When employees constantly have to sift through resources, dig to find passwords and find the right person to grant them access to information, it’s more than just an annoyance, it’s a serious waste of company resources. There is a surprisingly high cost associated with the mismanagement of information and resources.
A McKinsey study revealed the average worker spends 1.8 hours each day searching and gathering information. That’s insane, right? One fifth of your payroll is paying for information mismanagement. This is a problem.
Email is a Culprit
Another McKinsey 2012 study reported office workers spend about 2.6 hours per day reading and answering emails. A large portion of that time is dedicated to searching email. You’ve done it, scoured through several emails to find one little snippet of information that likely should have been captured and stored in a centralized, easily retrievable place. Email is not a tool to store or organize information and it certainly can’t take the place of a project management system. It just wasn’t built for that, yet, we continue to waste time and search.
Lack of Accountability is a Culprit
Email doesn’t provide the environment where accountability thrives. Here’s a scenario: Your sales guy just won a new deal and a week later the client calls him up to ask for the delivery date to be a week sooner. The salesperson says sure and later emails the operations manager and cc’s the project manager to let them know this. That operations manager forwards the email to a few supervisors which end in the abyss that is the email server.
A few weeks later the client calls the account manager and asks where we’re at on the delivery. The account manager has no idea that the delivery date was pushed up a week. They can’t reply to the customer with any confidence if the order will be on time. They need to “research the answer”. They need to find who may have taken accountability for this because expectations were not clearly defined.
This process happens in different ways and scenarios all the time because there is no explicit accountability in everyday processes.
Take a moment and think about what your work day would be like if you had all the information you needed, without roadblocks. Obviously, there will be external hold ups no matter what you do, but what if everything internally were to flow exactly like it was supposed to? The correct information was in the right place, expectations were defined and explicit, and accountability of for each step of the process in this wonderland workplace was built in.
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