Government organizations play an extremely important role in the development and sustainability of our societies. These organizations are expected to be consistently performing to the best of their abilities in order to meet the needs of their constituents. In order to be at this peak level of performance, government organizations need to strive to utilize every day practices that can improve their efficiency. Since budgetary, HR, payroll, and reporting tasks need constant attention in a government organization, streamlining these processes can provide the biggest return. Improving efficiency will allow an organization to save large amounts of time that used to be spent on tedious tasks such as re-keying of data.
Finding out how to bring your organization to this new level of efficiency can be a difficult task, since there are thousands of resources that can be used search for the most relevant tools for your organization. To simplify this process, we’ve come up with three best practices that can be used across all government organizations that will ensure that your organization can move to a state of increased operative efficiency.
Ensure ease of use for all staff
Within every government organization is a large number of staff who contribute different skills and abilities to the organization. These staff members’ skills can be vastly different from one another, and not everyone in the organization will be equally as comfortable using technology. The key to ensuring that all of your employees are satisfied with their workplace and feel comfortable with their day-to-day tasks is to find a technological solution that is tailored for your end users. It is very important that your back office staff are able to fulfill their duties with a solution that they can easily manipulate, and many solutions provide a system that can be highly effective for these users. Your front office end users are your employees who will use these systems regularly, but not as often as your back office staff. To provide the best user experience for this type of employee, it is best to find a solution that allows these end users to access only the information they need in a user-friendly environment that is easy to learn, understand and interpret.
Empower informed business decisions
The data created during the budgeting process in your organization is used to make many decisions throughout financial periods and fiscal years. Therefore, it is imperative that those in your organization who make these decisions are able to effectively access and use this data. One of the most important aspects of budgeting is communication, and in order to make good use of budgetary data there needs to be strong communication across departments. For example, if there is slow communication throughout the processes surrounding purchase requests, this can lead to frustration from the end users making the requests and reduced speed in requisition approvals and invoice receipt and payment. Using a system that allows for real-time access to budgets and sends automatic requisition and approval notifications can smooth out the lines of communication, reducing the amount of time that can get wasted while individuals in your organization attempt to make sound business decisions.
Integrate all of your needs
As previously mentioned, your employees boast a widely varying skillset, meaning that these employees use different tools to access the data and processes that they need to successfully perform their roles. In addition to this, an organization can have employees spread across multiple physical offices and regions. In government organizations in Canada, all systems must be able to be accessed in both English and French, and in the US many regions have both English and Spanish-speaking government employees. All of these points demonstrate that any given organization can have a multitude of needs and systems internally that need to be addressed to facilitate efficient processes. The solution to this is to use a system that allows you to integrate all of your needs. Using one integrated system to access all of your financial, HR, payroll, reporting and employee needs can save an organization time spent trying to manually integrate all of these systems, as well as money spent hosting each of these platforms. As well, using a system that allows tailoring of end user environments provides organizations with the ability to customize which employees can access which information. It grants users the ability to change their user environments to match their personal language and setting preferences
Overall, government organizations that utilize software solutions that encompass all three of these best practices will be able to increase the efficiency of their daily processes, allowing their employees to use the resources and time available to them to focus on providing the best possible services to their constituents.
To find out more about the benefits that this type of system can give you, register for our webinar on July 23rd at 2:00 pm EST by clicking on the button below: