Understand what refraction is and how to avoid rework in your company – WAU
Refraction is a recurring problem in any team and, as a consequence, it can mean lost productivity, misalignments in the team and financial expenses. Do you want to know what are its causes and how to solve them? Then check out this content!
The first impact generated by a refraction is the waste of time and resources. Someone was mobilized to carry out the task that, for some reason, was not completed satisfactorily.
The second is related to customer dissatisfaction. Either because the delivery will be delayed (it takes time to correct the problem), or because he received something out of specifications.
The question is: how to eliminate rework? It is impossible to reset it, however, the adoption of some simple measures can help a lot, reducing the cases on a daily basis.
This article was designed for this purpose: to draw attention to the need to better control this type of problem and to present initiatives that have worked. Come on?
What is refraction?
When we talk about refraction – or rework – our focus is on activities that, for some reason, will have to be repeated. Conceptually, it makes no difference whether we are referring to a longer process or a simple task.
The problem is the mobilization of human and material resources to redo the work. In more common situations, the ideal is to measure the severity of the problem by frequency.
If we are referring to something sporadic, just analyze what happened and take preventive measures. Now, when it comes to a recurring problem, it is essential to make a more careful analysis.
What cannot happen is to ignore the issue, failing to monitor what happens in the company’s day-to-day in relation to the problem of refraction.
This is practically impossible in the industrial area, since this type of failure is very evident. However, for those who work with the provision of services, it may go unnoticed.
In this case, the effects will be felt in the operation at some point, but the causes will not always be identified immediately.
We will clarify this story better in the next topic, by explaining the problems generated by refraction. Follow!
What are the problems created by rework?
We made a basic list of the questions that usually arise when we analyze the conditions of companies that have a high index of refraction.
The level of productivity of employees is affected by several factors, but it is common for refraction to be cited as one of the main causes of problems on this front.
It is not difficult to understand why this happens. Companies operate with small teams and rework mobilizes time that will no longer be applied to another task.
The consequence is a reduction in the employee’s delivery volume and, in some situations, in the area of which he is a part.
Operations that more efficiently monitor the team’s workflow can react quickly. Those who do not have this type of follow-up may have more serious problems. They will only realize that they need adjustments after suffering a major blow, such as the loss of an important customer.
Those who have high levels of refraction can hardly keep their employees properly engaged.
The logic is simple: nobody likes to repeat tasks and, when it happens frequently, it is very difficult to maintain a good organizational climate.
Without proper organization, employees are likely to start looking for culprits, which will further harm the environment. Even worse is when they lose confidence in management. If the previous task was done in the wrong way, why believe that it is now right?
Detail: this type of difficulty also occurs in relation to customers. Those who work in marketing know that, often, a poor briefing generates refractions.
It is difficult to imagine that a company with low staff productivity and misalignment does not face problems with its financial management. Therefore, we can say that refraction is a sign of financial loss.
If we are referring to a business that has a good margin, the least that will happen is that it fails to make better use of its potential.
Financial loss is recorded in several situations when rework occurs. The mobilization of resources for the repetition of the task is only one of the factors.
At the beginning of the text, we mentioned customer dissatisfaction as one of the consequences of rework. Depending on the severity of the problem (delay or delivery below expectations), it is impossible to avoid reducing sales.
Hence the importance of closely monitoring the refractive index of tasks and, above all, adopting measures to avoid (or minimize) the problem.
What are the main causes of refraction?
The first step in making the necessary adjustments in the company in relation to work is to identify the problem, and the second is to look for ways to correct the flaws.
Below we separate 3 aspects that significantly interfere with the quality of the teams’ activity flow.
Lack of planning
The lack of organization is one of the main reasons for the refraction. To correct this, there is only one way: to plan!
This is an activity that requires time and dedication. Often, in the rush of everyday life, we imagine that it is better to “go on doing”. Sorry, because the tendency is to go wrong.
The opposite of planning is to improvise. Unfortunately, the latter option does not work for project management. On the contrary, the more discipline in planning, the greater the chances of success.
In addition to indicating in detail the action plan for each activity, remember that it is essential to define deadlines and ways of monitoring tasks. And, to have more control of this process, nothing better than investing in automation.
When a task needs to be redone, it is common for those involved to say that they did not understand what was being asked for.
The lack of planning influences, however, if the communication mechanisms are not improved, it is possible that the problem persists.
We have evolved a lot in terms of the tools available to facilitate this process, so there is no point in not taking advantage of technological resources. We’ll go into that in more depth in the next topic!
How to avoid rework?
Identifying the recurrence of reworks is important, as well as analyze more carefully the planning and communication bottlenecks.
If you start there, it is possible that the situation will improve a lot, since the manager will have more control of the environment.
Another key measure to be successful in your strategy is to adopt appropriate tools for project management. Shall we see some?
Thinking about the application of Trello to avoid refractions in the daily routine of companies, its main differential is perhaps the ease of use.
As it is an intuitive system, it is not difficult for those who are beginning to venture there to understand its basic functionalities.
In addition to the records of tasks and those involved in their execution, it helps to have the ability to gather, in the same system, the materials that need to be shared.
This is possible thanks to the integration with the main storage systems, such as Google Drive, OneDrive and Dropbox.
Thus, if the team needs to update a spreadsheet, all those responsible can have access to the same document.
Another important feature: people can be notified by e-mail of changes and, if they want, they can respond right there, without entering the system.
Each project requires a type of functionality. So, the most important thing is to understand what is behind the use of this tool: the willingness to better organize the workflow.
Control of tasks, projects and processes is also the goal of Runrun.it. There is no free version (the trial period expires in 14 days), but it can be worthwhile for those who have a greater demand for work.
It is possible to list the tasks, define the stages of each job and organize them in an appropriate way, indicating responsible persons, deadlines and even cost, if applicable.
Asana’s functionalities are similar to Runrun.it’s, mainly in relation to the resources offered to manage the teams.
One of its strong points is the layout. Instead of using only the tables, as in Trello, it is possible to organize tasks by list, calendar or schedule.
With this, it is very easy to identify what is happening with a given task and, from there, adopt the necessary measures so that it is delivered on time and in the desired quality.
It is also worth mentioning the possibility to generate reports. They are essential for the team to be able to analyze any flaws in the process of executing that task.
The choice of the tool that will be used by the company depends on the profile of the team and the type of work performed. There is no right or wrong, no better or worse in this story.
The most important is the predisposition to make a more careful control of tasks and, mainly, to facilitate the flow of information.
As we have shown in this article, reducing the volume of refraction is possible, but for that you need more discipline and use of automation tools. Resources cannot be ignored.
Did you like the content and want more tips on how to improve your management processes? Then, check out our central marketing, sales and management tools!