Articles | 20 May 2024

6 Steps to Becoming More Efficient at Work

As we developed Kinabase, our goal was twofold: to create a tool that boosts productivity and efficiency for companies, and to refine our own work practices. Along the way, we've learned valuable lessons that we're eager to share to benefit you and your business. Achieving workplace efficiency isn't a one-size-fits-all solution; it requires a mix of strategies and techniques. Whether you're a seasoned pro or just starting out, we're here to help.

Our ultimate aim? Your success, plain and simple.

1. Optimize your workspace and dashboard

Begin your day by ensuring both your physical desk and digital workspace are organized and ready for action. While it may seem like a small detail, starting off on the right foot can have a significant impact on your productivity. Remember, our workspace influences not just our work efficiency but also our mood and mental well-being.

Here are some things to help get you started:

  • Keep your desk organised
  • Sit with proper posture at your desk. If needed, get a cushion for support!
  • Get up to stretch or take a quick walk frequently to keep your muscles alert

All these tips can help you to start your day fresh and focused.

In the digital space, there is also software that can help you to keep organized. For example, documents, passwords or any other work item that can make our journey much easier and faster can all stay in one place.

This is one of the ways Kinabase is useful, to keep everything tidy and updated quickly. For example, in your Kinabase dashboard you find a great place to start your day with a clear vision of what to do next without leaving anything important out. The dashboard works as a perfect example of an updated and clean workspace, where you can find your tasks, calendar and the most important things you need to do every day.

2. Connected information

As a software company, we live and breathe technology and innovation every day. But we also know technology can be overwhelming and complicated. To avoid being crushed by technology and try to use it for your personal benefit. For example, using Kinabase, you can integrate systems like Microsoft 365, SharePoint and Outlook to find all your internal documents, clients, and projects easily. This way, everyone who has access can easily find files, projects, or any type of information they need without depending on others.

When our team created Kinabase – we wanted to allow people to find anything they need at work, regardless of being new to the company, who to ask about the branding assets or even forgetting where the building keys are! Using technology for these tasks, which are often reliant on tacit company knowledge, can help prevent problems in your operations, from having a wider impact on your business.

In other words, Kinabase helps your team to keep all information accessible and in one place, making it a flexible solution that fits well in every business situation. It also helps you to organise your work, manage your calendar, set deadlines, and collaborate effectively with your team.

3. Automate Repetitive Tasks

Automation frees up valuable time. Kinabase allows you to add automations that can help you and your team save valuable time when doing repetitive tasks.

Imagine you just closed a large deal with one of your customers. Once you click “Win” on the deal, Kinabase can send an automated project request or even add a new project or task for the post-sales team. Gone are the days when you’d need to draft an email to the post-sales team after each deal closed. Automate your manual tasks in Kinabase for optimal efficiency.

4. Communication and feedback

Effective communication is essential for efficiency. You can use collaboration tools like Microsoft Teams, Slack or Google Workspace that enable seamless communication and document sharing within your team and with clients and customers. To avoid email overload, you can set specific times to check your emails, such as in the morning at 11 am, and again at 4 pm. This allows you to block out time in the morning to be productive before responding to emails, while also giving you time at the end of the day to ensure you’re all caught up.

Kinabase is a tool that can help you to visualise what your team is working on and maintain transparent communication between colleagues and teams, eliminating silos in your workstreams.

Another aspect of communication is constructive feedback. Feedback generates growth, so encourage a culture of feedback at your company -- ask for it consistently and help your colleagues improve as well. Having a curious, teachable attitude will enable you to further your career and make friends wherever you go. Learn from experienced professionals and look for mentors in your field or become a mentor for someone else. Receiving feedback boosts personal and professional development.

5. Prioritize and set goals

Efficiency begins with setting priorities and well-defined goals:

Prioritize Tasks: Identify high-impact tasks and tackle them first. Use the Eisenhower Matrix to categorize tasks as urgent, important, or neither.

Eisenhower Matrix

Set SMART Goals: Make your goals Specific, Measurable, Achievable, Relevant, and Time-bound. Break them down into smaller milestones.

SMART Goals

6. Adopt AI to optimise your processes

At Kinabase, we enhance the use of artificial intelligence to optimize our processes and to help our customers also to use AI for their own work. For example, at Kinabase you can automatically create new collections - lists of things you want to organize such as contacts, projects, contracts, and more - based on the needs of your business.

If you are a creative marketing agency, use Kinabase’s AI feature to suggest collections aligned with your needs. This means the system will automatically create areas that can help to organize your business. See in the image below how it looks- isn't this amazing? Imagine all you can do with this to make your work more efficient.

Conclusion

In our experience, to be efficient as a professional but also as a business, you need to adapt and learn constantly, making smart use of the technology and using it to your benefit. By implementing these strategies, you’ll be able to work more efficiently and thrive in an ever-evolving market.

After all, it’s not about working harder, it’s about working smarter.