7 Ways Technology Affects Business Productivity
Posted by Guest Author on October 17, 2013 in Business Start Up Advice [ 0 Comments ]
One of the easiest and most efficient ways to motivate your employees, encourage them to do their best and keep their work-flow smooth and productive, is to introduce more technology into the office. With mobile technology, business software, and productivity apps at the forefront, you could easily benefit from a faster-paced work environment and employees who want to share, work together, and get things done quickly by using many of the same tools they likely use at home themselves. By incorporating mobile phones, tablets, software, and business-based apps, you can increase both employee productivity and your overall profit.
1. Spending Less Time on Less Important Tasks
More technology in the office allows your employees to spend less time on the tasks that aren’t as important. Data entry, specifically, is practically obsolete in an office that relies on technology. Keeping up with expenses for petty cash or an expense account is as simple as immediately scanning receipts and expenditures into a computer, tablet, or smartphone through an app or software program.
Staying up-to-date on names, addresses, payouts for the bills, utilities, insurance companies, and other providers is likewise simple. With the right software or application, updating the filing systems is instantaneous. Transcribing information is as easy as talking into a phone. These aspects are beneficial to any kind of business, and allow employees to spend their time doing much more important tasks, which naturally increases their productivity as well.
2. Inviting More Innovation Through Office-Wide Collaboration
The employees who collaborate together find success together. Monday morning conferences, or Thursday afternoon meetings aren’t necessary with the right technology. Office-wide messaging capabilities, whether over computers or mobile devices, will allow employees to brainstorm with each other at a moment’s notice. You can create teams for specific projects and watch the members go at it together. If someone has an idea over the weekend or comes up with a great concept after working hours, reaching out takes seconds. With teams, meeting goals is also easier with the right technology and collaboration. Team members can easily keep each other informed about where they are and what they’re doing. If one person needs the statistical information about how many M&Ms kids eat during Halloween, he or she can simply text, email, or even Skype with another teammate and quickly get the information needed to finish the task or compile the report. Everything gets finished faster because no one has to wait for answers.
3. Increasing Productivity with a Better Work/Life Balance
Sometimes a person needs down time to become more productive. Since mobile technology allows employees to reach out at a moment’s notice, no matter where they are, they will all benefit from a better work/life balance. They’ll have time for themselves and their families, and while that might at first seem counterproductive, it’s actually essential to a stronger work ethic. Employees with a better work-to-life balance do better at work. They’re at less risk for burnout because they don’t have to deal with hectic hours, late nights, early mornings, or 70-hour work weeks.
4. Allowing Telecommunication for Stronger Ideas
An increase in technology also creates the ability to telecommunicate. In addition to further enhancing the work/life balance for valued employees, telecommunicating will keep your employees active and on-point during vacation days, mental health days, and business trips. They may also work better from home, even if it’s only a few days. Telecommunicating for several days a week or more will increase productivity by allowing employees more freedom, which can improve their overall creativity.
By instituting an office-wide Blackberry BYOD policy, employees can bring their own devices into the office during their work days and share what they’ve done while working from home. That way, other team members, managers or supervisors will always know what’s happening with any task or project. They’ll also be far less likely to goof off while they’re working from home, because they know you’ll have access to the work they’ve done on their own mobile devices.
5. Encouraging Communication Across All Areas
Using technology in the office, with an emphasis on mobile technology, keeps everyone aware of everything that’s happening. Whether your employees are working on a hot new project, brainstorming about new advertising opportunities, or updating the files to include new customers or suppliers, everyone stays connected. If they’re able to talk to you, the boss, by sending a text or an email flagged for its importance, they won’t have to wait until those Monday morning meetings for an answer. Better still, if everyone has access to certain office-wide messages, then someone else can quickly answer any questions or concerns.
6. Instantly Accessing Information from Anywhere
Quickly answered questions and instant access to any kind of information does great things for productivity. There’s no wasted time. People don’t have to wait for answers, which would easily become an excuse for slacking off or taking too much time to finish a project if they had to wait. Shared databases and files, instant messaging, texts, emails, and close connections between teammates will cut down on wasted time. Employees working on one task can seamlessly transfer their projects, presentations or statistical analyses to other workers, which speeds up the completion-time for any project.
7. Instilling a Sense of Trust in Employees
Using more technology in the office shows that you trust employees, especially if you allow your employees to telecommute from other locations, work from home and use their own mobile devices at work. You believe that they’re being productive, that they’re using their time and their devices wisely, and they’re being honest about the time they spend doing work. Although it might not seem immediately obvious, that sense of trust will make employees more productive. They’ll feel valued and that will make them want to work harder and better.
Giving the workplace access to more technology will make more productive employees because it increases confidence and nurtures trust. With mobile technology enhancing the way people work, communicate and discover information, allowing employees to use company or personal devices can only benefit the entire company.
About the Author: JT Ripton is a freelance writer who focuses on topics relating to security and technology. You can follow him on Twitter @JTRipton.
(Image via Flickr)