Whether you manage a small team or an entire organization, it can be tricky to keep everyone on task. This is especially true if you’re in charge of getting people to complete tasks they aren’t necessarily excited to do, like getting trained and certified in CPR.
But what if we told you you don’t have to send a barrage of follow-up emails to improve team productivity? Instead, one of the best ways to get your team members to accomplish more in less time — and with less frustration all around — is to establish systems and processes that empower everyone to work more efficiently.
Here are some strategies to streamline your team’s systems and processes so you can get more done with greater ease.
4 Ways to Streamline Staff Tasks with Systems & Processes
Improving your team’s productivity is about more than just increasing the number of tasks they complete; it’s also about empowering them to maximize their time and energy to focus on what’s most important.
While it’s important to choose the right tools to help you accomplish this goal, it’s just as essential to have the right systems and processes in place for how you’ll use those tools. So before you test out new technology for your organization, start by evaluating your existing systems and processes and consider how you can streamline them for greater efficiency.
Limit Communication Channels
There are a plethora of communication channels out there, but sometimes having more options can actually hinder productivity instead of encouraging it. If your team’s communications are scattered across emails, text messages, Zoom meetings, and other communication apps, chances are good that your staff’s attention is just as scattered.
Limiting the number of communication methods your organization uses ensures everyone knows exactly where to find the information they need and prevents them from constantly having to check several different inboxes.
For best results, pair this strategy with asynchronous communication using tools like Slack, Teams, or Loom. Not only will you and your team spend far less time chasing each other down via email or on the phone, but you’ll also be able to share information team-wide with just one video or message.
Implement a Task Management System
One of the best ways to keep your team operating efficiently is to use a task management system. These tools allow you to organize your team’s projects and break them down into bite-sized tasks. You can add project notes, attach files, set deadlines, and assign tasks to team members with just a few mouse clicks.
A task management system provides your team with valuable insight into the overall workflow. This visibility allows everyone to see the current status of each project, making it easy to identify bottlenecks, balance workloads, and adjust timelines. You can also configure your task management system to automatically alert team members when they are assigned a task, when a deadline is approaching, or when changes are made to a task. And when a team member marks a task as complete, the person responsible for the project’s next task receives an automatic notification that they’re up.
Task management systems pair with many popular communication tools, so team members can be informed of tasks and deadlines regardless of their preferred method of notification. With everyone on your team in the know, fewer tasks will slip through the cracks and projects will completed more efficiently.
Create Detailed SOPs
Another way to streamline productivity and keep everyone on the same page is to create detailed standard operating procedures (SOPs) for all major recurring tasks and projects. This could be as simple as a digital checklist or as involved as an informational video; just make sure it covers every step in the process.
Once you’ve created your SOPs, share them with the entire team and ensure everyone knows where and how to access them when needed.
Keep in mind that it may take a little time for people to adjust to a new SOP, especially if some of the steps are new. But standardizing the process across the board and making it easy to reference will save everyone time and mental energy in the long run.
Prioritize LMS Integration
A good learning management system (LMS) makes it easy to keep all of your organization’s training materials and data secure and accessible in one location. This helps ensure your training program and staff certifications remain up-to-date and compliant without the headache of manually tracking and reporting all those records.
But to get the most efficiency out of your LMS, make sure it integrates with your other programs and platforms. Using a separate platform for specific programs like CPR training may be possible, but it is also a hassle and thus decreases the likelihood of people completing the training in a timely manner.
Plus, having a fully integrated LMS is a great way to future-proof your training programs, ensuring they will continue to operate smoothly within your organization’s productivity systems for years to come.
Streamlined Systems & Processes in Action
Here at ProTrainings, we strongly believe in the importance of streamlined systems and processes for greater productivity and efficient operations. As experts in scalable training platforms, we’ve helped nearly 3 million people complete their required trainings and CPR certifications by using the simple principles outlined above.
From flexible scheduling options for online or blended CPR training programs to our tools for group certification tracking, we’re committed to helping make the CPR training process as easy as possible — so we can equip as many people as possible to save lives.
With that in mind, we designed our online CPR certification dashboard specifically for team managers and HR professionals, because we know how difficult it is to collect and keep track of everyone’s CPR certifications.
Our online dashboard integrates with your team’s LMS and does the communicating for you — efficiently and effectively — so you and your team can focus on what matters most.
Better Systems & Processes for Better Results
The right systems and processes serve as a catalyst for improved efficiency and productivity, not a frustration or a hindrance. By streamlining your existing processes and properly integrating new tools into your team’s operations, you can empower your team to accomplish more with greater ease.
At ProTrainings, we’ve dedicated ourselves to helping organizations like yours develop CPR training and certification programs without spending so much time, energy, and resources keeping track of it all.
Contact us today to learn more about how we can help you streamline your CPR training systems and processes and equip your team to save lives.