Practicing Efficiency
Have you ever heard of one-piece flow? The concept of one-piece flow stands as a beacon of efficiency. Originating from the Toyota Production System, this methodology emphasizes continuous workflow, minimizing interruptions, and maximizing output. You're probably thinking, okay, Ben, but we're not in manufacturing? How can this help me as a bookkeeper or accountant?
Well, what if I told you that small, intentional efforts could significantly improve your work efficiency? I'm here to explain one-piece flow and how we can apply it to our daily work routines.
What is one-piece flow?
One-piece flow is a lean manufacturing concept that focuses on completing one item at a time, moving it through the production process without interruptions or delays. This approach aims to optimize efficiency, reduce waste, and improve quality by ensuring a continuous and smooth workflow.
Instead of car production, let's think about one-piece flow in terms of simple assembly. Say you have 20 announcements to mail to friends and family. Would you sit down and write each message on each card, put each card in the envelope, shut each envelope, and then address and stamp them? Or would you work with one card at a time, writing the message, putting it in the envelope, and then addressing and stamping it?
Think about the first process. Consider the time wasted just from picking up and setting down each card. With the second process, you have the same card in hand from start to finish. Each component moves seamlessly from one station to another without delays or bottlenecks. This is the essence of one-piece flow—a smooth, continuous process where work flows effortlessly from start to finish. In our work environment, one-piece flow means staying within minimal programs, minimizing interruptions, and completing tasks without unnecessarily switching between software, apps, or the constant need for sign-ins.
How do you work?
Consider your typical workday. How often do you jump between different programs and applications, constantly signing in and out and navigating through various interfaces? Each interruption disrupts your workflow, leading to wasted time and decreased productivity. This fragmented approach slows you down and hampers your ability to focus and deliver quality work.
While switching between programs is inevitable, only some tasks can be efficiently handled within a spreadsheet or a general ledger. Sometimes, using different programs based on the end goal yields better results. However, I encourage you to take a moment and consider the frequency of clicking in and out of programs throughout your workday. It may surprise you!
Fragmented Systems
Fragmented systems contribute to many inefficiencies, including data inconsistencies, inefficient workflows, ineffective time management, limited visibility, collaboration challenges, and compliance risks. Accountants are increasingly weary of the constant influx of new apps, each requiring another login and offering different functionalities. These systems create data silos, hindering the flow of information and leading to discrepancies in financial data across various platforms. Inefficient workflows result from manual interventions and disjointed processes, detracting from productivity and increasing the likelihood of errors. Accountants spend excessive time navigating between systems, searching for information, and collaborating with colleagues, impacting their ability to manage time effectively and meet deadlines.
Additionally, fragmented systems pose compliance risks, making it challenging to enforce consistent processes and track regulatory changes. Ugh, I am stressed just thinking about it. Organizations must consolidate systems and adopt integrated solutions to address these inefficiencies, streamline processes, enhance collaboration, and ensure compliance.
Seamless Automation
Consider a more straightforward approach: staying within one software program to complete your tasks. This principle aligns perfectly with the concept of one-piece flow, promoting a continuous workflow without interruptions. By selecting tools that seamlessly integrate into your preferred software you can streamline your workflow and ensure a smooth, uninterrupted flow of work.
When we talk about "seamless automation," at Amalgam, we mean exactly that: working within the systems you already use without additional programs or complex integrations. We knew that any extra layers would only increase task fragmentation, so we designed our flow around the most ubiquitous tool of all: spreadsheets.
Imagine, tasks are streamlined and automated directly within your familiar workspace, eliminating the need for switching between multiple tools. It's all about maximizing efficiency and productivity without adding unnecessary complexity to your workflow. When evaluating solutions for your business, instead of looking for new layers, look for tools that help consolidate your layers together. By embracing the principles of one-piece flow and leveraging these tools, you can transform your work experience and achieve greater efficiency.
It won’t happen overnight
Give it a shot for just one day: keep track of how many times you're bouncing between programs and logging in and out of new ones. You'll probably lose count pretty quickly—it happens more often than we realize. But by bringing awareness to this process, you'll also start noticing other inefficiencies. Identifying and addressing them will pave the way for a smoother, more efficient, and sustainable workflow. But remember, changes will not come without some resistance and won't happen overnight.
Conclusion
By emphasizing continuous workflow, minimizing interruptions, and optimizing processes, one-piece flow enables professionals to work more efficiently and effectively. Through small, intentional efforts, such as staying within a single software program and streamlining tasks, individuals can significantly improve their productivity and achieve better results. By embracing the principles of one-piece flow and leveraging tools, you can transform your work experience, streamline your workflow, and ultimately achieve greater efficiency.
Ben Coleman
Ben Coleman
Ben Coleman is the Founder of Amalgam, a business automation platform streamlining data-intensive accounting processes for solo bookkeepers and national accounting firms alike. Ben was previously a partner at Calculate, an outsourced CFO firm, where the first version of Amalgam began as an (ugly) internal productivity tool. Ben’s previous experience includes 6 years with Citi Corporate & Investment banking, several startup advisory positions, and a wildly unsuccessful sleep tracking app he built and launched himself.