INFORMATION AS A SOURCE FOR OFFICE NPT™

Information moves in many and seemingly mysterious ways around the modern office. It moves verbally, non-verbally, electronically, and hard copy, and it seems as though a new tool is created every day to help manage the process. Information, however, is like water; it seeks its own level and flows through the cracks. Sometimes it flows in ways that are not productive to the organization, creating inefficiency and Office NPT™.
Effective communication is an essential ingredient for any business. This is especially true when it comes to the day-to-day processes that every business uses to manage its work. One person becomes an expert, passes it along to a second person, and so on down the line. But those experts leave and oftentimes, when instructions are passed along, little bits get lost to the point that the process often changes and not for the better.
Even when procedures and processes are documented they are stored in random locations, and little attention is paid to how employees find those locations and use the information stored there. All too often, someone will have a copy of a document that was stored after a past search. A conversation will reveal that a friend is looking for the same information. The document will be sent via email. Neither party will be aware that a new version of the document has been prepared and uploaded. It all leads to errors and non-productive work.
 
HOW DOES OFFICE NPT™ HAPPEN?

THE HIDDEN PRODUCTIVITY KILLER LURKING IN EVERY ORGANIZATION — OFFICE NPT™

Non-Productive Time is the time wasted by people when it comes to dealing with documents, data, process, and software. You see it everywhere as staff struggle with a host of issues, which can include:
  • Wasting time trying to format, edit, and print documents
  • Creating a compelling presentation in the correct, company-branded template
  • Searching through files and folders looking for the latest version of a file
  • Wondering where to put a report or bit of data they’ve received from the field
  • Reworking problems because incorrect data was used
  • Using inconsistent processes to work through the different stages of engineering projects
  • Resolving software questions or issues

ORIGINS OF OFFICE NPT™

The origins of these problems can be traced back to the advent of the personal computer and the decentralization of administrative work. PCs meant that engineers could generate their own documents without the aid of a typist. The intent was for the office to go paperless. Gradually, secretaries were replaced, file rooms closed, and libraries shut down, and the specialized skills and process were minimized or became nonexistent.
The offshoot was predictable - people were forced to do work for which they are untrained, and the lack of organizational guidance grew.
This is evident in three areas:
  1. Desktop Publishing
  2. Document and Data Management
  3. Process Management

 

1.    DESKTOP PUBLISHING

In every office:
  • There is the engineer or two who excel at crafting documents,
  • There is the group in the middle that struggles through, and
  • There is the group on the far extreme who would rather do anything than work on a document.
Practically speaking, only a small percentage of the work force is truly proficient at writing and preparing documents. This leads to poorly crafted communications that take too long to produce and have a message that doesn’t properly educate the receiver.

2.    DOCUMENT AND DATA MANAGEMENT

On the document and management side, the situation is equally worrisome:
  • Engineers maintain elaborate individual filing systems, often on their own machines, because it is the only way they can be sure they will be able to find their documents.
  • Corporate systems tend to be created by IT groups with no working knowledge of how the data is handled in the real world.

3.    PROCESS MANAGEMENT

When it comes to working a project from start to finish, there is often a different process being used by each person on the engineering team.
  • Why? People want to use a process that makes sense to the individual.
 
FINDING OFFICE NPT™

AREAS OF OFFICE NPT™

You want your staff to operate from their position of strength and training. Any time they are not operating from their position of strength there is an increased likelihood of Office NPT™ being present. Oftentimes the largest contributor to Office NPT™ is information flow: its creation and management all the way to its root systems. This could include:

  • Inconsistent delivery processes
  • Disorganized document storage and retrieval mechanisms
  • Poorly written or confusing text
  • Disorganized and inconsistently formatted documents'
  • Lack of document version control

Reducing this noise and Office NPT™ is essential, and every organization is different. There is no one-size-fits-all to the effort to improve team efficiency and reduce Office NPT™. We work with the tools you have available and build easy to understand processes that help everyone understand where documents live, how to retrieve them, and how to update them. If the tool or process isn’t available, we can help you create that as well. All of this is underpinned by our ability to craft simple, easy to manage documents and document management solutions. This means straightforward formats and plain English text in a repeatable manner.

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