In a recent survey conducted by Asana (the productivity and project management software), more than 10,600 workers globally indicated that they spend 58% of their time on “work about work” – meaning meetings, communicating about tasks and searching for information.

A big contributor to this is “context switching” between different tasks. Unfortunately, we are not good at multitasking because humans are sequential not parallel processors which makes multitasking challenging and ineffective (for both males and females!).

Multitasking can also lead to the phenomenon of ‘attention residue’: ruminating on incomplete tasks while trying to focus on something else. Without being fully devoted to the job at hand, information processing, decision-making and creativity all suffer.

So, it is clearly essential to streamline workflows and remove unhelpful friction points for employees so context switching is required less often. A streamlined workflow can help increase productivity, reduce errors, and improve job satisfaction.

1. Identify the Workflow:

The first step in streamlining workflows is to identify the workflow. This includes mapping out the entire process and identifying the steps involved. This can be done by observing employees as they perform their tasks, asking for feedback, or reviewing historical data. Once the workflow has been identified, evaluate each step for its efficiency and effectiveness.

2. Remove Unnecessary Steps:

Many workflows have unnecessary steps that add no value to the process. Identifying and removing these steps can help reduce the time and effort required, improving overall efficiency. For example, eliminating the need for unnecessary approvals, simplifying forms, or reducing the number of meetings can help streamline workflows.

3. Automate Repetitive Tasks:

Many workflows involve repetitive tasks that are time-consuming and prone to errors. Automating these tasks using software or technology can significantly reduce the time and effort required. For example, automating the process of sending reminders, generating reports, or scheduling appointments can help employees focus on more critical tasks.

4. Standardise Processes:

Standardising processes can help ensure that all employees are clear on their tasks and follow the same steps, reducing the likelihood of errors and inconsistencies. This may not be possible for all types of work however it is always a good idea to have standard operating procedures (SOPs) for tasks that are performed frequently. SOPs can help new employees get up to speed quickly and reduce the need for extensive training.

5. Provide Adequate Resources:

Employees need adequate resources to perform their tasks effectively. This includes access to the necessary tools, software, and training. Providing employees with the necessary resources can help reduce frustration and ensure that tasks are completed efficiently.

6. Use Collaboration Tools:

Collaboration tools such as project management software, instant messaging, and video conferencing can help streamline workflows and reduce communication barriers.

7. Monitor and Optimise:

Once workflows have been streamlined, it is essential to monitor them regularly and make adjustments as necessary. This includes tracking performance metrics, identifying bottlenecks, and seeking feedback from employees.

In conclusion, by streamlining workflows and implementing these 7 tips, companies can reduce context switching and "work about work," resulting in increased productivity, improved job satisfaction, and reduced errors.

If you need any advice and need help, please reach out at hello@hrdynamics.com.au or 1800 877 747