Productivity is often described as completing tasks in the right way in the least amount of time. This can be accomplished in a variety of ways, including automation, process flow as well as the availability of pertinent data.

For example, think about paying a utility bill that is received in the mail. A very long, unproductive process to pay that utility bill might include the following process:

• Pick up the mail
• Look at the mail (not open it)
• Sort the mail into piles, including junk, bills to pay, etc.
• Later, pick up the pile of bills to pay and decide not to deal with it at this time
• On another day, pick up the pile of bills to pay and sort them by vendor
• Open the bills one by one and throw out the incoming envelopes and sort them by amount
• On another day, pick up the utility bill to pay
• Review the bill
• Get the checkbook
• Write a check for the amount of the utility bill, note the account number, and sign the check
• Enter the Payee and the amount paid in the manual checkbook statement
• Put the check in the envelope
• Put the remittance portion of the utility bill into the envelope, being sure to have the address show
• Manually put the return address check on the envelope
• Manually put a stamp on the envelope
• Put the utility bill on a pile to be filed
• Drive to the post office
• Mail the check
• File the utility bill in your record keeping system
• The check is cashed by the utility
• Receive your bank checking account statement a few days after the month ends
• Compare the checks cashed on the statement to your manual checkbook statement
• Reconcile the checking account

Now with the above steps, which are a bit exaggerated for presentation purposes, how many times did the utility bill get touched? At least 9 times.

How many days passed between the utility bill was received to when it was reconciled? At least 30 days.

Do you see an issue here? How many of you can identify with this situation either from a personal basis or in business? Do you want to make changes?

What are the options? Does a utility bill change in amount very often? Does the payee change? The options for increased productivity range from simple to complex and can include none or full automation.

I always like to follow one rule – KISS – Keep It Simple Stupid

Being very simplistic and keeping a manual process, try to touch each piece of paper just once – so if you get the mail, deal with it then –open it, pay it, file it, mail it – all in the same time period.

Some automation – receive the utility bill in the mail, pay it electronically through your bank

Some automation – receive the utility bill electronically, pay it manually

Some automation – receive the utility bill electronically, pay it electronically, and reconcile the checking account manually

Full automation – receive the utility bill electronically, electronically file it in a folder for utility bills, have the utility draw the money from the checking account, download the transactions from the bank on a daily basis, reconcile the checking account automatically, Periodically, review the charges reflected in your expense register for variances.

In the last example, how many times was the utility bill touched? 0 times.

How many days passed between receipt of the bill and the reconciliation, essentially 0, as the receipt of the bill was filed and not handled. The bill payment was recorded and the bank checking account was reconciled on the same day.

Now think of this process and see if there are areas of improved productivity for you personally or for your business.