employee efficiency - Blogs - DPG Community2024-03-29T00:19:59Zhttps://community.dpgplc.co.uk/blog/feed/tag/employee+efficiencyEmployee Productivity: How Job Aids Can Boost Workflowhttps://community.dpgplc.co.uk/blog/employee-productivity-how-job-aids-can-boost-workflow2021-01-26T21:45:23.000Z2021-01-26T21:45:23.000ZRonita Mohanhttps://community.dpgplc.co.uk/members/RonitaMohan<div><img src="https://storage.ning.com/topology/rest/1.0/file/get/8481444657?profile=RESIZE_400x&width=400"></div><div><p><span style="font-weight:400;">Employee productivity has become a hot topic since the pandemic changed the way we work and live. </span></p><p><span style="font-weight:400;">There’s been plenty of discussion about whether or not employees work better from home, as opposed to when they’re surrounded by colleagues and managers.</span></p><p><span style="font-weight:400;">This has become paramount due to the rise in remote work—a trend that’s set to continue. Statistics also show that </span><a href="https://biz30.timedoctor.com/remote-work-statistics/"><span style="font-weight:400;">remote workers are more productive and have better job satisfaction</span></a><span style="font-weight:400;">.</span></p><p><span style="font-weight:400;">But how are remote employees being more productive? What tools do they have access to that make workflow smoother and more efficient?</span></p><p><span style="font-weight:400;">One of the most obvious benefits of remote work is that there are fewer distractions—no colleagues to stop by your desk for a quick chat, for instance.</span></p><p><span style="font-weight:400;">There is another reason why remote workers are more productive—they are given </span><a href="https://venngage.com/blog/job-aid/"><span style="font-weight:400;">job aids</span></a><span style="font-weight:400;"> that they can refer to as they don’t have ready access to colleagues to answer questions.</span></p><p><span style="font-weight:400;">These visual references are valuable tools for boosting productivity for remote workers and in-house staff.</span></p><h1><span style="font-weight:400;">How are job aids connected to employee productivity?</span></h1><p><span style="font-weight:400;">It’s surprising how underused visual work aids are, considering their positive ability to impact workflow. </span></p><p><span style="font-weight:400;">Instead of employees feeling lost or having to check in with their managers about next steps, they can simply refer to a visual note for answers.</span></p><p><span style="font-weight:400;">It’s important to remember that a visual aid isn’t an instruction manual—it’s a short, one-page document that outlines any of the following:</span></p><ul><li style="font-weight:400;"><span style="font-weight:400;">Steps to complete a task in a particular order</span></li><li style="font-weight:400;"><span style="font-weight:400;">What not to do in any given situation</span></li><li style="font-weight:400;"><span style="font-weight:400;">How to complete conditional tasks</span></li><li style="font-weight:400;"><span style="font-weight:400;">When to escalate decisions according to circumstances</span></li><li style="font-weight:400;"><span style="font-weight:400;">How to keep track of completed tasks</span></li></ul><p><span style="font-weight:400;">You can see how being able to get this crucial information at a single glance can make staff more productive.</span></p><h1><span style="font-weight:400;">How can workplaces design visual aids that will improve employee efficiency?</span></h1><p><span style="font-weight:400;">This is the tricky part—design isn’t everyone’s strong suit and not all companies have the resources to hire designers.</span></p><p><span style="font-weight:400;">On the other hand, visuals are excellent learning tools—they stimulate better learning and retention, according to the </span><a href="http://visualteachingalliance.com/"><span style="font-weight:400;">Virtual Teaching Alliance</span></a><span style="font-weight:400;">.</span></p><p><span style="font-weight:400;">And this extends beyond the classroom to workplace training and the visual aids that companies create to boost staff productivity.</span></p><p><span style="font-weight:400;">What kind of visuals can be included in these one-page documents?</span></p><ul><li style="font-weight:400;"><a href="https://venngage.com/blog/flow-chart-template/"><span style="font-weight:400;">Flow charts</span></a></li><li style="font-weight:400;"><span style="font-weight:400;">Graphs</span></li><li style="font-weight:400;"><span style="font-weight:400;">Icons</span></li><li style="font-weight:400;"><span style="font-weight:400;">Illustrations</span></li><li style="font-weight:400;"><span style="font-weight:400;">Photographs</span></li><li style="font-weight:400;"><span style="font-weight:400;">Screenshots</span></li><li style="font-weight:400;"><span style="font-weight:400;">Typography</span></li><li style="font-weight:400;"><span style="font-weight:400;">Videos</span></li></ul><p><span style="font-weight:400;">That’s a lot of visuals but you don’t need to use them all!</span></p><p><span style="font-weight:400;">Here are the best ways to design a visual job aid that employees can understand at a glance:</span></p><ul><li style="font-weight:400;"><span style="font-weight:400;">Determine who the aids are for. Survey your team to find out when and why they need visual tools to refer to so you can design accordingly.</span></li><li style="font-weight:400;"><span style="font-weight:400;">Keep the goal of the job aid in mind when designing it. Any visual tool that you create should have one primary purpose so it doesn’t confuse employees.</span></li><li style="font-weight:400;"><span style="font-weight:400;">Keep your sentences short and use action verbs like ‘click on’, ‘press’, or ‘enter’. These words are clear and precise.</span></li><li style="font-weight:400;"><span style="font-weight:400;">Test your job tools! Does the one-pager need more clarification? Is it too dense? Is there a step missing? Is the format correct? Ask the employees who are using it for their feedback.</span></li></ul><p><span style="font-weight:400;">For example, let’s look at this job aid for employees working the register at a retail store.</span></p><p><span style="font-weight:400;"><a href="{{#staticFileLink}}8481444477,RESIZE_930x{{/staticFileLink}}"><img class="align-full" src="{{#staticFileLink}}8481444477,RESIZE_710x{{/staticFileLink}}" alt="8481444477?profile=RESIZE_710x" width="710" /></a></span></p><p><span style="font-weight:400;">Source: Venngage</span></p><p><span style="font-weight:400;">The graphic indicates steps for using the clocking in and clock out process, alongside a simple visual.</span></p><p><span style="font-weight:400;">Using icons and numbers, the graphic explains the first tasks of the day and how to do them. Note how key phrases are highlighted in bold for easy recall.</span></p><p><span style="font-weight:400;">This is a great example of how a visual tool makes it easier for staff to get through their work efficiently and quickly.</span></p><p><span style="font-weight:400;">For a new employee or one who isn’t familiar with processing refunds, they have an easy visual reference to turn to. </span></p><p><span style="font-weight:400;">They don’t need to stop work and call for assistance or get flustered about the next step because an annoyed customer is waiting.</span></p><h1><span style="font-weight:400;">Visuals and Employee Productivity Go Hand-in-Hand</span></h1><p><span style="font-weight:400;">We are going to see more companies designing aids that improve employee happiness and productivity. </span></p><p><span style="font-weight:400;">These visual guides make for excellent tools that employees can print out and pin on a wall, or keep a soft copy on their systems for future reference.</span></p><p><span style="font-weight:400;">We’re seeing a lot of interest in our job aid templates but I’d like to know whether your companies are using job aids. </span></p><p><span style="font-weight:400;">Do you feel like you or your colleagues would benefit from them? What kind of visual aids would work best for your team? Do leave your comments below.</span></p></div>