Process Efficiency
Tools

By definition, Tools are the means by which Process or Task outputs are produced.

Efficiency has to do with the measurement of outputs verses inputs. In business, the final analysis always comes down to financial figures. Therefore, the efficiency of a given Process or Task is really a measure of how much it costs to do something verses the dollar value of what gets done.  The more that gets done for the same cost, the higher the efficiency is. Every Tool comes with a cost. The cost to obtain and maintain plus the cost to use.

The fundamental principal of Process efficiency where Tools are concerned is that they are of the appropriate complexity and functionality for the given Process or Task. A toothbrush is probably not the most appropriate Tool to scrub a floor.

Every Tool also has a set of optimum functional uses. The things that it was designed to do plus any other discovered functions that it provides well. An axe was designed for chopping down trees but it can also be used effectively as a hammer. It is especially valuable as a hammer if what you are driving takes a great deal of force. An axe was not designed to be a paperweight or a doorstop even though it performs these functions quite well. A rock would be cheaper to use and wouldn't induce fear in visitors.

By definition, personnel are also Tools of a business's Processes. In fact, they represent the primary Tool. Human beings come with a set of optimum functions that give them an advantage as a Process solution:

Creative

Adaptive

Problem solving

Readily programmable

Manipulate physical items with precision

Interface with other humans and informational sources

These characteristics make personnel the easiest Process solution to implement when a function is needed. Although personnel can do almost anything needed, they are not the optimum solution for Tasks such as storing, manipulating, or transferring data. It's a given fact that humans are prone to error which is completely understandable because of the enormous range of things that humans can do well. This follows a basic principal that any Tool's ability to perform one function well will diminish as the number of functions it can perform increases. The computer was designed as and informational Tool and nothing else. The real strength and advantage of human beings lies in their creativity, adaptive nature, and the ability to solve problems.

What does all this mean? Basically, Tools will be more efficient performing the functions they were designed for without having unused functionality that adds to their complexity. We see too many instances of personnel having to learn and use complex computer Tools because their full capability is only needed in one part of the overall Process. This is because a simpler interface to the Tool does not exist.

A proper assessment of the appropriateness of any given Tool for any given Task identifies all the costs associated with that Tool as well as the value of the function it provides. In our toothbrush example, the toothbrush is the most efficient solution if every known option costs more to use. The key here is that it has to be examined in relationship to any alternatives to know whether or not it is the most efficient Tool to use for the job.