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How to Automate the Urgent and Unimportant Paperwork

Alvin Phun 2018-11-05 10:33:48
Alvin Phun on Nov 05 2018

If you’ve ever read about using your time effectively and increasing your productivity, you’ve probably heard of the Eisenhower Method and seen a 2X2 matrix that looks like this:

Esienhower Method

Eisenhower famously said, "I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent."

In other words, it’s easy to spend too much time doing urgent things that are unimportant.

Eisenhower Method - Urgent/Unimportant

And never enough time doing the important things that aren’t urgent.

Eisenhower Method - Not Urgent/Important

How This Applies to Your Back Office

Usually when you learn about this matrix, productivity experts recommend that you delegate the urgent stuff, so you can focus on the important things.

Eisenhower Method - Urgent/Unimportant - Delegate

But when you really think about it, wouldn’t it be better if you could eliminate the urgent but not important work altogether? Wouldn’t it be better if you could free up your entire team from doing busy work and allow them to focus on the truly important stuff?

That’s what we do for transportation companies here at Microdea every day.

We use automated workflows to get rid of the busy work altogether. Don’t just delegate urgent tasks, automate them away.

Eisenhower Method - Urgent/Unimportant - Automate

7 Examples of Urgent Tasks That Can Be Automated

In the back office there’s always a rush to get invoices out and drivers paid, so there’s a lot of urgent paperwork that needs to get done.

Some examples include things like:

  • Emailing out invoices and automatically attaching all proof of delivery documents and accessorials
  • Matching proof of delivery docs with the correct loads in your TMS, where they can be viewed
  • Posting transactions to your general ledger
  • Indexing documents and validating information against what’s in your TMS
  • Opening, downloading and filing email attachments
  • Sending collections reminders
  • Getting rate confirmations accepted and updating load statuses in your TMS

To be clear, a lot of these tasks are important in the sense that they need to get done for your business to keep trucking along. But they’re not important in the sense that they don’t need to be done by you personally or by a person at all. These are tasks where humans don’t add value, so a machine can do an equally good (or way better) job.

The Benefits of Automating the Urgent

The Eisenhower Method pops up time and time again because it works. If you spend your days doing important work, you get more important work done.

The quickest and easiest way to take advantage of this method is to automate the urgent tasks.

When you do that, your staff can move from being reactive to being proactive, from always working in the business to sometimes working on the business, from working to not fall behind to finally getting ahead.

Automate the urgent and your whole team will work more efficiently and effectively. You’ll get more done in less time and finally be able to focus on the important work. The urgent stuff will take care of itself.

If you want to talk about how that’s done, give me a call at 905-881-6071 x502, or shoot me at email at aphun@microdea.com. Or download the ebook below to take a deeper dive into running an efficient back office.

Download Now: How to Run Your Back Office As Efficiently As You Run Your Fleet

 

Alvin Phun

Alvin Phun is a Business Development Leader at Microdea who could talk all day about back-office efficiency, automated workflows, and slashing DSO. In his spare time, he loves learning about startups, growth hacking, personal development, and every other buzzword you can think of.

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