Is it Time for A Self Audit?
Unless you work for the Internal Revenue Service, you are probably like most people who loathe the thought of an audit. The word audit reveals our deepest fears: The fear of someone invading our privacy and uncovering the unknown. Since we really don't want to know what will be discovered, it can be gut wrenching when someone other than ourselves is involved. However, in the work place an audit can be a good thing, especially if you are the auditor. Through my own experiences (which may not count for much), I've learned that a personal audit of my work procedures has helped me enormously.
No matter how much we hate or fight it, change is inevitable. Can you honestly say that your job duties have not changed in the past six months? What about the past year? You may be using some of the same procedures and technology in your job today that you did when you first started. Those methods may have worked back then, but are they working efficiently today? Ask yourself one question: What can I do to make my job easier and more efficient, while saving my organization money in the process? A personal audit can answer this question and more.
Getting started is the hardest part of implementing a personal audit. It involves examining every aspect of your job and finding out what can be done to enhance each function more efficiently and effectively without spending a dime. Though it may seem a bit tedious, make a list of your tasks. Take into account all of the daily, weekly, and monthly assignments and projects. Make a list of each of your responsibilities and break down each one to look for ways to streamline items, reduce staff time, and save money. Get others involved in the process. Ask for suggestions and help if needed.
One of the biggest problems that organizations face today is a lack of communication from within. It's not a bad idea to seek help from within. You'd be surprised to discover that your colleagues know more about your job than you expect. Invite individuals from different departments to share ideas, brainstorm, and add input to your projects by using knowledge sharing teams. A lot of times you will find that many of your colleagues have the solutions to some of your work related problems but lack the proper forum to relay the message.
It also doesn't hurt to take a peep at the competition. I know what you're thinking, but this business principle is used everyday. Only it's called competitive intelligence in strategic planning sessions. Its always nice to know what your competitors are doing. You might be able to borrow your competitors' ideas and enhance them to suit your own organization's needs. The Internet is your window into your competitors' world. (Note: If your competitor doesn't have a website, are they really your competitor?). As information professionals, I don't have to tell you about "the world of information within your reach". (Note: that little paraphrase is the 2001 ISLD theme).
As I was eavesdropping in on a conversation during my commute home, I overheard a passenger saying that she could save her company on average more than $4,000 annually by using online invoicing. She mentioned that she was spending $350 a month in postage until she discovered that her competitors had been using online invoicing for years. Her calculations did not include valuable staff time and supplies. Her story was a good example of someone keeping an eye on the competition and utilizing the technology available in order to save money.
Finally, don't procrastinate when it comes to maximizing the use of technology that is available. Take advantage of every new training opportunity afforded to you even if it doesn't appear to relate to your current line of work. When we need to learning a software application, something new is usually brewing on the horizon. As the technology changes, your job evolves, so its very important to keep up with the technology. In the long run, isn't it better to be a jack of all trades?
One last note: I know you are not an accountant, but keep a record of the money you have saved. Present it to someone in your organization who oversees the bottom line. Your final tally may not be a huge financial gain but it's a start. Plus if everyone in your organization does a personal audit it may save major dollars across the board. Believe me, you will be a lot smarter for it!
For more information,
contact Anthony Blue
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