Why Your Employees Are Spending Too Much Time Finding Information

  “If you think about today’s world, we have more choices and more information than was ever imaginable.”
– Sheena Iyengar

According to a recent MFiles report, 46% of employees find it challenging to find the information they are looking for. They often end up looking in the wrong places and asking the wrong people. This explains why an individual spends an average of 9.3 hours per week (1.8 hours every day) searching and collecting information they need. This time can be better utilized for far more important things. 

For example, consider that an employee wants to apply for a reimbursement for a business trip they took recently. In order to gather all the details related to the reimbursement process, they first turn to a colleague before asking the manager and finally ending at the HR desk. Do you see how time-consuming (and often frustrating) this process is? Instead of completing their designated tasks, your employees are now spending more time searching for information at work. 

As a growing company, you must make all the relevant information easily accessible to employees. How, you ask? Let’s start by taking a closer look at the reasons employees spend so much time searching for the information:

Multiple Communication Channels

There are multiple communication channels that a company uses to share information.

  • Mobile apps
  • Facebook Groups
  • In-person meetings
  • Chat groups 
  • Google Hangouts
  • Company intranet

Nearly 72 % of the U.S. workers believe that they would be more productive if they didn’t have to switch back and forth between different applications to get their work done. When information is being distributed across multiple channels, employees need to keep a close eye on all the messages that they receive—which is not always possible. 

As a result, they miss out on important information that might be helpful for an ongoing or upcoming task. Employees might also get confused about which communication channel to turn to for the kind of information they’re seeking. 

To combat this problem, you must center all the information in one place. Siminars allows you to create multiple trainings on different topics related to your business processes on a single platform. For example, if an employee wants to claim their health insurance benefits, they don’t have to go through multiple communication channels to find details about how to do that. They can simply refer to the HR section on Siminars and go through the training about claiming health insurance benefits to get all the information they need. 

Teams are spread across multiple locations

More than 40% of people spend at least some time working remotely, which means, they don’t have in-person access to their peers and managers. As a result, they might face similar difficulties when looking for information. 

Remote workers also have to wait for long periods of time to get hands on the information they need resulting in loss of productivity. Waiting for calls to be returned, or emails to be responded to, and the subsequent back and forth distracts them from their day-to-day tasks. On a related note, the workforce of medium to large enterprises is usually a combination of in-office, part-time, and remote employees spread across the globe. Wouldn’t it be challenging would it be to manage the flow of information to hundreds and thousands of team members in different locations? Circulating a common message amongst all the teams can be a tough nut to crack. 

Good thing that Siminars is available online, which means any employee with an internet connection can access all the pieces of training you upload! Whether it’s a freelance sales representative from Berlin or a full-time software developer from India, the information you publish on Siminars can be easily accessed by everyone regardless of where they are. 

Information Overload

Emails occupy 23% of an average employee’s workday, which translates to 36 times in one hour. Can you imagine how distracting that must be? However, one of the primary reasons why employees might be checking their emails so often is because they regularly receive more information than necessary from their company. 

As an employer, you must be sharing helpful information with your employees in the form of PPTs, case studies, and explanatory videos all the time. While engaging with your employees is important, flooding their inbox is probably not the right way to do so. In fact, a cluttered inbox will make it difficult for your employees to find the right information at the right time. 

Imagine that you’re a company that manufactures and sells food processors. You shared the background information of a prospect with your salesperson for an upcoming meeting. Every time, the salesperson needs to access that information, they’d have to sift through tons of meaningless emails to find what they want. Moreover, there’s only so much information an employee can consume, which means, after a while, your salesperson will start disregarding some of their emails in an attempt to declutter their inbox. 

Later, during a sales pitch, the potential customer has some questions about one of the food processor features. Unfortunately, your salesperson doesn’t have the required information in hand, and will take longer to get back to the customer. Additionally, they will have to reach out to their peers to find the information they need, which will hamper with everyone’s productivity. Instead, you can use Siminars to create product knowledge training, so your sales team is well-versed with every feature of your product before they approach a customer. Since the training is also easily accessible, they can always go back to take another look to get the information on the go. 

Inaccessibility:

In an attempt to ensure data security, companies often like to put all their information, including documentation of business processes, behind closed doors. The absence of readily accessible information adversely impacts an employee’s productivity and performance at work. 

For example, consider that one of your employees wants to go over a customer’s prior interactions with the company. They reach out to their peers at work to understand the exact steps they need to follow to find the information they’re looking for. Not only is this time-consuming, but even after all this hassle, there’s no guarantee that the employee will end up finding the information he needs.

Wouldn’t it be great if the employees knew the exact steps they need to take to access customer records? With Siminars, you can easily create a quick, how-to learning module about accessing customer records. This module can be part of your sales onboarding, as well.

In The End

As an employer, it’s your responsibility to help your employees become more efficient at their job by valuing their time and equipping them with the right tools. 

Employees must be able to easily access all the information they need anytime, anywhere, so that they can dedicate most of their time to carrying out their day-to-day responsibilities.

Now that you have a better idea of why your employees are spending so much time searching for information, you should be able to narrow down specific improvement areas in your company culture and workflow.