6 Strategies for Digital Efficiency
The digital world is transforming pretty fast, and if you don’t follow, you may easily fall behind. It’s not just a quirk of going hand in hand with the newest trends–the truth is, you wouldn’t wash your clothes by hand when a washing machine exists, right? The same logic goes for digital efficiency. Every click, every email, every software tool should be working for you, not against you.
It seems digital transformation is quite unstoppable, especially when it comes to business. Did you know that last year funds invested in digital transformation were 2,5 trillion US dollars, and by the end of 2027 it might easily reach 3,9 trillion US dollars. What does it mean? It means that more and more businesses can adopt technology and go from non-digital to digital. For example, companies can move data to the cloud, use more automated processes, and implement devices and tools for better communication and efficiency.
1. Bring on automation
When it comes to using tools, what people like the most is not having to work hard, but being smart. To be honest, we all like devices that work automatically, saving us the sweat. In business, that not only saves time, but nerves as well. How many times were you stuck on some repetitive task that could be solved in no time by someone who might actually enjoy it (like a software, especially those AI-driven). Using the right equipment means more tasks can be done, and faster at that, while it saves you the headache.
For instance, maybe you have a global company with many, if not all, employees working remotely. Now, it’s fine when it comes to delivering tasks and setting deadlines, but how about scheduling a meeting? Can you really dare set a video conference on your own, having in mind quirks like working schedule, time zones, free days, and other obstacles that’ll come along the way? Sisiphus’ job, to say the least, and mostly time and Aspirin consuming. But with proper staff scheduling software you can relax and let it do all the work. Some of the best are dealing with shift planning, staff availability, weekly work hours, labor costs, and time-off requests. So, let the automation do the heavy lifting and you can focus on something else.
2. Delegate your work
Promoting your business is a science in itself. Not rocket science, but interestingly enough, the rules are liquid at best. You never know when Google is going to change the rules, or when new trends might strike. Staying vigilant is the best you can do, meaning that you can hardly have any rest.
Usually, to pump up your SEO you need original content. Are you going to create it yourself? Well, you might, if and when you feel like it, but the best option is to hire one of the top SEO content writing companies to do the job for you. The reason is that they’re experts in staying in touch with Google’s algorithms. Also, they have a knack for creating original content that goes in line with the EEAT criteria that Google loves so much. And perhaps you don’t have a large enough company to have your own marketing department, in which case this solution can prove to be perfect.
3. Declutter your digital space
Before digital working spaces, you might find yourself sitting at a large desk covered in documentation so hard that you could barely see the surface. And unless you’re a genius inspired by chaos, it could be really hard to find what you’re looking for, at least at the appropriate speed.
If you think going digital changed those hermit habits, think again. Yes, now you can actually see your desk as the only item on it is your computer, but what is going on on your desktop? Is it drowning in random files, screenshots, and half-finished downloads? Do you feel overwhelmed trying to multitask, only to find yourself with 22 different tabs and not knowing where the music is coming from? Then it might be the time to declutter your digital space.
You can start by creating clearly labeled folders with designated files in them. Also, try using cloud storage services like Dropbox, OneDrive, or Google Drive–that can help in emptying your local storage and having more space on your computer, but also having files accessible to your team.
Something we all forget to do is to tidy our email inbox. Don’t be shy and unsubscribe from newsletters you never read and archive old messages to keep it tidy. That’s called eliminating distractions which reduces stress and boosts productivity.
Besides files and folders, your browser could also use some attention. Remember those 22 open tabs? Do you really need all of them? In that case, consider using bookmarks or a tab manager to keep track of important pages without overwhelming your screen. You can delete apps you don’t use and clear the download folder and voila–here’s your free space. Not to mention improved device’s performance.
All these steps can help you with security too, since having workflow in order minimizes the risk of losing important files.
4. Optimize your team communication
Being digital in this field is certainly easier than ever, but you can still get stuck transmitting the same message on multiple platforms plus sending an email–just to make sure you got everything covered. That, unfortunately, can be exhausting and maybe misunderstood as too controlling. So relax, choose one platform for communication (like Slack, Microsoft Teams, or Discord), and keep everyone on the same page. You can set up different channels for specific topics, such as project updates, brainstorming, and casual team chats, and this setup can prevent important messages getting lost when you need them the most.
You can be a little dictator and set up clear rules when to use instant messaging vs emails or meetings–but that’s for the company’s good. It brings organized and efficient discations, especially if you have more projects in the running.
Meetings are of course important, and it goes without saying they should have purpose and meaning. However, too often teams get bogged down in long discussions that could have been an email or a really short message. In this case, make sure to present an agenda and set a time limit to keep everything on track and productive.
One of the encouraged features of communication nowadays is to not pressure your teammates to answer your messages instantly. Experts say it’s best, for the sake of better focus and workflow, to let people respond when it’s convenient.
When your team has the proper tools and a clear structure for communication, collaboration and efficiency gets better.
5. Invest in cybersecurity tools
Gone are the days when you could pretend cybersecurity is just a precaution. It’s a must in the new digital world. Just one data breach or cyber attack can disrupt your workflow in a matter of seconds and compromise sensitive data. Also, it can cost you money and time.
As usual, you can straighten your defences by applying strong passwords. Still, you don’t have to let your employees choose on their own, maybe they have different definitions of strength (like 14boiledcabeges are stronger than cabage1). There are password managers that can help with that, plus people don’t need to remember them.
Naturally, two-factor authentication (2FA) is a designated family member of security. Don’t forget security softwares and firewalls. You don’t want phishing attempts to go through.
Besides basic measures, think about network protection such as Virtual Private Networks (VPNs) and encrypted communication tools. With VPN you can safeguard data transmissions, which is especially useful if you have people working in different parts of the globe, or on public Wi-Fi. Regular security training for employers may also be a good idea, as it minimizes human error.
6. Mater keyboard shortcuts
Getting to know keyboard shortcuts is old but gold. You don’t have to click repetitively to do something when you can use shortcuts and finish in a couple of seconds. There are the basics like Ctrl+C (copy), Ctrl+V (paste), and Ctrl+Z (undo), extremely simple and useful. And shortcuts for the next level such as Ctrl + Shift + T to reopen a closed browser tab or Alt + Tab to switch between windows quickly, to mention just a few.
Did you know you can also customize your shortcuts to better agree with the needs of your workflow? Practise a bit, see how it goes. Don’t be discouraged thinking it’s a waste of time. In the long run, it’s going to make a great impact on your speed and efficiency. Your future self might yet thank you for saving time.
Doing better
Being digitally efficient is all about working smarter and faster. Many tactics can help you with that, like outsourcing your work to experts, learning new shortcuts, and having automated tools. Communication is never perfect, but with the right platform and a couple of set rules, you could do wonders. Cleaning up your desktop and getting more free space is like digital hygiene–necessary and healthy. Should be practiced regularly. And don’t forget to protect your effort and strengthen your security.
With a couple of simple steps, you can make your work easier and more enjoyable. Maybe you have a big team all around the world, and giving them clear guidelines can avoid confusions, loss of time, and miscommunication.
