Lean office: 8 practices to optimize the office
If you work with information and knowledge flows, you most likely have a agile organization methodology — both for the production of your work and also for its propagation. And we believe that these of your processes follow the techniques of Lean Office, correct?
If the answer is positive, you are on the right track! However, if your answer is no, we also have good news: Clicksign has prepared a lean content - such as the process we want to teach - about the concept, with advantages and way of implementing it methodology for optimizing administrative processes.
Lean Office: What Does That Mean?
Even before understanding the concept of lean office, or Lean office, it is necessary to know its origin.
It's not news to anyone that the arrival of the machines and the optimization of industrial production took place through automation of processes, seeking greater productivity efficiently and with a reduction in errors and without wasting industrial resources.
The above concept is clearly that of Lean Manufacturing It is the result of a philosophy developed by Taiichi Ohno, Toyota engineer and creator of the Toyota Production System.
Following this line of reasoning, the lean office philosophy is basically a adaptation of the industrial management model for the optimization of administrative processes, focusing its production on value-adding processes.
This methodology seeks to reduce waste (of time, space, and knowledge production) and to improve administrative processes in order to make them leaner and more accurate through a “non-human hand”, but organizational, after all, artificial intelligence and technology also come from machines, don't they?
What is Lean Office waste?
As reported, the literal translation of Lean Office It's a lean office, and for you to know what should be optimized, it's important to be aware What is being harmed by with your daily administrative life.
All waste, as well as exaggeration, is extremely bad when it comes to productions, and it is more worrying when it is conceived that the losses go far beyond physical products, and can be considered as Everything that doesn't add value to your customer.
We made a Checklist so that you can eliminate these errors from your routine and modify your administrative flow:
- waiting for approvals;
- waiting for the availability of information that should be accessible;
- unproductive movement: one that does not add value, either due to lack of organization, communication, and planning;
- unnecessary processing;
- excess production;
- defects in production and rework;
- intellectual waste;
- systems that are often out of the air;
- lack of punctuality;
- documentary disorganization;
Are you already able to see some changes that can be made? Keep reading!
5 Stages of Implementing a Lean Office
Once we have identified which points above can be optimized, it is time to seek to understand What pillars you must lean on yourself to apply to process automation that don't have to be done specifically by you.
To do this, it is necessary to identify key points in their implementation and apply them in the following steps:
- Identify the value: in this case, it is changeable because they are productions derived from cognitive processes;
- Map the value stream: we work with increasing information and knowledge;
- Continuous flow: fluidity of the process through necessary, continuous and logical interactions;
- Establish tight production: define production based on office demand;
- zero defects: regular organizational improvement;
It is worth noting that these phases can be implemented in any administrative sector with a view to improvements, so that optimization of work routines they only bring benefits to the professional.
Benefits of your deployment
The implementation of philosophy and methodology Lean Office provides several benefits for your office, for your clients and, consequently, for your pocket. We believe it is fair to mention 3 benefits that encompass these advantages, namely:
- greater financial gain by reducing unnecessary expenses;
- preservation of time and mental health for continuous improvement in cognitive processes since, after implementation, the work structure will be standardized;
- continuous improvement of the quality of the work performed and thus, greater added value for clients;
Lean office practices to optimize your office
By now you have assimilated everything that the lean office methodology has to offer, it's time to know you have some Usual examples of how to apply it— gradually, we recommend! — in administrative activities.
- Agile lawyer in law firms;
- digitization of documents;
- cloud document storage;
- service, when possible, via WhatsApp;
- online contract signatures;
- digital signature and electronic signature;
- the use of instant payments In everyday professional life for contract authentication
- online validation of physical documents;
So, after reading our content, have you discovered that you are already using some lean office techniques? The future is now, and digital transformations are there to be applied to your advantage, and in this the ClickSign it can also help you!
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