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Filling Out the Forms
And playing with the pencils
We have to deal with some bureaucracy, some paperwork, some record-keeping.
But many of us know how, over time, it can get out-of-hand.
Take a look at the systems your company and your team use. Is there a way to streamline what people are doing? This might save a lot of time and money.
If anything is still being done on paper forms (expense reimbursement forms, timesheets, onboarding paperwork, etc.) and then being transferred into a computer system, update that system so that people can enter info into a form directly. If that’s not an option with that software, consider using a Google doc/sheet or a survey form like SurveyMonkey to allow people to enter data in a form that allows quick transfer.
If you provide a QR code that links to an online form instead of (or in addition to) paper forms for customers, people can enter the info from their phones.
Ask your staffers for streamlining ideas—they may have to do data-entry or use other forms that you don’t. They may also have some great ideas or workarounds.
Consider the reports and surveys used in performance reviews, as well. This can be a tedious, repetitive task for managers who have multiple direct reports.
Look at processes that require multiple steps, such as “filling out the form in triplicate” or getting signatures from multiple people in multiple branch offices. There is usually a simpler way, such as online document signing.
Sometimes, you still need the paper. A great example is in brainstorming meetings—using flip charts or white boards aids collaboration. Make sure you capture the results with a scanning app, rather than having someone have to hand-type it all in.