How outsourcing the mundane tasks can make your business more productive

No need to do the mundane any more

Productivity is a numbers game. It is also a mindset and this blog will explore the myths and the facts about productivity and how you can make your business more productive.

The English dictionary defines productivity as ‘the rate of output per unit of input’. Dating back to the industrial revolution, productivity can be easily measured in mining, manufacturing or industrial environments. For example if you had two workers making the same product where one of them produced 10 widgets per hour and the other produced 5 widgets per hour then you can measure their productivity quite easily.

You could even be tempted to sack the slow one and hire another quick worker. However, if the slow worker was paid significantly less than half the wage of the quick one then you would need to factor in the fixed hourly cost of the manufacturing facility, before making such a decision.

Is what I am doing now, the most productive use of my time?

This is the question you should ask yourself when beginning any task, even away from work. If you genuinely get into the mindset of ask yourself this question regularly, then you will become more productive. The greater your salary, the more important this question becomes.

Below I have listed a few examples of how to boost your productivity depending on your job role:

  • CEO / MD
    • Avoid spending more than one minute stuck on anything software related.
      • either ask for help and make a note of the solution,
      • give yourself another minute and google it,
      • delegate the task to someone else in your office,
    • Avoid picking up another persons role if they going to be absent for more than two weeks.
      • be proactive and designate backup deputies for each vital role,
      • appoint someone else to pick up the important aspects of what the absent person did,
      • consider outsourcing the work temporarily or bring in a subcontractor. For marketing work read more here
  • Sales Director / Head of Sales
    • Avoid spending too much of your time travelling
      • arrange to meet up with your sales force at regional hubs rather than traveling to see each one individually. Hotels or Regus centres offer cheap meeting rooms and motorway service stations are free.
      • continue to use Zoom or Teams as much as you can,
      • use public transport where possible, so that you can work more effectively,
    • Schedule in time to learn about new sales tools and ask yourself the following questions:
      • If I was to set up my sales team from scratch now, how would it be different to what I currently have?
      • Would I benefit from a more technically savvy sales force?
      • Am I getting all the support I need from the marketing team?
      • Get free advice from us on all these questions and more. Book your free 1-2-1 advice session now.
  • Marketing Director / Manager
    • Avoid getting technically stuck with software tools
      • google the answer, if you spend more than 5 minutes stuck,
      • contact us, your company qualifies for 30 minutes of free help every year,
      • ask a team member to help or to research the solution
    • Regularly check that you are not doing someone else’s job
      • are you been tasked to handle recruitment, accounts, IT or any other task that isn’t anything to do with marketing?
      • are you covering for another person in your team while they are absent? If so, we might be able to offer a helping hand on a hourly, daily or monthly basis.
      • are you managing your boss? Record when, where and how you do this.
Sometimes it is just quicker to do a task myself

You have probably heard the phrase ‘It’s quicker to do it myself’ muttered on multiple occasions. Although this is often true, the real question should be who in my team or in my supplier network could complete this task in the cheapest way possible . The answer would rarely be the CEO or even senior management.

Another thing to consider is how often you are having to do someone else’s task even if you can do it quicker. If it is a regular issue, then you have more to gain by making sure that someone else is fully trained up to do the task as quick as you.

Who should be doing the mundane tasks?

No one in senior management should be doing mundane tasks unless it is confidential, classified or personnel sensitive. Their time would be better spent doing higher value work. The mundane (repetitive and time consuming) work should be done by the lowest paid person able to perform the task. However, senior management must regularly review the delegated task to check that it is still required (if so, then by who, why and what is the outcome if it is not done at all).

If the mundane work is regular and predictable then delegating it to a junior member of staff is the best approach. If however, it is not regular then you may want to outsource the work or bring in a subcontractor to do the work instead. My Marketing Dept has a particular support service for mundane marketing tasks called My Marketing Temp.

How would delegating mundane tasks help my business?

Simply put, your time is expensive and there are other tasks that only you can really do. For example, instead of trying to create your own business cards or a new website you could be:

  • Making yourself more available to your staff and best performing customers. Monetarise the insights that you will gain from this activity
  • Looking for and creating affiliate partnerships
  • Using your own LinkedIn account to create more leads (specific to B2B)
  • Developing new products or services
  • Exploring ways to get private funding to support further business growth
  • Developing the brand and being a brand ambassador
  • Researching takeover or sell off opportunities

The list goes on, but hopefully you get the point. By delegating or outsourcing mundane tasks will help you and your business become more productive.

Published by Andre Alford

As a registered Chartered Marketer since 2013, Andre has supported the growth of four businesses totalling £61m in combined additional revenue. He has full service marketing experience ranging from product definition to organizing tradeshows, PR campaigns and advertising campaigns. Previously a Chartered Engineer too, Andre is a person of considerable vision that has enabled him to come up with multiple innovative ideas and patents. His management experience comes from managing large teams, large projects and from being a director on the board of a web-directory service. Andre’s management style is a coaching-type one, where he enjoys helping others to discover and exploit their natural talents.

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