10 Tips to Improve Business Efficiency

Your company is running smoothly enough, but you know things could be better. Sometimes, a project gets hung up a few days too long, or meetings that once felt productive and useful now seem to drag on for hours. It can feel like wheels spinning in the mud, and it’s hard to get that traction back.

How can you fix these kinds of issues? By focusing on improving the efficiency of your business. I asked members of the Young Entrepreneur Council for their tips on how they keep their businesses running efficiently, which in turn helps them be more productive.

1. Automate whatever tasks you can

Whether it be sending out pay stubs to employees or sending receipts to vendors, automate whatever you can. “Business automation is not just a luxury; it is a necessity in today’s competitive environment,” says Sathvik Tantry of FormSwift. “Automating monotonous tasks saves your employees time and allows them to do more productive tasks that require critical thinking or a human touch.”

Sathvik adds that while it might be pricier to implement automated processes in the beginning, in the long run it will cut costs, as well as increase business efficiency.

2. Encourage your employees to chat face-to-face

While sending a quick email or chat message to a coworker might seem like a more efficient way of getting an answer, oftentimes it can have the opposite effect, as the subsequent back-and-forth can take longer than a quick face-to-face. “Skype, Google Chat and other online communication tools are always helpful when trying to shoot over a quick message to your colleagues,” says Miles Jennings of Recruiter. “However, face-to-face interaction really speeds up the process of solving a problem, answering a question, or getting something important clarified.”

How can you make sure your employees balance the two for optimum efficiency? “Encouraging employees to openly talk with each other when they need to will create a steady flow of information,” says Miles.

While chat and email have their place, by making sure your employees are comfortable communicating face-to-face, you’ll keep your business moving efficiently, and a problem that could have been solved in a five-minute face-to-face chat won’t end as a 20-message-long email thread.

3. Limit interruptions

Staff meeting at 9am, department meeting at 11am, lunch at noon—if your employees are having trouble completing tasks efficiently, it might be a result of constant interruptions. “We try to schedule multiple meetings on the same day rather than scattering them throughout the week, and we block out time on our calendars for actively working,” says Alexander Moore of Boomerang. Blocking out chunks of time for uninterrupted work may help your employees focus better, and work more efficiently as a result.

But, meetings aren’t the only offenders—constant email alerts, chat message pop ups, and notifications from your in-house project management software can all serve as distractions that interrupt the flow of work. “In general, it takes about a minute to resume working effectively after an interruption,” says Alexander. “For that reason, we use tools like Inbox Pause to reduce email notifications.” There are plenty of tools and apps to keep your work distraction free, which may help you work more efficiently.

4. Hold a daily, 10-minute company meeting

While meetings are generally considered a necessity, they can carry on to the point where they eat away at the work day. David Ciccarelli of Voices.com suggests shorter, more efficient meetings, that cover the basics in 10 minutes flat.

“Each day, we gather as a company for a 10-minute meeting called the Daily Huddle,” he says. “The meeting serves as a firehose of information that keeps everyone in the loop, including a roundup of our key performance indicators, the celebration of accomplishments, and the identification of opportunities to improve.”

Not only is it a good way to keep all employees up to speed on any new developments within the company, keeping meetings short and sweet forces a streamlined meeting process, and reduces time wasted. “This process keeps us running efficiently, as unnecessary meetings are eliminated,” says David.

5. “Single-task” to get more done

We all think that we’re excellent multitaskers; I currently have 11 tabs open on my laptop—and that’s a conservative number compared with some days. However, it’s thought that while people can potentially multitask, they’re not necessarily being more productive. So, here’s where the idea of “single-tasking” (or focusing on one task only until completion) comes into play.

“Our entire company is currently working on upping our ‘single-tasking’ game and not moving on to the next project until the current one is complete,” says Laura Roeder of Meet Edgar.

She goes on to explain: “‘Single-tasking’ allows you to get more done quickly by not letting projects rot on the vine when they’re almost complete. It’s easy to falsely feel productive when you have 10 projects going on, but nothing actually getting out into the world.”

Focusing on “single-tasking” until a project is complete helps you actually execute, rather than chipping away at so many different projects that nothing ever gets finished.
See Also: 10 Time Management Tips

6. Discourage “Got a minute?” meetings

“One of the most common and inefficient uses of time and energy are frequent ‘got a minute?’ meetings,” says Kristopher Jones of LSEO. “These meetings are the ones that are unscheduled and typically distract from productivity.”

Why are these meetings bad for office efficiency? “The reality is that almost nothing important can be accomplished in one minute, which means one minute turns into 15 minutes or longer and ends up being a terribly inefficient management of time,” says Kristopher.

Instead, try to schedule quick meetings with a designated time span, and stick to the topic you need to discuss. Even a simple email asking, “Can we meet for 10 minutes at 3pm to discuss the completion of project X?” accomplishes the goals of keeping the meeting short, scheduled, and face-to-face.

7. Stick with the established process

If you have a project that is already underway, trying to speed things up can result in cutting corners. “Stick with the process that is established,” recommends Angela Harless of AcrobatAnt. “If we try to cut corners to speed up the process, something gets missed, which must be fixed later and costs time and money. Things go more smoothly if we stick to the process we started with.”

Does that mean never change things up? Of course not—that would probably render most of our earlier suggestions useless! But, if you’re changing a process, do so deliberately, not just on a whim or because you’re behind schedule. “Processes can be changed, but they should be changed intentionally and with communication to the full team after the potential change has been approved,” says Angela.

8. Use a task management software

“Email isn’t an ideal method of communication or collaboration on teams,” says Dave Nevogt of Hubstaff. “We use task management software like Trello so that our communication and work progress is all in one place.”

A task management software for designated teams can help everyone work together more efficiently, track progress, and stay on task. “It saves everyone the time of having to go back and forth on emails, and it also lets us track progress more efficiently,” says David. Here at Palo Alto Software, we agree—and we’re also big fans of Trello, too.

9. Promote a culture of open communication
Just like in tip number two, encourage your employees to communicate openly. But, that goes beyond the idea of communicating face-to-face to solve problems; do your employees feel comfortable voicing their concerns, or giving feedback on how your company is run?

“The main reason for our explosive growth is due to the fact that we have a culture of open communication,” says Raymond Kishk of Interstate Air Conditioning & Heating. “The best way to improve business efficiency is to encourage feedback, ideas, and communication between departments.”

You can’t be everywhere at once, nor will you see everything. Your employees may be able to spot an area of your company that could be made more efficient, or a process that could be streamlined. Make sure they feel comfortable voicing their opinions, and offering feedback, especially when it comes to improving efficiency. “By encouraging coworkers to be part of the efficiency process, it will result in a more productive and efficient team,” says Raymond.

10. Know when to stop

While it’s important to smooth out as many kinks as possible to help your company run more efficiently, you also need to know where to draw the line. Not every process can—or should—be automated, just like not every meeting will always end at its scheduled time.

“Efficiency is important—no question,” says Neill Feather of SiteLock, LLC. “But for startups and entrepreneurs, focusing too much on efficiency can distract from what is really important for our businesses: growth.”

Neill has experienced this with his own business: “At SiteLock, we do focus on efficiency in key areas: hardware utilization, service-level agreements, etc., but we always remind ourselves that our most important goal is growth. This includes customers served, products offered, and brand strength.”


It’s important to strive for efficiency, but don’t let the goal of running a more efficient business overshadow other goals. Through trial and error, and by getting feedback from your employees throughout the process, you’ll be able to monitor what is working and what isn’t, and improve your business efficiency—all the while continuing to grow and strengthen your business.

Small Business Ideas (for When You Don’t Know What Business to Start)

If you’re Mr. or Ms. Fix-It:

Does your ideal career involve getting your hands dirty—or, at the very least, working with your hands, as opposed to sitting in an office?
There are, of course, a million possibilities here; however, I’ve researched a few to get you started.

Start a plumbing, electric, or “handyman” type business

If you’re a fan of tinkering and solving a problem, starting a plumbing, electrician, or general handyperson type business might be a good fit for you.

While it’s not as simple as, hey, go start plumbing, if you’re looking for a hands-on career, you might want to consider seeking out a vocational degree in one of these fields and building a business around it. I’ve also linked our free sample plans below, including one specific to starting a plumbing business.
Start a construction business

Similarly, a construction business could be a great fit for someone who enjoys hands-on work.

While you’ll probably need to complete either an apprenticeship or a trade program to get started, if you’re already an amateur or have worked construction in the past (or simply have interest in seeking the education), this might be a great fit.

Start a mechanic business
Do you love working on cars? Would you like to do it for a living?

Like most other suggestions on this list, trade skills need—you guessed it—a trade or vocational degree before you get started.
However, don’t write off your interest as merely a hobby; it could make a great small business idea.
Start a sewing and alterations business

If you enjoy sewing, you might like a business specializing in altering or repairing garments.
While you don’t need a specific degree or training, you’ll need a certain level of skill to get started with this one. However, if you’re already a great sewer, an alteration business could be a great fit.
Start an accounting business

Do you enjoy bookkeeping, preparing taxes, and generally managing money? Consider starting an accounting business. However, unlike many suggestions on this list, becoming an accountant and opening your own firm will require the right education—generally, you’ll need a bachelor’s degree, and you’ll also likely need to be licensed as a CPA.

Start a financial planning business

Like starting an accounting business, you’ll want to look into the requirements for starting a financial planning business. However, if you have a background in finance, or would like to pursue the schooling, starting a financial planning business might be the right small business idea for you.

If you’re great at motivating people:
Start a personal training business
If you’re into some aspect of fitness, a personal training business could be a great small business idea. From general fitness coaching to becoming an instructor (think Zumba or Pilates)—if you’re more motivational than Chris Traeger from Parks and Rec, a personal training business might be a successful route for you. After all, the best business ideas for you will be the ones that play to your strengths.



Bear in mind that like many options on this list, you’ll need certification. NASM, ACE, and ACSM are a few of the most common and well-respected certifications, but the path you choose will depend on your specific focus.

Start a life coaching business
Did you successfully navigate a difficult situation against all odds, and come out stronger on the other side? Do you see the best in people, and want to help them reach their full potential? If so, you could consider building a small business around life coaching.


Start your own freelance writing business
Sites like Elance and Upwork are great places to get started freelance writing, and you can easily build a small business around your skills as a freelance writer, or potentially expand to include other writers (or graphic designers, web designers, and so on) down the road.

Another great thing about starting a freelance writing small business? You can tailor it to your strengths. Whether you’re interested in copywriting, technical writing, or writing for trade publications, writers are always in demand.

Start an editing and proofreading business

Similarly, editing and proofreading services are always needed, and would make a great small business idea. You can begin by taking on freelance work, and go from there (and surprise—you’re already a sole proprietor!).
If you have a green thumb:
Start a garden center

If you love gardening, but would rather share your expertise than physically help others with their personal gardens, starting a garden center might be the right small business idea for you. You can advise and educate other enthusiasts on what it takes to make their gardens beautiful.
Start a landscaping business



If, on the other hand, you do love the idea of working hands-on, you might consider a landscaping or lawn care business. While you’ll certainly need the skill set to get started, some lawn care services are ultra-basic to start (think mowing) and you can learn and add on more services over time.

10 Steps to Starting a Small Business SHARE PIN EMAIL

Deciding to start a business can be one of the most exhilarating decisions you make in your life. But there are a lot of moving parts and many different elements to consider.

Here are 10 steps that provide an overview of the basic steps required to start a business successfully. Take one step at a time, and you'll be on your way to small business ownership.

Step 1: Get Inspired

All businesses start from a common point — an idea.

You may have dreamed of starting your own business for years, or inspiration may have hit you unexpectedly. Regardless of the source, the first step of starting your own business is coming up with a business idea.

Step 2: Do Your Research

You've identified your big idea, now it's time to balance it with a little reality. Are you really ready to start a business? Take this starting a business quiz to gauge your readiness and see what you need to prepare yourself for business ownership.

The next stage of research you conduct in your small business start-up process will help you figure out if your business idea has potential.

In order for a small business to be successful, it must solve a problem, fulfill a need or offer something the market wants. There are a number of ways you can identify this need, including research, focus groups, and even trial and error. 

Step 3: Make a Plan

You need a plan in order to make your business idea a reality. If you intend to seek financial support from an investor or financial institution, a formal written business plan is a must.

Even if you don't anticipate seeking financial support, a simple business plan can give you clarity about what you hope to achieve and how you plan to do it.

In general, your business plan should outline your business goals and the motivation behind them, as well as your plan for reaching your goals in terms of marketing and funding.

Step 4: Plan Your Finances

Starting a small business doesn't have to require a lot of money, but it will involve some initial investment. There are a number of ways you can fund your small business, including:

1. Financing
2. Small business loans
3.  Small business grants
4. Angel investors

You can also attempt to get your business off the ground by bootstrapping, using as little capital as necessary to start your business.You can also attempt to get your business off the ground by bootstrapping, using as little capital as necessary to start your business.

Step 5: Choose a Business Structure

Your small business can be a sole proprietorship, a partnership, a limited liability company (LLC) or a corporation. The business structure you choose will impact many factors from your business name, to your liability, to how you file your taxes.

You may choose an initial business structure, and then reevaluate and change your structure as your business grows and needs change.

Step 6: Pick and Register Your Business Name

Your business name plays a role in almost every aspect of your business, so you want it to be a good one. Make sure you think through all of the potential implications as you explore your options and choose your business name.

Once you have chosen a name for your business, you will need to check if it's trademarked or currently in use. Then, you will need to register it. A sole proprietor must register their business name with either their state or county clerk.

Corporations, LLCs, or limited partnerships typically register their business name when the formation paperwork is filed.

Don't forget to register your domain name once you have selected your business name.

Step 7: Get Licenses and Permits

Paperwork is a part of the process when you start your own business. There are a variety of small business licenses and permits that may apply to your situation, depending on the type of business you are starting and where you are located. You will need to research what licenses and permits apply to your business during the start-up process.

Step 8: Set Up Your Business Location

Setting up your place of business is important for the operation of your business, whether you will have a home office, a shared or private office space, or a retail location.

You will need to think about your location, equipment, and overall setup, and make sure your business location works for the type of business you will be doing.

Step 9: Choose Your Accounting System

Small businesses run most effectively when there are systems in place. One of the most important systems for a small business is an accounting system.

Your accounting system is necessary in order to create and manage your budget, set your rates, conduct business with others, and file your taxes. You can set up your accounting system yourself, or hire an accountant to take away some of the guesswork.

Step 10: Promote Your Small Business

Once your business is up and running, you need to start attracting clients and customers. You'll want to start with the basics by writing a unique selling proposition (USP) and creating a marketing plan.

Then, explore as many small business marketing ideas as possible so you can decide how to promote your business most effectively.

Once you have completed these business start-up activities, you will have all of the most important small business bases covered, and be ready for small business success.