A very simple definition to this question would be finding ways to prepare your business to handle more work with less effort. That is not to say that you get rid of staff necessarily, maybe you would just be able to increase your work load without having to increase head count.
There is a quote on wikipedia under “Business Process Reengineering” that I really think does a great job of explaining adding business efficiency:
…the major challenge for managers is to obliterate non-value adding work, rather than using technology for automating it (Hammer 1990). This statement implicitly accused managers of having focused on the wrong issues, namely that technology in general, and more specifically information technology, has been used primarily for automating existing work rather than using it as an enabler for making non-value adding work obsolete.
I believe that best explains what my focus for business efficiency would be. I believe that we should work to analyze the current process and see if there are places to rework the process to make it better. Then as step two we should analyze if there are ways to use technology to enable the organization to work on other tasks. In many cases, these two steps can yield great results.
You hear the term business systems often and I am going to add a definitional post as to what I see in this realm. From a simple standpoint, a business system is a process that makes your business operate. This may be as manual as someone in your office preparing and invoice and putting it in the mail to very automated capabilities.
Probably two very over-utilized terms in the business world. Again, I will expand on this topic but from a high-level processes and standards tell you how to make the system “operate”. This will tell someone how to get the invoice printed, stuffed in the envelope, and sent out to the client.
Gain Business Efficiency
Now that we have given a basic definition of how the standard business runs, we can describe how to optimize your efficiency. The system that you are currently operating in your business is probably working just fine for you. It is sending out the invoices and getting the bills paid. The question is really two-fold from there:
- If you grow can you continue to do the process the same way without adding resources?
- Are there ways to make the system easier allowing for freeing up of time for existing resources?
What could you do if you had another 2 hours a week from one of your employees or 5 of your employees? Are there other items that have been waiting for completion?
This is where process/business system analysis and possibly re-engineering come in. The analyst will help walk through the process/system and analyze the purposes and reasons behind each step. Once the analysis has been done, a throrough analysis would be done by a software architect to see if technology can simplify the process/system. Once both analysis processes are complete, you are provided the analysis and recommendations and can decide how to proceed.
This process simply looks at your processes and gives you options with what you can do to optimize your resources.
I hope that this article helps.
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