Work organisation – what is it and how to plan it?

The world of work is evolving dynamically, influenced by changing technology, organisational culture and employee expectations. In the face of constant change, the topic of work organisation takes on new importance and becomes an indispensable element in the effective functioning of companies and institutions. Effective work organisation has the capacity not only to increase productivity and efficiency, but also to improve the quality of employees’ working lives.

In the following article, we explore various aspects related to work organisation – from organisational strategies and structures, to time and task management, to supporting employees in achieving work-life harmony. We also look at the challenges that modern companies need to overcome in order to meet the expectations of sustainability and compete successfully in a global environment.

From the following article you will learn:

• What is work organisation?
• Why is work organisation important?
• What is good work organisation?
• How to plan a work organisation strategy?
• How do you manage your employees’ time and tasks?
• What tools help to organise work?
• Why does good work organisation have a positive impact on an employee’s life?
• What are the challenges of work organisation?

Work organisation – definition

Work organisation refers to the process of managing and optimising the way tasks, responsibilities and resources are divided, coordinated and performed within a company or institution. It aims to achieve maximum efficiency, productivity and effectiveness in the performance of tasks through appropriate organisational structures, hierarchies, procedures and tools. Work organisation is crucial to ensure the harmonious operation of the company, minimise redundancy, eliminate delays and ensure smooth cooperation between different departments and employees.

Importance of work organisation

Work organisation is crucial to the smooth running of any business. It provides a structure in which tasks and responsibilities are clearly defined, minimising confusion and conflict. By properly laying out processes and resources, work organisation allows for the efficient use of employees’ time and skills, helping to increase productivity. It makes communication between teams smooth and any irregularities can be detected and quickly rectified.

Proper work organisation also enables the company to adapt to changing market conditions and maintain consistency in operations. All these aspects add up to an efficient and effective business, which consequently translates into better results and success in the market. Among the most important benefits of work organisation are the following aspects:

• Increased productivity – effective work organisation enables better use of resources, time and skills of employees. This enables the company to achieve higher productivity and efficiency in the execution of tasks.
• Optimal use of resources – correct work organisation helps to ensure that employees are well matched to tasks, which in turn results in the efficient use of their skills and competencies.
• Stress reduction – employees who have clearly defined roles, goals and work expectations are less likely to experience excessive stress and feelings of chaos. Organising work can help improve employees’ mental health.
• Effective time management – effective work organisation allows employees to manage their time better, leading to less time wasted on inefficient activities and increased focus on important tasks.
• Increased employee engagement – when employees see a clear structure and purpose to their work, they feel more committed to their tasks and more satisfied with their performance.
• Improved communication – work organisation requires clear communication of tasks, deadlines and expectations. This in turn promotes improved communication within teams and between different levels of the organisation.
• Supporting work-life balance – modern approaches to work organisation take into account the need to work within a balanced life. Flexible solutions, such as remote working and flexible working hours, allow employees to better balance work and private life responsibilities.
• Competitiveness in the market – organisations that can organise work efficiently are more effective in responding to changing market conditions and innovating quickly.

Elements of good work organisation

Good work organisation is a complex process that starts with a clear definition of goals and roles for all employees. An appropriate organisational structure, which defines the hierarchy, relationships and responsibilities between different units and positions, is crucial and must be aligned with the organisation’s goals and strategy. Effective time management, with set priorities and realistic deadlines, is equally important. Employees also need to know what is expected of them, which requires clear communication regarding objectives, standards and results.

Within this structure, different departments and teams must work together seamlessly and efficiently to minimise duplicate work and avoid unnecessary delays. Access to the right tools, technology and information is necessary to perform tasks effectively. Flexibility and adaptability are essential in the context of rapid changes in the environment, such as new technologies or changing market trends.

In addition, support for employee development through training, promotion and career development opportunities is important to maintain motivation and performance. Work-life balance also plays a big role, which can be achieved, for example, through flexible working hours or the possibility to work remotely. Finally, regular monitoring of performance and efficiency allows for improvements and adjustments to the organisation’s strategy.

Work organisation strategy

Planning a work organisation strategy requires a meticulous analysis of the organisation’s needs, objectives, company culture and employee expectations. Here are the steps to take to develop an effective work organisation strategy:

Identify goals and priorities

Defining organisational goals may include, for example, increasing productivity through better allocation of resources, improving the quality of work through employee training and development, reducing costs by eliminating waste, and increasing employee engagement through improved working conditions and communication. Clearly defined objectives enable precise tracking of progress and effective adaptation of strategies.

Analysis of the current situation

An analysis of the current state of the work organisation is essential to identify strengths and weaknesses. This includes understanding the organisational structure, reviewing existing processes, assessing task management and the quality of communication. The tools and technology used by employees, as well as other key elements affecting efficiency, cannot be overlooked either.

Researching employee needs

Understanding employee expectations, needs and preferences is fundamental to creating an effective work organisation strategy. Obtaining this information can be achieved through a variety of methods, such as surveys, one-to-one interviews or group discussion sessions. These activities not only help to identify areas for improvement, but also increase employee engagement by showing that their opinions are valuable and taken into account in the decision-making process.

Developing flexibility

In an era of dynamic market changes and rising employee expectations, today’s organisations need to introduce flexible solutions, such as remote working and flexible working hours. The appropriate forms may vary depending on the specifics of the company, its objectives and the needs of the team. Therefore, it is worth considering which options will be most effective and in line with the organisational culture in a company to increase productivity and employee satisfaction.

Creating schedules and priorities

Effective time management in an organisation can be achieved by carefully planning tasks and monitoring progress. Performance indicators are key here to regularly evaluate results. There should also be a focus on prioritisation, avoiding excessive multitasking, which reduces the quality of work. Techniques like Pomodoro can help you stay focused, and delegating tasks makes it easier to focus on your most important responsibilities. Rest and recovery also make a difference, increasing productivity and efficiency in the long term.

Communication and collaboration

Designing a communication and collaboration strategy is key to organisational effectiveness. To this end, it is worth investing in modern communication tools that facilitate information sharing and remote collaboration. Regular team meetings, both virtual and onsite, are important for updating and synchronising activities. The role of project leaders is also invaluable in coordinating work, both in terms of team development and in achieving specific goals.

Competency development

Planning support for staff skills development is a key element of organisational strategy. This can be achieved by offering a variety of training courses, both technical and soft skills. Mentorship from experienced employees can also help them adapt and develop more quickly. In addition, clearly defined promotion and career development paths motivate employees to make a long-term commitment and aspire towards higher goals.

Monitoring and measuring performance

Identifying specific indicators of success, such as the level of productivity, the quality of work produced or the level of employee engagement, enables an effective evaluation of the work organisation strategy put in place. Regular monitoring of these indicators and analysis of the results are key to identifying areas for improvement. If the indicators do not match expectations, the strategy should be adjusted to achieve better results.

Evaluation and adjustment

Regular evaluation of the effectiveness of the work organisation strategy is essential to its success. If problems, inefficiencies or changes in the organisational environment are detected, it is important to adapt the strategy quickly. Updating plans and approaches enables a better fit with current needs and conditions, thereby increasing efficiency and the achievement of desired goals.

Implementation and training

Ensuring that all employees are versed in the new work organisation strategy is crucial to its effectiveness. Training to familiarise them with the purpose and mechanisms of the strategy and support with materials and tools are essential here. A well-informed and trained team is more committed and effective in achieving the set goals and objectives.

Long-term thinking

Work organisation strategy cannot be short-sighted and should reflect the long-term goals of the company. When designing it, consider what are the main tasks and challenges that the organisation wants to achieve over the next few years. A good strategy should be flexible but also focused on supporting long-term goals, enabling the organisation to grow steadily.

Effective time and task management

Effective management of employees’ time and tasks is key to achieving high productivity and maintaining a work-life balance. Here are some practical steps that can help you manage your employees’ time and tasks effectively:

• Help employees understand which tasks are most important and require immediate attention. It can be helpful to use a methodology such as the Eisenhower matrix to classify tasks according to their importance and urgency.
• Each task should be linked to a specific objective. When employees understand why a job is important, they will focus more on getting it done.
• When allocating tasks, make sure they are appropriately matched to each employee’s skills and competencies.
• Some tasks can be delegated to free up time for more senior employees to focus on more strategic tasks.
• Help employees create schedules that take into account different tasks and priorities. This helps to avoid chaos and focus on one task at a time.
• Multitasking can lead to lower productivity. Encourage employees to focus on one task at a time before moving on to the next task.
• Support employees in using time management tools such as task list apps, electronic calendars or progress tracking tools.
• Encourage employees to take regular breaks from work. Short rests can help improve concentration and productivity.
• Set expectations for communication and availability. This helps avoid work being interrupted by unexpected calls or emails.
• Regularly check employees’ progress and adjust plans if necessary. This allows you to react earlier to any delays or problems.
• Support employees in developing time management skills by providing training or educational materials.
• Listen to employees and take into account their opinions and suggestions on time and task management. This can lead to better solutions and greater engagement.

Tools to make work organisation easier

There are many tools available in the business environment that can significantly help with work organisation, task management and effective use of time. The choice of specific tools depends on the needs of the organisation, the type of work and the preferences of the team. It is worth experimenting with different tools to find the ones that best suit your needs and help you organise your work effectively. Here are some examples of popular tools:

• task list apps – Todoist, Microsoft To Do or Any.do allow you to create task lists, set priorities and track progress.
• electronic calendars – Google Calendar, Microsoft Outlook or Apple Calendar allow you to schedule meetings, tasks and events, as well as automatic reminders.
• project management apps – Trello, Asana, Basecamp or Monday.com help you organise projects, manage tasks, track progress and communicate as a team.
• time monitoring tools – Toggl, RescueTime or Clockify help you track how much time you spend on specific tasks and activities, helping you identify areas for improvement.
• email management tools – Gmail, Microsoft Outlook or Mozilla Thunderbird offer advanced features for sorting, labelling and automating emails.
• video conferencing applications – Zoom, Microsoft Teams or Slack enable online meetings, remote collaboration and team communication.
• document storage applications – Google Drive, Microsoft OneDrive or Dropbox allow you to store, share and collaborate on documents in the cloud.
• scheduling apps – Calendly or Doodle make it easy to plan meetings and schedules, allowing participants to choose convenient dates.
• automation applications – Zapier or Integromat allow automation of various tasks and processes, saving time and improving efficiency.
• contact management tools – CRM (Customer Relationship Management) systems – for example Salesforce or HubSpot help to organise and track customer contacts and manage business relationships.
• note management applications – Evernote or Notion allow you to organise and store notes, ideas and documents.
• remote working applications – Slack, Microsoft Teams or Discord enable remote communication, collaboration and team organisation.

Good organisation of work and work-life balance

Good organisation has a huge impact on the work-life balance of employees. This has a positive impact on their wellbeing, mental health and quality of life, which has long-term benefits for both employees and the organisation. Here are some reasons why proper work organisation has a positive impact on employees’ work-life balance:

• Too much work or inadequate task planning can lead to excessive stress and pressure. Correct work organisation avoids employees feeling overwhelmed by the amount of responsibilities.
• Proper work organisation can include flexible working hours, remote working or other forms that allow employees to align their work responsibilities with their personal lives, such as caring for family or hobbies.
• Work organisation enables employees to manage their time more effectively. It allows them to plan their days better, use their time more efficiently and avoid distractions.
• Proper work organisation allows employees to have more control over how and when they carry out their tasks. This makes them able to adapt work to their natural rhythms and preferences.
• Working inappropriately long hours or not having enough time to rest can negatively affect mental health. Well-organised work allows time to relax, recuperate and take care of themselves.
• When employees feel they have control over their time and that the organisation values their needs, they are more committed to their work and more willing to put in the effort.
• Improved work-life balance translates into quality of life for families and relationships with loved ones. Employees have more time to spend with their families, which has a positive impact on their relationships.
• Work that is too intense and not well organised can lead to job burnout. Good work organisation helps to maintain long-term productivity and engagement.
• Organisations that offer good work organisation become attractive to potential employees. Existing employees are also more likely to stay with an organisation that cares about their work-life balance.

The biggest challenges of work organisation

Work organisation faces a number of challenges that arise from dynamic changes in the business environment, employee expectations and new technologies. Dealing effectively with these challenges requires flexibility, a strategic approach and the continuing evolution of work organisation methods and processes. One such challenge is remote and hybrid working, which introduces additional complexities related to communication, coordinating teams and keeping employees engaged remotely. Time flexibility is also difficult to achieve, as companies need to balance flexible working hours with efficiency and coordination between employees.

Additionally, in today’s information-driven world, information overload is commonplace, leading to difficulties in identifying priorities and focusing on key tasks. Employees may also feel pressured by an overload of tasks, leading to overload and a decline in the quality of work being done. Effective time management is crucial but difficult to achieve, especially in the context of performance and productivity pressures. New technologies are also bringing changes to the way we work, requiring employees and organisations to adapt and learn how to use new tools.

Managing multi-generational teams, with their different working styles, expectations and preferences, is another challenge. The same applies to diversity and inclusion, which require conscious action and the development of appropriate strategies. On top of this, employees exposed to excessive workload, poor stress management and lack of support can experience burnout. Conflicts within teams and rapid market changes are other elements that organisations need to manage effectively.

Properly organised work contributes to achieving work-life harmony, reducing stress and increasing employee engagement. In the context of dynamic market changes, the right organisation of work becomes a key element of success, helping organisations to survive and prosper in an extremely competitive environment.