In ever more competitive world marketplaces, quantitative productivity measurement is becoming more important in making sure your company is functioning efficiently. Before computers became a mainstay in the workplace, productivity measurement – the ratio between the value of the resources that go into creating a product or service and its value after completion – could only be done qualitatively: by making educated guesses about whether staff were meeting targets or surveying managers about how they thought their department was performing. Here are four ways that technology can be used to measure just how productive your work force is.
1) Enterprise Resource Planning (ERP) systems are hosted in the cloud and allow work flows to be monitored continuously
If your staff work with stand-alone applications such as Word, Outlook or Excel, you can only see how productive they have been once a copy of their work has been emailed through or shared. But if they work off an ERP system, what they are doing can be seen at any moment, making it impossible for people to spend office time working on non-work tasks. An ERP system allows for integration of all applications that a business needs to run and also accumulates data that can be analysed and interpreted: making productivity management a dream. NetSuite offers ERP products hosted in the cloud, to suit all aspects of your business – from financial management to supply chain and inventory management.
2) Traffic that runs through all copiers and printers connected to your network can be tracked
The digital era may have reduced paper usage but copiers and printers are still vital pieces of office equipment. With copier being less common in the home, it will be appealing for staff to use the office copier for their personal needs. Both paper and toner cartridges are expensive, as is the maintenance needed to repair over-worked machinery. Software can be installed on your printers to track what and how much is being printed and by whom. Print quotas per employee can then be implemented to cut down on paper use if necessary. More sophisticated multi-function devices will even allow you to set access permissions on devices and curb wasteful or incorrect utilisation of expensive IT equipment.
3) Telephone use can be monitored to make sure that time spent on calls is justified
Email might be the primary form of internal and external correspondence, but there are some situations that warrant a phone call. Your staff that have client facing roles – account managers or salespeople – might spend several hours a day on the phone. Knowing to where these calls are made and how long they are is essential. The time and money spent on telephone calls needs to be justified by whether business is generated or productivity is achieved from them. You can track calls with programs like SpyMasterPro, which lets you track landlines and cell phones. The time each member of the sales team spends on telephone calls can be measured against sales made for direct productivity measurement. These metrics can factor in to making decisions such as whether or not to promote someone.
4) Internet use can be logged and controlled to improve productivity and security
Your workforce is paid for the hours they spend at work – to work. To ensure the highest productivity levels possible, it is important that as much of – if not all – time is spent generating a product or service. Time that is not spent to this aim is wasted. The most tempting way for employees to waste time is on YouTube, Facebook, online shops and news sites. Not only is the internet a distraction if not used productively, but unbridled use of the internet can be a liability in terms of data security, confidentiality and possible legal ramifications if staff are using it to source illegal content. The computers on your network can be monitored to keep track of any non-business related websites visited and how long for. Spector 360 lets you see everything that goes on from the moment they log in to their computer: internet use, instant messaging, emails sent and program activity. Employees wasting excessive amounts of time and resources can be addressed, and certain websites can be disallowed from your list of favoured websites.
If your office needs a boost in productivity, Seartec is ready to answer your questions about how it can help supply you with the right equipment to measure productivity.
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