In today’s fast-paced business world, efficiency is key. Yet, many offices are plagued by hidden wastes that drain productivity and resources. Let’s explore the seven deadly wastes of office work and how to tackle them head-on.

1.  Overproduction: Unnecessary Reports 

Waste: Creating reports that no one reads or uses.
Fix: Audit your reporting processes. Identify which reports are actually used and eliminate the rest. For essential reports, streamline the content to focus on key insights.

2.  Waiting: Slow Approvals and Email Bottlenecks

Waste: Time lost due to delayed approvals and overcrowded inboxes.
Fix: Implement a clear approval hierarchy and set response time expectations. Use project management tools to track tasks and automate reminders.

3.  Excess Motion: Searching for Files and Switching Between Tools

Waste: Time spent looking for information or navigating between different software.
Fix: Establish a centralized file management system. Integrate tools where possible to reduce the need for constant switching.

4.  Over-processing: Too Many Steps for Simple Tasks

Waste: Unnecessary complexity in routine procedures.
Fix: Map out your processes and identify redundant steps. Simplify workflows and automate where possible.

5.  Defects: Errors Causing Rework

Waste: Time and resources spent correcting mistakes.
Fix: Implement quality control measures and peer review processes. Provide training to reduce error rates.

6.  Inventory: Waste on Unused Software, Documents, or Email Overload

Waste: Accumulation of digital clutter and unused resources.
Fix: Regularly audit software subscriptions and digital assets. Implement an email management system to reduce inbox overload.

7.  Underutilized Talent: Employees Stuck Doing Low-Value Tasks

Waste: Skilled employees spending time on routine, low-impact work.
Fix: Assess employee skills and realign responsibilities. Automate repetitive tasks to free up time for high-value activities.
The Path to Efficiency
To combat these wastes, follow this two-step approach:

1.  Spot the Waste: Conduct a thorough audit of your office processes. Involve your team in identifying inefficiencies in their daily work.
2.  Eliminate It: Once identified, take decisive action to eliminate or reduce each waste. This might involve process redesign, technology adoption, or changes in work culture.

Remember, eliminating waste is an ongoing process. Regularly reassess your office practices to ensure you’re maintaining peak efficiency.
By tackling these seven deadly wastes, you can create a leaner, more productive office environment that allows your team to focus on what truly matters – driving your business forward.

Which of these wastes do you see in your workplace? Let’s discuss this in the comments!

Written by Darlene Lamb, CEEm