Improving efficiency isn’t about pushing your team harder. It is about removing friction, simplifying processes and giving people the tools and space they need to do their best work.
Our UK research with 750 business decision makers shows just how important this is. More than half said the biggest benefit of AI is time savings (54%), followed by productivity efficiencies (42%) and cost savings (42%). These are the outcomes most businesses are trying to achieve.
Below are the most effective ways to improve workplace efficiency, grouped into three themes, with practical suggestions and useful insights from our research.
Technological and process efficiencies
Harness automation and AI
Automation is one of the fastest ways to make your business more efficient. AI tools can handle repetitive tasks, manage enquiries, route calls, support customer service and keep processes moving even outside normal working hours.
This is why time savings emerged as the top perceived benefit of AI across almost every sector, especially Retail (67%), IT and Telecoms (60%) and Legal (57%).
AI solutions such as an AI Voice Agent can answer routine calls instantly, handle common questions and free up your team for more meaningful work. When combined with 24/7 support, they help you meet growing customer expectations without the cost of staffing an overnight team.
Redesign processes with a digital first mindset
A lean, digital first review helps you uncover outdated steps, paper based processes and duplicated tasks. Switching to digital signatures, online forms, automated approvals and cloud storage speeds everything up and reduces mistakes.
Sectors such as Finance and Healthcare already value productivity gains from AI, with around 48% in each saying AI helps businesses do more and do it faster. It shows that process redesign can be as powerful as the technology itself.
Consolidate and integrate your software
Overlapping systems slow teams down. Integrating your CRM, project management and accounting tools ensures data flows cleanly across your business, reducing manual transfers and errors.
Tech heavy sectors like IT and Telecoms report the strongest belief in AI driven productivity (56%), which reflects how much efficiency improves when systems are properly joined up.
Make the most of cloud technology
Cloud based tools improve collaboration, reduce maintenance costs and support hybrid working. They provide a single source of truth that makes decision making quicker and less stressful.
Use data to guide decisions
High quality data helps businesses forecast demand, manage stock and allocate resources more accurately. This is why data led sectors like IT and Finance rate AI highly for better decision making, with around 29% selecting this as a key benefit.
Set clear rules for meetings
Meetings are one of the biggest drains on efficiency, so they need to earn their place. Strong meeting hygiene makes a big difference.
- Give every meeting a clear agenda and a defined objective.
- Share pre reading so people arrive prepared.
- Keep to an agreed time limit and finish with clear actions and owners.
- Run a regular “temperature check” to ask whether the meeting is still needed, whether it could be shorter or whether the attendee list is right.
These small habits help you refine, reduce or retire sessions that no longer add value. When video calls are an option, they can also reduce travel time and keep people focused on their core work.
People and organisational efficiencies
Empower employees with autonomy
When teams feel trusted to make decisions about their work, motivation and output rise naturally. Autonomy builds ownership, and ownership builds efficiency.
Build an agile, confident workforce
Cross training and upskilling help teams cover each other, reduce bottlenecks and respond quickly during busy periods. It keeps work flowing even during sickness or holiday cover.
Modernise performance management
Efficient teams rely on meaningful, ongoing conversations rather than rigid, calendar bound reviews. Strong managers check in often, help unblock sticking points and keep goals clear, which stops small issues turning into big delays.
Support flexible working
Hybrid and remote working can lift productivity and reduce overheads such as heating, lighting and office maintenance. It also improves talent retention, which is crucial for long term efficiency.
Invest in manager development
Modern leadership skills like coaching, trust building and open communication have a direct impact on team output. Manager development is one of the most cost effective ways to boost productivity.
Document roles and processes
Clear standard operating procedures reduce confusion, improve onboarding and highlight inefficiencies. When everyone understands the correct steps, quality improves and work moves faster.
Reduce multitasking
Multitasking can reduce productivity by up to 40% because the brain has to refocus each time you switch tasks. Encouraging deep work, focus blocks and gentle “do not disturb” signals helps people produce higher quality work in less time.
Industries such as Manufacturing and IT, where forward thinking is rated highly at around 27-31%, are already embracing this more focused approach.
See the full findings from our national study into how UK businesses are adopting AI, including sector breakdowns, perceived benefits and common barriers to adoption.
Resource and cost efficiencies
Lower your energy use
Simple actions such as switching to LED lighting, using motion sensors and turning equipment off at the plug can deliver fast, meaningful savings without significant investment.
Optimise heating and cooling
Smart temperature controls and well set timers prevent unnecessary energy use during evenings or weekends. Small tweaks can have a big impact on your monthly bills.
Adopt sustainable, circular practices
Reducing waste, recycling effectively and monitoring consumption support both environmental goals and cost efficiency. Over time, these habits reduce spend on raw materials and disposal.
Review your contracts regularly
Avoid auto renewing contracts without shopping around. Reviewing suppliers, utilities and insurance at least once a year can unlock quick wins and improve your negotiating position.
Rethink your workspace
Hybrid working means many businesses no longer need large office footprints. Downsizing, subletting space or moving to shared offices can significantly reduce rental and operational costs.
Outsource the right tasks
Outsourcing routine or specialised tasks helps teams stay focused while improving service levels. Travel and Transport businesses see cost savings as the biggest benefit of AI (59%), followed by HR (48%) and Legal (45%). It shows just how important efficiency driven outsourcing has become.
For example, a telephone answering service ensures your calls are always answered by trained UK receptionists, which reduces interruptions and helps your team stay focused. A dedicated lead management service captures and qualifies new enquiries quickly so no opportunities are missed. Combined with an AI receptionist which provides 24/7 support, these services can transform the efficiency of your front line customer experience.
Strengthen cash flow management
Prompt invoicing, simple early payment incentives and regular cash flow checks help protect your financial stability and reduce reliance on short term borrowing. This gives you more freedom to invest in the tools and people that drive efficiency.
From AI Voice Agents and 24 / 7 call answering to expert lead management, Moneypenny can help you save time, reduce costs and give customers a better experience at every touchpoint.
Key takeaways for improving business efficiency
Efficiency is not achieved through one major change. It’s built from lots of small, thoughtful decisions that add up over time. The businesses that see the biggest gains combine technology, people-centred leadership and well designed processes.
With more than 90% of UK business leaders seeing clear benefits in AI, this is the perfect moment to explore new tools and smarter ways of working that free your team to focus on what matters most.
