Improving Workplace Efficiency through Technology

An efficient workplace is characterized by productive employees. One of the best ways to make employees more productive, and in the process, ensure that the workplace is as efficient as it can be is by making technology a vital part of the corporate framework, and encouraging greater employee productivity through it.

Video Conferencing and Telecommuting

Video conferencing makes it possible for large companies to have meetings with all of their employees, and those employees who work at branch offices don’t have to travel to the corporate headquarters to attend a meeting. That saves an incredible amount of time and money because the company doesn’t have to pay for employees to travel. Telecommuting is another effective way at encouraging employee productivity because there are no issues with parking, transportation, or possible child or elder-care issues. Telecommuters often have a greater sense of satisfaction about their jobs because of the flexibility that the work schedule affords them.

Computers and File Sharing

Computers and corporate computer networks make it possible for employees and executives to share data across the company’s computer network. Documents can be sent to employees in the same building or at different offices via e-mail, or they can be shared through Google Docs. By using technology to distribute information and important data throughout a company, businesses eliminate the potential wasted time that would result from employees traveling through the halls of the company to bring something to someone else. The flip side of this is the temptation for employees to abuse the privilege of working on and with a computer.

Accounting Software for Businesses

Businesses that use accounting software such as QuickBooks Pro, Intuit and other programs can reconcile their financial records, keep track of expenses, create budgets and use these programs to assist in payroll generation. In addition to the software programs, there are tax programs designed to take businesses through the step by step process of filing taxes.

Online Payroll Systems

An online payroll system eliminates the need to have someone manually calculate the paychecks and deductions for every employee in a company and provides crucial human resource management services, such as tracking tax information and making all necessary deductions. These systems also file taxes and create the appropriate records. Employees are able to access their paystubs on the Internet, making this a relatively paper-free process, which is beneficial to employees and employers alike.

Smartphones

Now that PDAs (Personal Data Assistants) are obsolete, smartphones combine the features of the older PDAs with everything in a cell phone. These devices allow employees to keep track of phone numbers, addresses, appointments and e-mail addresses. A smartphone makes it possible to check or send e-mail, send a text message, and even surf the Internet. Some devices have additional features like spreadsheets that allow them to keep track of business expenses or other important information.

Mobile marketing also give the employee the opportunity to spread company news and releases out into the social media stratosphere.  The more customers can be aware of the changes and innovations within the employee’s company the faster they can respond.  Furthermore, hearing about or sharing information about a company from one of its employees automatically adds credibility to the report.

All of these technologies automate tasks that employees used to have to do manually. In addition, they improve the accuracy of work, lessen the time of sharing information, whether it be within a building, or with employees who work at different branch offices. Automation also increases communication because people enjoy using mobile devices and are more inclined to answer text messages or send them themselves. A happy workplace inspires greater employee productivity.