April 11, 2020 an unfortunate day in lockdown almost within whole world due to pandemic. From a single city to whole world, businesses are one of main factor to unite the world. As of now businesses operations are extreme slow or almost shutdown in maximum sectors. A question arises, what best a business can do in lockdown situation?

Every Business has its own operational and managerial level data base to run. We can use this data to optimize our business by “Re-organize”, “Summarize”, “Analyze” & “Planning / execution”

Re-organize:- In normal circumstances businesses have small to huge data base helping to run operations. This data starts behaving like fragmentation within the specified area or department, lengthening the operations of the department or business. Many of us know the term defragmentation in the personal computers and laptops. Defragmentation process collects all the data stored in a drive and arranged it on one place. It helps to increase the system speed & as well as more space to work. Question arises here that what kind of this data can be?

For an operational or production department it can be department’s own in-word to out-word reports, instrumental readings & records, interpretation of the data occurring in case of test and results. In this way for Sales & Marketing, it can be incoming all regular inquiries for their products or services, quotations made to clients and statistics for its outcome. Similarly in Accounts & finance department it can be their daily financial reports using within the departments & reports for external financial institutions.

Now it’s time to re-organize the data in hand as per categories. This data should be collected in tabular form to get more accuracy. Departments are required to make all data in tabular form as priority wise, like from high to low. For example, in Sales we can collect the date of our  business already loose in the market with the different reasoning,  “non-competitive” , “Raw material shortage” , &  non availability” so we can prioritize the data as per highest to non-competitive and lowest to product not available. We will come to know category wise business losing previously in the market.

Summarize: Once the data has been categorize in tabular form and now it’s time to make summary for the each data collected and re-organized. We can summarize the data on monthly basis, Quarterly basis, or yearly basis. And for operational level, it will be data & reports which are required to make running the respective department. This also depends upon the size and scale of the data. This summarized data will be easy to understand and analyze at the next stage.

Analyzing: Summarized data on board will help us in two different ways.

1. Data helping to maintain and running smooth operations.
2. Data which is additional input at various stages.

During the analyzing process we will segregate the data from highly important to lower important with relation to running operation. We can test that if at any stage any data input do not suffers the running operation and operation is getting complete without any turbulence, it can be eliminate at particular stage. It will create more space for teams to work and the productivity will increase. Likewise in sales we can see if we are losing more business due to non-competitiveness, we can analyze our cost structure and reasoning of high price for particular product & variant. It will make easy to determine margins and sources allocated to specific product.

Planning & execution:  After analyzing the data, it will be very easy to make planning & execution strategy which will help to boost the productivity of the company as well as productivity of the employees. At this stage new controlled documentation can be issued or introduced for executing the production to sales and from invoicing to revenue collection & management.

All this practice will remove the maximum type of viruses and bugs from the company’s system and operations in the form useless data inputs, which is causing slow down the productivity and making employees least interested and less focused. The said practice can optimize the business and smoothness of the operations will help to generate productivity as it will give more time, space & positive energy to employees with minimum input to maximum output.