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Top 10 Guide For a Lean Office


Top 10 Guide For a Lean Office

A lean office doesn’t necessarily mean a “deprived” office. With so many technological innovations and expert employees available, the workplace can be successful, equitable, and attractive without scrimping on nit-picky things. Here are a few strategies to help managers, consultants, and supervisors run a lean office, while ensuring a labor force remains productive and goal-minded.

10 General Guidelines For Lean Office Creation

These tips are not industry-specific. Rather, they are omni-industrial, and can be adopted by businesses of varying sizes and influence. A business doesn’t have to employ thousands of people in order to experience the need to be efficient. Many of the most successful brands, financial institutions, manufactures, and tech teams in the world started small, or as a private enterprise projects. Fortunately, they applied basic lean office principles that cleared the way for growth.

1. Plan Ahead

In an uncertain economy, business leaders often fall into the trap of only looking to the next billing cycle for evidence about how a company is faring. The concept of creating a lean office precludes a farsighted business plan. A helpful analogy is to think of an army waging a battle against an opponent. If all forces are deployed, the opponent will gain an accurate view of the true strength of that army’s forces. A lean office should not put all of its resources at “full throttle” until it determines its ultimate goal.

There is no way a business can operate with a lean office until is understands and sizes-up the resources it will need to sustain through several long-term cycles. It is definitely not a smart lean office strategy to build, stock, hire, trade, and function beyond the capabilities of the office itself, in the hope unfettered growth with happen. On the other hand, the ultimate goals for a business should provide the templates for what ever conservation efforts need to be instituted.

Both employees and clients should sense that a business intends on maintaining a lean office for the benefit of all parties. The lean office paradox requires crossed T’s, dotted I’s, and the reserve to gauge the business climate, while cutting-back accordingly. In order to make those reserved decisions, an accurate view and assessment of the business’s ultimate goals must be laid in stone. This sequence will save a company from over hiring, employees from layoffs, and costly financial adjustments down the line.

2. Actively Assign And Reassign Tasks To The Right Employees

It is a fact that huge numbers of qualified individuals are underemployed, or dissatisfied with their current employment. Sometimes, this has little to do with the state of an economy. Often, it can be attributed to the work structure that a business’s leadership has created. Lean offices will always endeavor to place employees where they are most valuable. This maximizes worker efficiency, improves the overall office climate, and primes a workforce to produce goods and services according to the business’s main growth plan.

Dissatisfied employees with never work to their potential. A commonly underused and ignored quality of lean offices with the most success is a supervisory team that constantly evaluated employee performance. Unhappy employees will leave their jobs, thereby creating costly and unnecessary expenses for the business to compensate lost time, and hire new recruits. Manpower is the fuel keeping a lean office functioning properly. Identifying workers who are not placed according to their strengths will endanger a business’s future. Here are some things to observe when helping lean office employees find the position that is correct for their contribution to the business.

– slowed station performance in a busy office, or backlogs along a factory line
– negative peer reports concerning a specific employee, or multiple complaints from a certain employee
– notification from a client that indicates a drop in performance in a certain department
– an increase in injuries
– low participation at company events
– visible boredom from certain employees which indicates a job description below abilities
– frustration at workloads, which indicates job assignments above an employee’s abilities
– overall decreases in product or service quality
– constant questions regarding job duties

Left unaddressed, all of the above will kill any effort at maintaining a vital and primed lean office. Expert evaluation of problems like these will compound a staff’s potential output. This will lower staff costs, improve administrative-to-staff relations, and retain talent in the long run. Constant hiring and firing is never an option for a truly lean office.

3. Dedicate Man Hours To Technology Research

No matter the size of a lean office, there should be a portion of time, an individual, or team dedicated to keeping on top of the latest technologies pertaining to that office’s interests. Apps, advertising, business blogging, and social media evolve at a much greater pace than traditional business models. Sometimes, a lean office itself represents a product or service directly tied to these things.

Nothing will increase expenses like operating with technology, office machinery, communications systems, and customer aids, as a staff working with substandard equipment. With a long-term lean office plan, pertinent software, hardware, and lean office methods can be researched, submitted, and implemented into that plan. Advanced lean office technology is designed to allow more production to take place with less effort. Without an expert team spotting helpful tools, a business can easily overlook an opportunity.

4. Frequently Hire A Factory/Office Consultant Or Trainer

Large businesses should always have a lean office consultant on the payroll. Smaller businesses should set aside a portion of the budget to hire a professional and experienced lean office creation consultant on a regular basis. This can be quarterly, annually, or at a pace that matches the business.

Lean office consultants are neutral and outside temporary team members whose job it is to spot irregularities in a lean office’s performance that are holding back its goals. Consultants will recommend changes and improvements to an office environment in many areas. They can spot waste and inefficiency that increases capital expense. They can identify problems with workforce performance and conditions. They can even help an administrative tier adopt standard lean office practices and methods. Some methods that can be explained by consultants include the following.

– Value Stream Management that eliminates unnecessary steps in factory production
– Office Kaizan philosophy to also eliminate overlooked waste
– Standard Work models to learn from repetitive tasks
– 5S to address physical inefficiencies in a lean office layout
– Leveling processes that choreograph relief help in production line bottlenecks

There exists literally as many lean office efficiency models as there are business types. Investing time and money into a regular lean office consultation and report is very important. Lean office consultants do not always provide lists of company cut-backs. They are trained to see the full scope of an operation, and they might see room for increases in output, or capital. Lean office operation is all about matching the tools to the business, not just scraping-by on the minimum.

5. Do Not Automate Phone Systems During Office Hours

Part of an effective lean office strategy is pleasing the company’s clients. Problem-solving over the phone is one aspect of operations that many businesses overlook. Automated answering systems are cheaper than real person wages, but they can dissuade clients from strengthening business ties because of their impersonal nature. Lean office models will always highlight personal human interaction as a great way of eliminating long answer periods for client inquiries. The increase in business exposure through reliable human customer service, will eclipse the miniscule profit margins of an automated answering system. Plus, human service center representatives can perform tech and service jobs immediately, instead of an answering service forwarding requests. This is a prime example of how increasing staff and staff tools, rather than taking them away, can contribute to more growth.

6. Focus On Simplicity

Simplicity is the finest form of sophistication.
— Leonardo Da Vinci

The simplest answer is likely the best answer.
– Ockham’s Razor

The genius of the past substantiates a lean office administration’s instinct to minimize office complexities. As a general rule, using the minimum support to accomplish professional tasks is preferred. This doesn’t mean making bricks without straw however. A lean office must also produce the products and services it promises. Excess is often the downfall of many businesses, but sacrificing quality for scarcity can also be a detriment. Find the base tools and personnel that will accomplish a lean office’s goals, and use profit and growth to go from there.

Hint: Any new machine, system, or technology that is worth implementing as part of a lean office strategy, will exude qualities that increase profit, while making every office job easier and more productive. Newer alone isn’t always a measure of quality.

7. Make Workplace Safety A Priority

Ask any manager of a factory that has been in business for generations. The greatest setback to streamlined production besides government regulation, is workman’s injury claims. Injuries take valuable employees away from their job, and it costs much to replace injured employees. Lengthy liability and insurance claims take company assets away from their intended uses. Every injury increases insurance rates that make it harder to continue production at normal levels. Like a lean office consultant, regular investments should be apportioned to improving company safety standards. They should also be used to provide employee training programs covering all important subjects from workplace safety and OSHA-style performance measures, to the installation of new lean office equipment that improves working conditions, and falls in line with the lean office model.

8. Utilize Proven Business System Metrics

In tandem with an experienced industry-specific consultant, lean office administrators should take time to become familiar with current lean office metrics. Derived from efficient business models, there is an abundance of data compiled each quarter by diverse agencies, concerning the outcomes of those models. Metrics provide unmatched information about thing like eliminating lean office waste, and incorporating technology. Surprisingly, they also provide strong evidence for giving resources to building and supporting offices with new equipment, diverse employee positions, and updated replacement capital.

9. Define And Recognize The Customer

Related to employee task management and lean office consultant hiring, is an effort to analyzing a business’s major customer base. If a lean office knows everything possible about the expectations and habits of their target clients, material and labor costs can be focused to a narrow and profitable dimension. Lean office workers cannot guarantee adherence to a proven lean office model without understanding how an operation is being utilized beyond the factory floor, or the data entry specialist’s cubicle. In many cases, the same resources dedicated to researching technological innovations that can improve performance, can also be used to collect customer data.

10. Respect And Integrate Cultural Differences

The modern business community rarely recognizes borders except when it comes to governing bodies and banking regulations. When creating a lean office model in a foreign country, the exporting of domestic plans may not be the best route. Lean office models are generally quite universal, but they may need to be amended for a diverse staff and customer base. Modifications can include relevancy training for qualified employees needed to adapt to international market features, provisions in the workplace for religious and cultural demands, adjustments to factory production lines to meet material availability, and shifts in mandated workplace requirements. No matter the location, a lean office that is profitable and comfortable for a career-minded staff, can be achieved anywhere.

It cannot be stressed enough that a lean office is not always created from pulling back resources, money, employee hours/benefits, and operating under the veil of business-related fear. Caution is advised, but sometimes this means a little risk. Never lose the option of investing deeper into an operation’s system to achieve a true lean office atmosphere. Lean offices are much more sustainable when all data is honestly compared, expert minds contribute experiential advise, and the conditions for a productive and loyal employee base is fostered.