How to handle work flexible efficient OPTIMAL CONTROL

In the context of business must continually adapt to changing market and operating requirements leaner, handle the job no longer merely complete the task. It's all a process, including assignment, coordination, tracking control to ensure the job is done right person – right time – the right way. However, many businesses are still faced with the situation late term, overlapping tasks, lack of transparency in the work or depend on tools such as email, Excel spreadsheet.

This raises urgent requirement: business need a standardized process for handling work and step by step application of digital technology to improve operating efficiency. The article below Lac Viet Computing will help businesses understand the concept of “processing job”, the popular mood, the influencing factors as well as trends optimal solution processing work modern technology.

1. Handle what is work? Properly understood in order to optimally right way

Handle the work in context business not simply to complete a task that is assigned which is the process of organizing, coordinating, decision making and follow up to ensure the job is done right person, right time, right way to achieve the desired results.

Other than “work assignment” which only focuses on the task and the other with “task management” is often about control, reporting, handling work covering the entire sequence of actions: from reception, affairs, execute, exchange and update progress to acceptance finish the job.

When a job is processing delay or handle the wrong way, the can is missing debugging time, reducing service quality affects customer experience, both in personnel costs increased.

For example, simple illustration: A company e-commerce if not dealt with quickly ask for a single customer, whether in just a few hours can be negative reviews, affect brand leads to a decrease in sales. This is derived from the process industry and the lack of transparency between parts, customer care, logistics and accounting.

2. The status handling work in the business today

According to the report McKinsey 2023, an office worker, on average, spend up to 58% of working time for the work does not bring value as high as search for information, send email back and forth or track the progress of tasks.

Along with that report, the labor market of VietnamWorks 2024 shows:

• 72% of businesses surveyed said they have difficulty in controlling the progress of work of employees.
• 63% reflection phenomenon, the work is duplicated, delivered wrong or missing due to lack of tools handling the concentrate.
• 59% of enterprises SME (small and medium sized businesses) still handle the internal affairs via email, Excel file or the group chat discrete.

The common problems that businesses are facing:

• Lack of transparency in the allocation of work: Many organizations don't have a standard process to one assignment, assigned to ai, ai to browse. When an incident occurs, very difficult to trace responsibility, to push or make from scratch.
• Duplicate, overlapping tasks: When there is no centralized system recorded work, parts on average the duplicate for the same person or multiple people to do a job that don't know.
• Teen warn deadline, no tracking is progress: The progress tracking manually through Excel or a reminder of the mouth, leading to the status of “late-term, but no one knew,” interrupted operating procedures general.
• Depends on traditional tools: Whether has entered the digital age, many businesses still handle the work via email, group Zalo, file, Google Sheet. These tools helpful, but lack the system, does not support automation or efficiency rating.

In a nutshell, the mood handle the present work is a point of congestion in enterprise productivity. Understanding the nature and assess the true state is the foundation important to choose the optimal solution, step by step improve the performance, internal, all the way sustainable.

3. The factors that affect the efficient handling of work

In the process of operating the business, handle the job is not active place single that influenced by many factors inside the organization. Here are three groups of factors have a direct impact most strongly to effectively handle the job in business.

3.1. Organization structure, decentralization

The organizational structure reflects the way the business allocation of responsibilities, authority and the flow of communication between the ranks. A clear structure, with decentralized transparency will help to handle, work smoothly, avoid accrued on an individual or department.

Illustrative example: In a manufacturing enterprise, when there urgently orders from customers, employees, business need approval from the department of planning and finance department. If there is no mechanism decentralized clear records can be “suspended” because we don't know who is the final authority. Conversely, if the system has identified the process: staff → department → director function, then each step has a responsibility to get help in speeding up processing.

Enterprise value received:

• Avoid duplication or omission of duty
• Shorten decision-making time
• Assigning the right person responsible

3.2. Information system internal

System internal information privacy is the technical foundation for active people handle the work is recorded, tracked, coordinated. However, many businesses still use disjointed tools such as email, Excel table or group chat to handle the job leads to the fragmentation of information, difficult to control progress.

Worth bringing back, from a centralized system:

• Affairs – approval – progress updates take place on the same platform
• Store the entire job history to trace and evaluate the effectiveness
• Easily share documents in sync between the parts without forwarding craft

Practical example: A company in the field of real estate has fallen by 40% processor time customer profile when you move from traditional email to platform handle internal affairs has the function of automatic notification deadline, decentralize role, create an approval process.

3.3. Work culture and skills of

Although the system are optimized to efficiently handle the job still depend on the person. In it, the work culture and number skills are two factors decisive in nature, but often overlooked.

• Cultural collaboration and feedback quickly: A work environment that encourages active exchange, timely feedback will facilitate processing work takes place seamlessly, without interruption because of the delay, or evade responsibility.
• Skills in using technology to handle work: This is necessary capacity in the context switch number. If personnel are not trained to use the software or do not have the habit of updating the progress of the work, the system will take effect backfire.
• Illustrative example: A retail business software deployment handle the job, but there is no program staff training. Results: only 20% of personnel to use the software efficiently, the rest still use email as the old, causing disruption in the process.

Business benefits received when investing in this element:

• Reduced time to adapt to new tools
• Create working environment, flexible, proactive
• Increase effective coordination between the individuals/departments

In summary, to improve processing efficiency of work, businesses need to recognize this is a problem overall, in which the organizational structure, technology, and human factors play a key role. Only when combined sync all three elements of this new business can handle the job quickly, transparency effective in the long term.

4. The optimal solution to handle the job for business

Handle the work efficiency can not only rely on individual efforts or disjointed tools. Business need a roadmap, it comes from understanding the true state, then standardized processes and application of technology appropriate to step by step improve performance internal. Here are three solutions group practices, can implement immediately, especially with the business medium/large are in phase of the process.

4.1. Assessment of the status handle internal affairs

Before optimization, businesses need to have clear view of the real situation taking place in the organizations themselves. Some questions are simple, but very important, can help businesses to identify the points of congestion:

• Work may be duplicated or missed?
• Did you track the progress of work in real-time?
• Who is handling what? There is clear accountability?
• The delivery – receive – browse jobs have transparency and the right process not?

Checklist review, internal control recommendation:

KPI performance reviews, job processing:

• Completion rate correct term
• The number of times the edit – redo
• Processing time average for each type of work
• The level of coordination related departments

This is the only digital platform for businesses to identify areas which need priority improvements before.

4.2. Build process for handling work standardization

Clear process is the foundation to work is handled consistently, does not depend on the individual. Especially with businesses that have multiple layers of management, the process is more transparent – easy to implement – flexible adjustment.

A process standard work should include:

• Step 1: Communicate – clearly define the delivery, the recipient, the time limit, the expected results
• Step 2: done – may be accompanied by documentation, tutorials, technical support
• Step 3: Check – updates of progress – marking complete each section
• Step 4: approve/Close work – authorized person, browser, and evaluate the results

For example visual illustration: An import and export company after receiving the request the client will create a process include:

• Staff input required
• Department approval valid
• Accounting test public debt
• Logistics up orders and feedback delivery time

All this string can be mapping to understand, put into the software in whole processing flow just under 24 hours, instead lasting 2-3 days as before.

4.3. Applications processing technology work automatically

After you have a process and assess the status, the next step is to convert it to digital platforms to handle the job faster, more transparent, more manageable.

Specific benefits that businesses receive when digitized handle the job:

• Save processing time from 30 – 40% thanks to automation affairs, warning, track
• To increase transparency, traceability, all activity is recorded and stored
• Easy reports, statistics, system synthesis report according to many criteria
• Reduced risk of errors, forget, delivery of wrong

Recommended solution: software LV DX Dynamic Workflow is a platform, processor, operating process was developed according to “design according to business needs,” not framed rigid template.

Some feature highlights:

• Mapping process drag – and-drop visual
• Decentralized details by role, department
• Automatic warning progress, overdue
• Dynamic reporting, real-time
• Connect easily with other systems such as CRM, ERP, HRM

5. Trend handle the modern automation partner number

Handle the job number is the way, the business moved the whole process work from method (paper, email, phone call, chat, personal) to a system of culture, where every step in the process is routing, tracking, and centralized storage.

• The difference between the handle and handle the work of

To actualize handle the job numbers, business need a platform collaborative digitization process. One of the solutions is rated at Vietnam today is LV-DX Collaboration collaboration platform handle the job in real time is developed by Lac Viet.

The entire focus of the work on a unified platform

Instead of using multiple tools, discrete, LV-DX Collaboration allows the parts:

• Affairs – Browser – exchange – storage all at a single place
• Automatically send reminder notification deadline, updates the progress of the work
• Allows for many levels of approval in the role is pre-set to ensure the right processes, quality control

The salient features bring specific benefits:

• Decentralized clear: the assignment, the handle, the browser are identified and specific authorization
• Reminder – warning overdue: the System automatically prompts the person in charge when close to limit or overdue
• Track progress in real time: Manage easily grasp the overview of the entire work is handled in the parts
• Dynamic reporting: Create reports by individual departments, task status, help timely decisions

6. Business where to start to optimally handle the job?

Optimal processing work is not an inexpensive project or just for large corporations. With a consistent approach, even small and medium businesses can also start from the step simple but effective markedly. Below is the roadmap beginning 3 steps to help business step by step improve work productivity optimal operation.

6.1. Reviewing existing processes – identify points of congestion clear

Before applying any tool or technology, businesses need to understand is processing jobs like. The drawing processes are operating, whether simple diagram of paper or white board will help to identify the problem as:

• There are too many intermediate steps, not necessary
• Have the point of intersection between the parts, but no one is clear who is responsible
• The processing time is prolonged due to the dependence approval or exchange system

Examples illustrate the fact: A logistics company detected average each request delivery takes an additional 6 hours, just because have to wait for the confirmation email middle division dispatching and shipping department. After the mapping process shortened intermediate step, the time dropped to under 2 hours.

Practical advice:
Business can start using the rapid assessment:

This is the fastest way to determine whether processes are hindered general performance or not.

6.2. Tool selection number of appropriate priorities flexibility, ease of deployment

Technology is supporting elements, not the ultimate goal. A processing software good job need a flexible according to the business needs, easy to use for staff not professional IT, at the same time strong enough to digitize the complex process if need.

Criteria when choosing which tool to handle the job:

• Can design the process according to the right way businesses are operated
• Intuitive interface, easy to reach for universal use
• Integrated with the available system such as accounting, hr, CRM
• Have the ability to alert deadline, track progress in real time
• Allows assignment of rights by role to ensure safety and transparency

6.3. Training personnel to create the habit of working digitized

One of the reasons why many businesses fail in the number conversion is the lack of training and consensus internally. The application software can not be effective if hr still keep the habit of doing work, afraid to change, or do not understand the process of culture is operating like.

Solution recommendation:

• Organization of the manual processing software work
• Pick out team of “leading man” in each department to support the other members
• Combined internal communications to explain why the number of processing chemicals, work is needed and who benefits

Business should be a priority deployment handle the job number from the departments have amount of work, threading approved, complex or multiple delivery points related departments, such as:

• Office administration – Personnel: more paper work, requires approval of such application for vacation, shopping suggestions, appointed personnel...
• Accounting: need to check – browse – store multiple vouchers, invoices, settlement...
• Sales office: related to processing of the contract, browse prices, customer requirements...

When applied successfully in a group, the business will be easily extended to other departments based on the models.

In the transition of optimal processing work is the starting point can impact most pronounced “easy-to-deploy, easy to measure, easy to expand”. Complete business can start from the simple process, then extend to the entire operating system. If you are looking for a solution to handle the job fit for your organization, consider the platform number as LV-DX Collaboration is designed to be flexible, easy to deploy fit both medium and large business.