and improve productivity levels. Careful planning, good management, and a focus on productivity are important aspects of running the business, so it is important from time to time to assess whether you are doing the right things.

One of the many roles of the manager is to ensure that all the business processes work together to achieve the company's objectives. These processes include the work of individuals on the job, the strategies that are used to accomplish the objectives, the tools and equipment, and the use of data to measure where the business is in terms of its goals. The manager will seek to determine how effective and efficient these processes are.

Being effective means that whatever is done in the business adds value to the company and leads to its success. Being efficient means that those charged with various responsibilities such as human resources and information technology managers constantly examine their processes, the use of technology, and the individuals who have the responsibility for carrying out the tasks to see where improvements can be made in order to remain competitive.

Here are seven ways to assess your business:

1. What is the position of your business?

Meet with your staff and review what your business does. Are you sticking to your core business, or have you moved away from them? You may need to revise your objectives and your goals in light of the rapid changes taking place in the environment. Engage your staff in the process. Get as many of them involved as possible.

2. Does your business strategy support your company's objectives?

Do the strategies in the various processes that you are using support the objective of the company objective? Examine the records and any company data you have to determine if you are achieving the goals of the company.

Look back at your strengths and your weaknesses and suggest ways to turn the weaknesses into strengths, and build on the existing strengths of the company.

You may need to outsource what is not done well, or spend the time and effort to improve them.

This is the time when innovation and creativity are needed in the business and ideas can very well come from your line staff. This may just give you the added productivity that you want, or open up new opportunities.

3. Do you have the right people in the right places?

Critically review the role of each individual and the tasks each one performs. Try as far as possible to match what each worker does very well to the job(s) you want them to do. This means that the manager should know the team member's strengths and use that to his or her advantage. Remember that some staff members are often promoted outside of their comfort level just because they are good at what they do. This may very well lead to less productivity and training.

Mentoring and coaching may be necessary, especially in the early months.

4. Does everyone have a similar understanding of what the business is trying to achieve?

Ensure that persons have the information they need to work with. Does everyone share the same vision, or are they even aware of what the vision is? Nothing is more frustrating to employees than not knowing in which direction the company is heading. Productivity is lowered as staff do not know their role in the scheme of things, or how their work contributes to the productivity of the company.

5. How does work flow through the company?

Begin this process by looking at where work comes from. Docu-ment each step of the work through to the end. Is there a way to make the work flow faster? Look at who is responsible for each process right through to the end product. Review each process in the light of its overall contribution to the company. Can stages in work flow be merged? Can technology help or support the various work processes? Use technology to make the work flow easier, faster, and cheaper. Ensure that the final product is always quality-checked.

6. Are you able to measure your productivity?

This is one area where many businesses come up short. It is important to establish a baseline so that you can measure your productivity levels. Once this is known, you will be able to tell whether or not any changes have taken place (lower or greater productivity). The necessary strategies can then be implemented to make the required changes to improve productivity. You will then have a point of reference from which to continuously measure your productivity levels.

7. Are you meeting your customers' expectations?

Finally, conduct periodic reviews of your customers. Are they happy with your product or service? Gain their feedback. Conduct a customer survey. Use a suggestion box to elicit information and suggestions from both your internal as well as your external customers. Custo-mers are happy when you fill their orders ahead of schedule. Always try to meet or exceed their expectations.

Paulette Dunn-Smith is an international trainer and workforce-development expert. She is the executive director, Dunn, Pierre, Barnett & Associates Ltd & chairman, Caribbean Career and Professional Development Institute. Contact her at pdunn@dpbglobal.com or www.dpbglobal.com.