Workplace coaching – efficiency training directly at the workplace
As a highly practical efficiency training program at the workplace, during our workplace coaching we join forces with you to optimize your personal work processes and those in your team.
Unclear work processes, clutter in the office, on the desk and on disk drives, poor self-management and time management are all primary ‘efficiency killers’. The resulting shortage of time is also one of the reasons why no-one stops to reflect on whether these tasks and activities actually serve to achieve the intended goal in the first place.
Desktop chaos – be it in paper or electronic form – hinders personal work results as well as those of colleagues. Only those with a good grip on their own workplace are able to work well both within and across teams and adapt to company processes in a performance enhancing way. Frequently, however, the chaos is also directly apparent and perceivable to customers, cooperation partners, suppliers and potential new employees.
Disorder doesn’t simply look unprofessional, it is unprofessional. Whenever we make use of other services, be it at the dentist, car repair shop, or the fitness centre, in addition to the commensurate specialist knowledge we also expect well-maintained equipment and a well-kept workplace. Everybody knows that failure to maintain such standards is unlikely to produce good results. Yet in numerous offices this knowledge is simply not put into practice.
Efficiency and effectiveness
Much is said in the name of efficiency. Frequently, however, we fail to afford such priority to effectiveness – namely, not only working quickly, but also accurately. Yet we all know that the subsequent objective can only be achieved by maintaining harmony between both speed and accuracy, including in the details.
All emloyees in the majority of offices are extremely busy, they complain about the lack of time, are stressed out, and often professionally unchallenged and organizationally over-taxed. Presumably very few would admit to working inefficiently, but the signs of poor organization are unmistakable.
The fact that employees do not have a grip on their workplace and work processes is revealed by various indicators:
- the desk looks chaotic
- post is not opened and processed on a daily basis
- the electronic desktop is overfilled with files and links
- absence of logical filing structure
- paper and electronic filing systems are not organized identically
- staff respond to emails following major delays or fail to respond at all
- following request, the staff in question deliver late or incorrect information, which can have dire consequences in the case of direct customer contact
- staff affected repeatedly complain about time pressure
- information needed by colleagues is repeatedly called for under pressure and on an ad-hoc basis prior to meetings
- the results of meetings or external contacts are only updated within the system following a delay and are only forwarded upon request
The consequences for a company are grave. A great deal of time and money is wasted because:
- processes at the workplace of the employee in question are much delayed
- team processes stagnate
- efficiency and productivity suffer considerably
- the risk of forwarding incorrect information (internally and externally) occurs
- the stress factor for all those affected and involved increases, the entire team suffers
- frustration increases
- constant stress and frustration have a direct impact on work ability and health
Causes of unstructured work methods and workplaces may be:
- actual overwork
- lack of opportunity and/or time to reflect and optimize
- poor equipment
- workplaces which are not ergonomically designed
- lack of substitution in the case of absence
Internal, relating to the individual:
- lack of knowledge of the precise requirements and processes
- insufficient knowledge of hardware or software
- rejection of change instead of reform due to the inability to cope
- unable to say ‘no’
- incapable of delegation
- overly distinct need to control
- unawareness of personal organization typology
- use of incorrect tools
- no knowledge or awareness of the role within the team or within the company
- personal problems affecting the job
We offer training for you or your employees directly at the place of work or provide workshops for the entire team. We work with you or the affected employees to discover the reasons for poor organization and chaos. In line with the causes, we provide individual solution proposals and train you or your employees in the new structures and procedures until you are satisfied with your work method and that of your staff.
- status survey
- research of causes and analysis of bottlenecks
- status survey for subsequent measurability of the success of action taken
- creation of optimization concept
- frequent desk and office clearing for access to and discovery of bottlenecks
- development of new structures and processes or
- presentation of possible new structures, simplified processes (through visualization)
- introduction of support tools
- introduction, training and follow-up of changes
- frequently combined with software training (e.g. tips and tricks for using Outlook as a real information- and self-management tool)
- time management and self-management training
- determination of standards as an incentive and for measurement of success