WHAT IS AND HOW TO IMPLEMENT WORK ROUTINE MANAGEMENT IN A COMPANY?
Work routine management is indispensable for companies that intend to improve their performance and achieve better results. Disorganization reduces productivity and leads to poor quality in services and products. It also decreases and slows down operational efficiency.
For this reason, it is important to search for techniques that help to improve work routine management. These techniques help the team perform better and overcome eventual challenges.
Among the negative things that affect a company’s routine are:
· Lack of focus;
· Difficulty in defining priorities when delegating work;
In order to help people overcome these challenges, efficient techniques must be applied in a company’s daily work schedule. Would you like to know what they are? Keep reading and check out how to plan your work day effectively.
What is work routine management and how to implement it in your company?
1- What is work routine management after all?
Work routine management involves a set of actions and continuous checks so employees can carry out their work well.
2- Standardize processes
In this way, it is of vital importance that all processes follow the same rules, thus, providing more speed, trust, and cohesion when performing tasks.
Standardizing processes is also beneficial for teamwork, because the same task can be executed by different employees who are already familiar with the standard – which leads to more collaborative teams.
3- Define projects
Defining projects is very important when it comes to following the daily work schedule. In this way, it is possible to achieve the main intended goals within an acceptable time frame.
Therefore, it is essential to clarify that not accomplishing specific scheduled tasks may lead to delays and overload issues in the future, bringing difficulty in achieving higher goals.
4- Categorize operational routines
This is a valuable strategy in regards to increasing performance when carrying out daily work. It involves categorizing collective procedures by similarities and affinities.
In this way, a manager can establish blocks of time to execute all activities in the same category, which helps to concentrate on similar duties for a longer period of time.
5- Measure performance
In order to ensure success of work routine management, it is key to measure group performance, individual performance, and a company’s performance concerning particular projects.
For an efficient performance measurement, it is necessary to keep track over tasks and results. If it is not the case, it is almost impossible to improve corporate performance in a significative way.
This strategy becomes even more indispensable at the beginning when there is more pressure for changes in teams’ routines.
To overcome these challenges, every leader must keep up with their team closely, using checklists, spreadsheets, tables, and other tools in order to clear the course of group tasks or individual tasks.
Thanks to performance measurement, it is also possible to check disorganizations and difficulties in performing diverse routines, as well as alter, spread or divide them among team members.
6- Divide work schedule according to priorities
A way to improve work routine management and optimize the flow in the work environment is to divide everyone’s work schedule by clear and objective criteria. Separating critical activities from normal ones is a good example.
Another possibility is to use systems based on time, in other words, works whose deadline are closer should be prioritized over the rest.
One other way of categorizing a company’s routine regards involved resources. For example, the greater the resource, the more important. We can also sort it by the degree of impact a resource brings to a company’s functioning and by the level of collaboration needed among professionals. That is, perform individual tasks after collective ones.
7- Delegate tasks
One of the basic routine management principles is to perform tasks correctly within scheduled time. Thus, it is necessary to drop centralizing habits in order to meet the deadlines.
In this way, it is of vital importance to delegate routines to all other employees based on two criteria: professional skills and procedure priority.
Professional skills criteria refers to handing over duties according to employees’ skills, promoting this notion among all team members.
On the other hand, procedure priority refers to delegate activities that do not demand special attention and can be done by other people without major issues.
A common mistake many leaders make when delegating tasks is to choose an employee who lacks the needed qualities to execute the given task. This poor choice may cause a negative effect, because inefficiency or mistakes in compliance with operational routines lead, many times, to increase managers’ uncertainty in decentralizing activities.
8- Use tools to improve work routine management
It is a fact that applying work routine management optimizes procedures and operational processes. Therefore, one can easily adopt tools that aim to improve the company’s internal workflow and promote a routine of habits that enhances the employees’ discipline.
A good example is using calendars, spreadsheets, notes, and several organizing tools that help control daily work schedule.
The adoption of a rewarding system is another interesting example that helps management. In other words, for each period of fulfilled duties and achieved goals, a reward can be given to employees or to the team.
This practice allows to change a company’s culture gradually, making the team and the work environment more organized, collaborative, and with a greater execution capability. In addition, it develops qualities such as discipline and teamwork.
Work routine management must be part of the company’s culture and be present in every area of the organization. In this way, the company will be more prepared to deal with changes, to deliver results consistently, to have a physical and visual organization, and to keep employees motivated.
Do you intend to implement work routines in your company? See tips on how to manage this change process downloading the following infographics:
- How to avoid the main traps in change management
- Checklist for change management
- The 7 R’s of Change management
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