Optimize the performance of work, Businesses need to start from?

In the context of economic fluctuations and competition is getting fiercer, performance optimization has become the preferred strategy of many businesses, regardless of size or field of activity. The uncontrolled performance often leads to operating costs, high rise, process, overlapping, wasting resources, especially reduced ability to compete on the market.

This article Lac Viet Computing to provide perspective about the concept, the factors that affect performance, these common mistakes, while introducing technology solutions to help optimize the performance comprehensively.

1. “Performance optimization” what is in context business?

Learn a simple way, performance is the ratio of the results achieved compared to the resources spent. When optimizing performance, businesses are looking for ways to achieve more with fewer resources – including time, personnel, cost, technology or processes.

For example: A business before, this need 5 personnel to handle the 1,000 orders per month. After applying automation solutiononly need 3 people still handle the volume of work equivalent. This means performance has improved markedly, although not increase more resources.

The important thing to emphasize is optimized performance is not synonymous with cutting costs or personnel. Instead, this is the process:

• The reorganization process to avoid duplication, excess
• Apply technology to help save time, improve accuracy
• Ensure each resource is used the right place, at the right time, the right way

Optimized performance now in business? The performance should be optimized in many different classes, including:

• Performance personnel: Employees work more efficiently thanks to tool support for the suitable delivery the right capacity, there is only the number of reviews clear.
• Operational performance: process working smoothly, reduce manipulation handmade the processing time is shortened.
• Performance technology: The software, the system is integrated, synchronous, stable operation, easy to use and extend.
• Financial performance: cash Flows are allocated logical, effective spending, eliminate waste in investment – operate.

2. The perspective on optimizing performance in the business today

2.1. The factors directly affect the performance business

Performance optimization is a journey, comprehensive, requiring businesses to recognize the core elements that govern the effective day to day activities. Here are the 5 most common factors directly affect performance in business:

• Human – factor center, but is often misjudged weights: the performance of personnel depends not only on professional capacity but also as a result of motivation, work environment, support and work tool is equipped. For example: An employee has the capacity, but is assigned in addition to expertise, there is no software support or not to be trained, the performance certainly will be lower.
• Process – As-frills, performance as dived: Many businesses still maintain processes to handle the work, multi step not clear about responsibilities. This leads to the overlapping job dutiestake the time to handle errors and interdependence excessive between the parts. A standardized processes, streamlined can digitization help staff focus on the high value instead of handle the administration.
• Technology – The right tool new optimal right: Not less business investment in technology according to the movement, or purchase software not in accordance with the actual operation. When that technology becomes a burden instead of a lever performance. For example, If the hr department still use Excel sheet to track KPI's, while the volume of work increases, so does the performance analysis will be slow, inaccurate, not forecasts. A software system integration can help businesses automate data processing, create reports quickly, from which a decision promptly and in the right direction.
• Data – No data, can not optimal: One of the biggest barriers is the business system collect analyze performance data in real time. If leaders do not have the exact look on point congestion
• Corporate culture – “drag invisible” if not companion with improvements: An organization whose culture encourages transparency, dare to try – dare wrong, the spirit of learning continuous improvement will naturally boost performance at every level. On the contrary, the working environment, staying on the defensive, dodging responsibility or lack of recognition will reduce the motivation, inhibits the change.

2.2. The common mistakes that business no optimal performance

As practice shows, many businesses even have the intention of performance improvements, but still making the mistakes repeated:

• Management according to the sense, lack of data: Many decisions in business are given based on experience or “belief” instead of actual data. This leads to preferred status in the wrong place, mishandled point congestion. Solution: Enterprises need to deploy the system dashboard and reports in real time to look objectively and transparency in all decisions.
• Buy software but no change processes: technology can't replace thinking management. Many enterprise software deployment but still retain the old processes, resulting in no change or added complexity.
  Solution: When deploying software, need to revise – streamlined processes to fit with how to operate new software assurance service target performance.
• Delivered the wrong person, no tools, performance monitoring: When there is no measurement system, clear, corporate difficult to determine who is good, who is overload or lack of capacity. Implications are assigned the spreading rate deviations, causing psychological loss of motivation in employees.
  Solution: build KPI clear for each position, measuring performance periodically, attached to the outputs reality.
• Lack of strategy in sync between the departments: optimal performance is effort-related departments. If each division is self-propelled own way, don't share data or support each other, will lead to the status of “optimal locally, but less effective global”. Solution: build strategy, sync, data connection between the parts, use a common system to manage progress and performance.

3. The method optimized performance for today's enterprise

3.1. Re-design workflow (Workflow Optimization)

Many businesses today still operate based on the old process skills, lack of flexibility, making the processing time of jobs prolonged prone to error. Re design workflow step is important to remove these excess automation parts, repeating at the same time create work-flow coherent, easy to control.

For example easy to understand: A company when processing procurement requests internal to through 6 steps up, browse paper craft, take 5-7 days to complete. After applying software process managementthe system automatically forwards approved by the right people, the right steps to help shorten the time it's not even 2 days at the same time reducing errors late.

Actual benefits businesses get:

• Increased processing speed work, to avoid waiting for approval so long
• Reduce their dependence on individual help process stability even when personnel changes
• Easy measurement, optimum performance each stitch through the system track progress
• Increase the level of access and transparency, especially useful in environments with multiple parts together

3.2. Measurement continuous improvement

Can't optimal performance if there is no measurement tool clear. Building and tracking system KPI (performance index work), which is a platform that helps businesses identify the strengths – weaknesses in the operation to timely improvements.

Core principles: A KPI effective must meet the criteria SMART – specific, measurable, attainable, suitable targets and time limits. In addition, there should be input data transparency, has automated system updates to avoid a situation “report manually edit arbitrary”.

Practical example: Instead of just delivery only goal “improve the quality of customer service”, the business should set KPI specific such as “Time customer feedback under 2 hours in 95% of cases”. When user management software KPI have dashboard intuitive, easy business to see which parts are standard parts that need support.

3.3. Increase performance through the application of digital technology and AI

Technology not only helps to increase speed, but also contribute to improving the accuracy and ability to make decisions in business. In particular, the application of AI (artificial intelligence) is becoming a powerful tool in the:

• Big data analysis to identify points of congestion in operation
• Automation handle repetitive tasks such as data entry, approval, classification record
• Trend forecasting, from which the optimal resource allocation

Practical benefits:

• Reduce the workload for personnel
• Speed feedback with customers/partners
• Reduced operating costs thanks to limit errors and handle back

3.4. Optimum performance team (Workplace Efficiency)

Can't have high overall performance if the team operated lack of synchronization. Creating a work environment digitized where members can easily collaborate, assign, monitor progress and update information is mandatory conditions in the work environment is great.

Efficient approach:

• Application collaboration platform as LV-DX Collaboration, Microsoft Teams, Asana, Trello to mount team
• System settings, manage jobs from start to finish (end-to-end task management) to not “flow work,” late deadline
• Decentralized clear, help each individual understand the role and responsibility of the general process

Illustrative example: A business operated project with 3 parts collaboration (marketing, business, production), shared management system the work will be clear who is doing what, what's slow progress. This helps to increase accountability, reduce meeting is not necessary and improve coordination related departments.

Performance optimization is not a single activity, which is an ecosystem of continuous improvement between processes, people and technology. Business as soon the application the right solution from the re-design process, performance measurement to deploy appropriate technology will be more beneficial in the reduction of costs, increase productivity and enhance the satisfaction of customers.

4. Checklist: is your Business ready to optimize performance yet?

Optimized performance can not start with inspirational or according to movement. Before investing resources into improvements or technology, businesses need to assess the current state internal objectively. Below is the check list (checklist) to help businesses determine the level of readiness:

4.1. Businesses have processes clear, measurable performance each stitch?

If the operation still located in the head a few individuals or notes discrete, it is very difficult to optimize because you can't control the quality of output also doesn't detect the point of congestion.
Clear process should be:

• Standard bill of material
• Stool role specific responsibilities
• Has the start point – end – control

4.2. Processes are to be digitized or is it handled?

Many businesses still use email, Excel, papers for executive job. How to make this easy-to cause loss of information, duplicate, manipulate and difficult to access when the need to evaluate the performance.
A process of digitization is the process is deployed on platform management software, can history handle clear, can track progress in real-time.

4.3. The enterprise already has a system dashboard data management instant?

Data is the basis for every decision effective. If leaders still have to wait synthesis report from the departments or impossible to track KPIS in real time, the ability to detect early problems will be very low.

Dashboard help:

• Visual display performance of each department
• Warning as soon as you sign misleading
• Reduction depends on the report from hr

4.4. Personnel have the skills and tools to work effectively yet?

Technology only works if people are willing to use mastering tool. Business needs assessment:

• Personnel have been trained on tools, new processes?
• The system has user friendly or too complex?
• A team is communication clear about the goal of optimal performance or not?

If the answer for the majority of the above questions is “no”, then the business should start from the standardize the process, step by step digitize and create culture, performance measurement, before expectations to achieve superior performance from any technology.

5. LV-DX Collaboration – Solution optimal performance with the office of comprehensive for the enterprise

In the optimization process performance elements, technology acts as a catalyst to help businesses transition from model to operate traditional luxury executive models, smart, flexible, more transparent. However, not any technology also creates real value if computer connection, the ability to track through collaboration platform and efficient.

That is also the reason many organizations are priority deployment office number as a strategic move not only to the digestive process, but also to optimal comprehensive performance from the individual level to the organization. Out of the current solution, LV-DX Collaboration are being appreciated thanks to the ability to create environments collaborative work – flexible – can measure performance in real time.

LV-DX Collaboration is the system office the number of company shares Information included with the application, integrates the core features help the operator work fast connection effective information and decision support flexibility.

The striking feature is more important than the value the business receives:

• Manage the end – to-end, not to “drift work”: the System allows the teams and individuals; track progress in real time; mounting deadlines, simultaneously recorded every update in the process. Managers to easily grasp the situation, avoid overload of the slow deadline or lack of feedback.
• Integrated exchange – approved – share documents right on a platform: No need to find emails, messages, or send files through multiple channels. Increased processing speed work, reduce the lost information, and limit errors when working in groups. Every member in the group can Chat, discuss, directly in each task; the attached document storage under each job; Send/receive approval in just a few steps
• Work anytime, anywhere, multi-device: LV-DX Collaboration support on web, mobile and tablet allows personnel access work, even when working remotely. Friendly interface, easy to use even for people who don't know technology. Keep work flow constant, not dependent on location, special matching pattern hybrid or business that has multiple branches.
• Track work performance via dashboard visualization: the System automatically aggregate the amount of work, progress, completion rate and degree of response deadline according to each individuals/departments.
• The ability to deploy flexible according to particular business: different than many Other software “package”, LV-DX Collaboration is designed to “tailor” is flexible, easy to integrated with the management system processes (LV-DX Dynamic Workflow), documents (DMS), finance, personnel, etc. that businesses are using.

In addition, the system can be deployed on-premise data storage right at the internal system of business, consistent with those organizations that have high requirements for security control data.

Office solution number LV-DX Collaboration (register to view the demo for free) not only the management tools, performance optimization, which is the foundation to building a culture of collaborative working efficiency initiative. When information is transparent, clear process, communicate coherently and performance measurement of public – each personnel are conditions to maximize the ability to also house administration, then a decision fast, accurate, and timely.