Efficiently managing the available resources and the time invested in each operational activity can become a major challenge for managers. Rework, then, is something even more complex: no matter the sector, segment, or size of the company, redoing activities is in no one's plan.
Doing and redoing the same process two, three, four times means an irreversible loss of time and a loss of resources.
That is why good Management is so important, since one of its goals is to map every process in the organization in order to make it functional, effective, and productive.
But how do you fight rework efficiently? Check out two strategies below to improve results while avoiding the productivity villain: rework.
DEVELOP GOOD PLANNING
With organized planning, managers can identify which processes are demanding the most resources and time to execute, and then establish actions to reduce or eliminate those unnecessary costs, avoiding rework.
That is why it is important for this plan to describe the steps, the execution time, and the necessary resources — shifting management from operational mode to strategic mode. Activities carried out without organization are harmful to the company's health, because they increase the chances of failure.
Process automation can help a lot at this stage, since it makes it possible to integrate and direct team members at the same time, increasing the efficiency of organizational communication.
STRUCTURED ROLES
Reducing or eliminating rework when it comes to employees requires the manager to assess how each person is carrying out their activities. Every role should be structured and documented to make execution easier for both longtime and new employees.
Let's illustrate: imagine the position of "secretary." It is a role that requires certain competencies for administrative routines, customer service, and other activities. After analyzing the demands of this role, you need to consider what training and qualifications the person needs in order to achieve excellent results in it.
By creating this system, the organization starts developing the employee's professional growth together with them — and that, without a doubt, is reflected in fewer customer complaints.
We frequently see professionals parachuted into their roles, learning day by day as needs arise. But how can you measure the losses and gains a professional generates in performing their duties if that is how it works?
NEW TECHNOLOGIES
A good way to reduce rework is to use technologies that speed up processes. In non-automated process flows, the probability of some piece of information not being recorded — or being misunderstood — is much higher which, as a consequence, increases working time and operating costs.
With information centralized, managers can access their team's data, making it easier to adjust and make the appropriate changes to processes.
What about you? What do you usually do to fight the productivity villains in your processes and management?
Originally published in Portuguese at useall.com.br.