Operational efficiency measures how well a company can deliver high-quality products or services while maintaining cost-effective practices. Although its definition can be subjective, operational efficiency typically requires businesses to refine processes, reduce waste, and improve resource management to achieve the best output with the least input. This can involve simplifying workflows, automating repetitive tasks, and using data-driven decision-making to minimize costs and increase productivity.

Studies show that operational efficiency is an important determinant of success in the manufacturing industry, and the same principles apply to any business. A company that operates efficiently can better serve its customers, compete more successfully in its market, and better manage its time, resources, and capital. Improving operational efficiency increases the value that businesses deliver to customers and enhances overall business performance.

Below, we’ll explain how operational efficiency affects businesses, how lean principles can help, and how to measure and improve this aspect of operations.

What’s in this article?

• How operational efficiency affects businesses
  
• Operational efficiency vs. effectiveness
  
• What are lean principles and how do they improve efficiency?
  
• How to measure operational efficiency
  
• How to improve operational efficiency
  

How operational efficiency affects businesses

Operational efficiency shapes the way businesses manage costs, productivity, and growth. Here are the areas in which businesses will feel the greatest impact:

• Costs: With simpler processes and less waste, businesses can spend less to get things done. This boosts profits and frees up funds to invest in new opportunities or pass to customers as savings.

• Productivity: An efficient company can finish work faster and with fewer resources. This allows teams to focus on important projects and tasks, instead of getting bogged down by repetitive tasks.

• Competition: Efficient businesses can offer customers better prices, faster service, and higher-quality products, which make them more attractive to customers and help them stand out in a crowded market.

• Scale: When operations run smoothly, businesses can expand and change course more easily when needed, whether that’s during new product launches or entries into new markets.

• Customer experience: Fewer problems and delays mean happier customers. This can lead to more repeat business and positive word of mouth.

Operational efficiency vs. effectiveness

The terms operational efficiency and operational effectiveness are often used interchangeably, but they refer to different aspects of how a business operates.

Operational efficiency means doing things in the most cost-effective way possible. It focuses on minimising waste, reducing costs, and fine-tuning processes to get the most output from the least input. For example, a company might improve its manufacturing process to produce more units per hour with fewer resources. Efficiency is about speed, cost control, and maximising resources.

Operational effectiveness means achieving the best outcomes and aligning all processes with the company’s overall goals, emphasising quality, impact, and meeting customer or business objectives. For instance, a business might focus on delivering high-quality products that meet specific customer needs, even if these products cost more to produce.

Efficiency refers to how well things are done, while effectiveness refers to what is being done and why it matters for the business. A company needs both to succeed: being efficient without effectiveness could mean doing the wrong things well, while being effective without efficiency could lead to high costs and wasted resources.

What are lean principles and how do they improve efficiency?

Lean principles are a set of ideas and practices that help your business get more done with less. Originally developed for the automotive industry, these principles eliminate waste to simplify processes, improve quality, and boost productivity. They help you prioritise what creates value and eliminate what doesn’t.

Here are the core lean principles:

• Value: Determine what customers value and focus on that. Remove things that don’t add value – such as unnecessary features and overcomplicated processes – to save time and money.

• Value stream mapping: Create a visual map of every step involved in delivering your product or service. Identify repetitive steps, waiting times, or pointless tasks, and simplify the process to keep things moving smoothly.

• Flow: Ensure that work flows without stops, starts, or bottlenecks so you can reduce lead times, unsold inventory, and operating costs.

• Pull system: Use a pull system that’s driven by customer demand rather than forecasts. Create what’s needed only when it’s needed to reduce overproduction and unsold inventory and keep storage costs low.

• Perfection: Keep pushing toward perfection and improving your operations by removing waste and finding better processes. Keep the company developing, innovating, and improving all the time.

How to measure operational efficiency

Measuring operational efficiency means evaluating how well a business uses its resources to produce goods or services. Here are some ways to measure it.

Cost-to-revenue ratio

This metric compares total operating costs (e.g. labour, materials, overhead) to the revenue generated. A lower ratio means a company is generating more revenue per pound spent, indicating higher efficiency. For example, if a business has £500,000 in costs and generates £1,500,000 in revenue, the cost-to-revenue ratio is 0.33. Tracking this ratio regularly helps businesses see how well they manage costs relative to their income and make adjustments to pricing or cost structures as needed.

Productivity metrics

These metrics measure output relative to input. Examples include revenue per employee, units produced per machine hour, and sales per square foot. Higher productivity suggests better resource use. For instance, “sales per employee” can highlight whether a company is getting the most out of its workforce. Businesses can also compare these metrics against industry benchmarks to see where they stand with competitors.

Cycle time

This metric measures the total time taken to complete a process from start to finish, including production, delivery, and service times. A shorter cycle time might reflect better process efficiency. Monitoring cycle times can help identify bottlenecks and improve process flows.

Capacity use rate

This metric is the percentage of potential output that is used in production. It’s calculated by dividing the real output by maximum potential output. For instance, if a factory can produce 1,000 units a day but produces only 800, the capacity use rate is 80%. A high use rate indicates that the company is maximizing its use of resources such as machinery, labour, and facilities.

Waste reduction

Lower waste levels – whether material waste, wasted time, or waste in processes – typically mean that resources are being used more effectively. For example, in a manufacturing process, tracking scrap or defective products can reveal areas for improvements. Lean manufacturing techniques such as Six Sigma can minimise waste.

Inventory turnover

This ratio measures how often inventory is sold and replaced over a certain period. It’s calculated by dividing the cost of goods sold (COGS) by the average inventory value. A high inventory turnover rate indicates efficient inventory management and less capital tied up in unsold goods. For example, if a retailer has an inventory turnover rate of 12, that means the retailer sells the inventory and replaces it 12 times a year.

First pass yield (FPY)

FPY measures the percentage of products that are manufactured correctly the first time without any defects or need of reworking. A high FPY signifies that the production process is both efficient and effective. For instance, an FPY of 95% means that 95 out of every 100 units are produced correctly and can be sold. Improving FPY reduces the costs of reworking, scrap, and returns, and leads to better resource use.

How to improve operational efficiency

Operational efficiency means getting the most out of your resources (e.g. time, money, people) while still delivering great products or services. Here are some best practices for improving operational efficiency:

• Map out your processes: Outline all your current processes to see how work flows from start to finish. Use process maps or flowcharts to find areas where things slow down, repeat unnecessarily, or don’t add value. Identify problem areas and determine where to make improvements.

• Remove the waste: Find the areas where resources are being wasted. These might include overproduction, long wait times, excess inventory, repetitive tasks, errors, or underuse of employees’ full potential. Apply lean tactics or Six Sigma methods to systematically address these waste areas.

• Automate where you can: Consider using automation to handle repetitive or time-consuming tasks such as entering data, processing orders, and recognising revenue. This can reduce manual errors and create faster, more reliable processes while freeing up your team to focus on more important or creative work.

• Invest in employee training and engagement: Conduct regular trainings to keep your team highly skilled and engaged. Build a culture where employees feel empowered to share ideas and improvements.

• Set performance goals: Create clear metrics that align with your efficiency goals. These metrics might include how long it takes to complete a process, how quickly inventory is turned over, or how much it costs to produce each unit. Watch these key performance indicators (KPIs) to see what’s working and what’s not and to make smarter, data-driven decisions.

• Manage inventory strategically: Use methods such as just-in-time (JIT) inventory to lower costs and align stock with demand. Use real-time inventory management tools to track stock levels and avoid having too much or too little inventory.

• Simplify communication: Ensure there are easy ways for teams to share information and collaborate. Tools such as project management software can help keep everyone on the same page and speed up decision-making. Regular check-ins and feedback loops also keep everyone aligned and ready to address problems as they arise.