We increase the productivity of employees: how to optimize the workflow using checklists
Business owners and company executives always think about what and how can be improved to increase the efficiency of employees. For this, various technologies are used, ranging from digital, such as virtual shared desktops and corporate social networks, to entire complexes of systems for monitoring employees, working hours, arrivals and departures of people. Workspaces are also being optimized - here it is worth recalling the distribution of open space.
However, one of the simplest and inexpensive ways to optimize a workflow over decades is checklists.
What does a checklist look like?
In simple terms, this is such a to-do list for the day. When an employee performs another task from this list, it is crossed out (or marked). There is an opinion that checklists came to us from aviation, where before the flight the first pilot checks everything according to a special document, and the second pilot checks how he checked the first. Later, the creation of checklists passed into the corporate culture.
Example of a checklist for a pilot
In some companies, a checklist is written every morning on the board during a planning meeting (this is often practiced, for example, in the media). Often checklists are created in personal notebooks or diaries. Some companies use the option with a lined paper whatman and stickers.
What is it for
It is impossible to keep everything in mind, especially if the action plan is not drawn up for the next hour, but, for example, for the next week. A checklist is also necessary in order not to miss important steps in certain technologies. For example, a checklist with phrases for operator dialogue in a call center or a checklist for setting up complex equipment.
When there is an action plan in front of your eyes, the work goes more efficiently, especially if the order of tasks can be random, you can arrange them in the checklist in importance, so you can be sure that some little thing will not be missed. The possibility of errors by inattention.
Thanks to checklists, there is no need for long-term employee training. Instead of explaining the order of actions to him several times, you can write it down on the points in the check list.
Checklists and Technology
In the era of gadgets, checklists very successfully turn into electronic form. For example, their use helps to significantly increase the labor efficiency of field workers - from installers of Internet equipment and builders to cleaners and couriers.
It is quite difficult for the management of the company to control the quality of the work performed - it is impossible to go to each object, and the feedback from the client is far from always an objective assessment.
Also, most companies in the field of outbound services do not have prescribed standards for solving problems, a mobile employee simply performs a set of actions, which, he thinks, will allow faster and better results.
This gives rise to a number of problems - it is impossible to guarantee quality, important work stages can be skipped, equipment is installed “by eye”, etc. Moreover, the quality of work does not guarantee the experience of employees - mistakes are made by both beginners and experienced craftsmen.
The use of “ordinary” checklists on paper is unlikely to help here, since when working remotely it is very difficult to control the execution of each item - nothing prevents the employee from noting the completion of the task, but not completing it.
The introduction of the practice of drawing up photo reports upon completion of the order does not help either. The quality of work is not always visible in the photo, there are difficulties with transferring files to the office, many “forget” to take a photo, etc.
It’s a completely different matter when the checklist compilation function is automated and put into a special application, as is done in the Planado service . In it, the checklist is activated at the start of the order - the employee must perform actions sequentially, putting “checkmarks” in the application. You cannot jump over points - the system will not allow you to complete the outfit. Upon completion of work using the same application, a photo report is sent to the office.
This allows us to guarantee compliance with the technology - even employees seeking to optimize their work will not be able to “go too far” and miss an important step in the course of the task. And for beginners, the presence of checklists, in which the sequence of all actions is clearly spelled out, helps to avoid mistakes
Hope on the checklist
The introduction of checklists and software monitoring tools into the work, of course, increases the efficiency of work and avoids many errors, but it does not solve all the problems at once. Competent business management plays a very important role: introducing other optimization technologies, such as, for example, tracking an employee’s location on a map, controlling his movements and time spent at the workplace.
It is important that employees understand that such measures are not introduced to infringe on their freedoms and rights, but to optimize and improve the efficiency of the work process. And that in addition to the carrot, there is a carrot - bonuses for achieving the agreed results, etc. If managers can convey to employees the reasons for introducing additional control tools and the benefits that this will give the business and them personally, this will be of great help.
Of course, there will always be those who will oppose the use of technological means and begin to look for ways to deceive them - nothing can be done with such people, because they think not about good work, but about how not to strain again and deceive the "bosses". What to do with such employees - each leader decides for himself, but, in any case, their attempts to "cheat" will not go unnoticed.
For those who can and want to work honestly, checklists will become a good and convenient tool that allows you to achieve high results and receive the appropriate reward.