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Maximising Operational Efficiency: The Role of an Operational Consultant

Updated: Nov 28, 2023


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Operational efficiency is vital to your company’s success. Quite a bold statement, but without the right systems and processes in the background your business can’t grow to the level you want.


Achieving and maintaining optimal efficiency requires expertise and strategic guidance.


This is where an operational consultant comes into play. They are an experienced professional who specialises in streamlining processes, improving productivity, and identifying areas to reduce cost within your organisation.


By using their extensive knowledge and experience, operational consultants help organisations like yours improve operational efficiency, leading to increased performance and profitability.


They will analyse the day to day and existing systems and procedures, identifying bottlenecks that hinder productivity. With their expertise, they develop and implement solutions bespoke to you, that optimise your operations functions, enhance collaboration, and drive overall efficiency.


Who am I to talk about operational efficiency?

My name is Wendy and I own Admin Fairy:The Agency (AFTA) I have around 2 decades of experience in operations – from admin to operational consulting to programme management and everything in between.


I now run AFTA and we help organisations like yours improve operational efficiency through streamlined processes, operational support and systems implementation!


The importance of operational efficiency

Operational efficiency is the backbone of your organisation. Getting this right allows you to grow in a sustainable way as well as be competitive. The operational elements of your organisation allow you to optimise processes, resources, and workflows, achieving as much as possible with as little input as possible.


If you can achieve efficiency in this way, you will, without doubt, reduce your costs in the long term.


Common operational challenges faced by businesses

It is not easy running a business.


If you could do anything to make life easier for yourself you would…right?


Many organisations struggle to maintain high levels of operational efficiency. This could be down to outdated systems and processes, poor communication and collaboration, lack of visibility into operations, and resistance to change.


Did you know that the average business owner needs an additional four hours in the day to complete admin tasks? (The Independent)


These challenges will ultimately impact your bottom line and the profit you make. If you can overcome these challenges this is where you will see significant difference.


The role of an operational consultant

An operational consultant serves as a trusted advisor to your organisation, helping you identify and overcome your challenges (like the ones above).


These professionals bring a fresh perspective to the table, objectively analysing the current state of your organisation and identifying areas for improvement. They work closely with your key stakeholders (or just you if you are yet to employ a team), to understand your organisation's goals and will develop tailored strategies to get to the point of being the most efficient you can be.


What are the key skills and qualities of an operational consultant?

To be effective in their role, operational consultants need to possess a diverse set of skills and qualities.


Firstly, they must have a strong analytical mindset and be able to critically assess complex systems and processes.


They should also have excellent communication and interpersonal skills, as they will be working closely with you and your organisation.


Additionally, operational consultants need to be adaptable and open to change, as they will often be implementing new strategies and technologies.


AFTA's strength lies in our extensive network of associates. After our operational consultant completes the audit of your organisation, they will suggest various skills that can contribute to your business's growth. Also, as part of their role, the consultant can oversee these individuals, relieving you of that responsibility.


Steps involved in the operational consulting process

The process typically involves several key steps.

  1. The consultant conducts a thorough assessment of your organisation's current operations, gathering data and insights to identify areas for improvement. This includes analysing processes, systems, and performance metrics.

  2. Based on the findings, they will develop a customised plan that outlines specific strategies and initiatives to enhance efficiency.

  3. Implementation of the plan involves working closely with you (and your employees), and providing training and support as needed.

  4. Finally, the consultant monitors and evaluates the effectiveness of the implemented changes, adjusting as necessary to ensure long-term success.


Tools and technologies to enhance your operational strategy

Operational consultants will use a range of tools and technologies to support their work and drive operational improvements. These tools will vary depending on the specific needs of your organisation and the nature of the project. Here are a few commonly used tools and technologies:

  1. Process Mapping Software: Operational consultants use process mapping software to visually represent workflows and identify areas for improvement. These tools help to identify bottlenecks, redundancies, and inefficiencies in your existing processes.

  2. Data Analytics Tools: Data analytics tools enable them to analyse large volumes of data and identify trends and patterns. These tools help consultants make data-driven decisions and develop actionable recommendations.

  3. Project Management Software: Project management software allows consultants to effectively manage and track the progress of their projects. These tools enable them to collaborate with stakeholders, assign tasks, set deadlines, and monitor the implementation of recommendations.

This list isn’t exhaustive, and it doesn’t mean that every project would use the tools noted above. However it gives a good idea of what level of detail needs to be looked at when thinking about operational efficiencies in your organisation.


What are the benefits of hiring an operational consultant?

Partnering with an operational consultant offers numerous benefits for your organisation.


Firstly, it provides access to specialised expertise and knowledge that may not be available internally. Consultants bring a wealth of industry experience and best practices to the table, enabling organisations to implement proven strategies for operational improvement.


Additionally, consultants offer an unbiased perspective, helping organisations identify blind spots, reduce waste and overcome resistance to change.


By measuring operational efficiency and then using that to optimise your operations, your organisation can reduce costs, increase productivity, and improve customer satisfaction.


This leads to improved profitability and a competitive edge in the market.


Case Study


Customer: Katherine, Lucent Consultancy

Lucent Logo






The brief:

Lucent were using Asana & spreadsheets to manage current projects and consultants time. This worked, but Katherine understood the limitations of this approach and needed a solution which would support the business as it grew. Also, the team needed to be able to accurately record their time, look ahead to manage resource allocation, have a reliable timeline to share with clients at bid stage and access reports on tasks/ time/ effort.


What we delivered:

AFTA started by understanding Lucent's needs, working with current systems. A review of the market was undertaken with recommendations put forward to Katherine. Asana and Wrike were chosen for a comprehensive trial, looking at the key areas Lucent felt were important - cost, time recording and reporting.


After a 1 month trial, we recommended moving ahead with Wrike and after acceptance by Katherine it was implemented into the business.


The result:

Wrike is used daily by the Lucent team. Snapshots in the Gantt section provide a professional timeline to present to clients. The team enter time accurately and Katherine can see what resources are required for all current and upcoming projects. The right system has given confidence to everyone.



Conclusion and final thoughts on maximising operational efficiency

In conclusion, operational efficiency is vital for your organisation if you are looking for sustained success and growth.


An operational consultant will play a critical role in helping your organisation streamline processes, improve productivity, and identify areas for cost reduction.


By using their expertise, they will develop customised solutions that will optimise operations, enhance collaboration, and drive overall efficiency in your business.


With their guidance, you can unlock your full potential, improve your bottom line, and gain a competitive edge in today's dynamic marketplace.


Remember, operational efficiency is not a one-time achievement but an ongoing process of continuous improvement.


However, with the right strategies and support, you can thrive in the face of evolving customer demands and industry dynamics and have a positive impact on your business, your clients and your industry as a whole.


Are you ready to transform your business?

Start maximising your operational efficiency today with the help of an experienced operational consultant from Admin Fairy:The Agency.

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