Operational efficiency is critical for higher education institutions aiming to improve service delivery, reduce costs, and boost student satisfaction. In fact, 60% of higher ed institutions are investing in technology to streamline operations and enhance efficiency (Gartner).
By optimizing processes and utilizing resources more effectively, campuses can improve outcomes for both students and staff, while positioning themselves to meet growing demands in a competitive environment.
Understanding operational efficiency
So, what exactly is operational efficiency? Often called operational excellence, it refers to optimizing processes to achieve the best results with the least effort. Think of it like taking the shortest, most effective route between two points—operational efficiency aims to do the same between tasks in a process.
In higher education, it means streamlining workflows, integrating systems, and making the most of available resources, or more simply, optimizing your people, processes, and technologies. Challenges like manual data entry, disconnected systems, and tight budgets are common, but improving efficiency allows universities to stay focused on their core mission: student success.
3 key strategies to improve operational efficiency
According to InsideHigherEd, collegiate faculty spend up to 30% of their time on paperwork and administrative tasks. Automating processes is essential to get that time back. By addressing the key components outlined below, institutions can reclaim valuable time, allowing faculty to focus on high-impact initiatives (not paperwork).
- Technology adoption: Universities can improve operational efficiency by embracing integrated platforms. Solutions like CRM systems, ERP systems, and cloud-based tools automate processes such as student registration, course management, and admissions.
- Example: A web form connected CRM platform can centralize student data, reducing response times, and improving communication with prospective and current students.
- Process redesign: Improved data visibility from a connected tech stack helps you identify bottlenecks and redesign processes.
- Ernst & Young found that automated workflows can save educators up to 13 hours per week.
- This, combined with effective delegation workflows, can streamline operations, reduce bottlenecks, and enhance overall productivity.
- Staff training: Effective onboarding and training are crucial for ensuring staff can fully leverage new systems and workflows.
- Regular training programs empower employees to maximize the potential of new technologies, driving efficiency across departments.
- Additionally, offering training on productivity strategies, such as deep work techniques, can significantly boost focus and output from team contributors. Explore our blog on different deep work philosophies to find the approach that works best for you or your team.
Tools for operational efficiency
To streamline operations and improve efficiency on campuses, institutions use a variety of tools:
CRM software: Platforms like Salesforce and HubSpot are widely used to manage student and alumni relationships, automate outreach, and track student engagement across multiple touchpoints.
Data visualization tools: Tools such as Tableau and Power BI enable universities to analyze trends and track KPIs like student retention rates and course completion times. These tools provide actionable insights to improve academic outcomes.
Workflow automation: FormAssembly integrates with university systems to automate data routing with FERPA-compliant data collection. Its features include webhooks for seamless integration with CRMs and other tools across your tech stack. You can even create a student portal for grades, course registration, and other data. This eliminates manual processes, reduces human error, and ensures real-time updates.
Learning management systems (LMS): Platforms such as Canvas, Blackboard, and Moodle centralize course material distribution, grading, and student progress tracking, saving instructors time and improving the student experience.
Communication tools: Slack, Microsoft Teams, and Zoom help streamline communication among staff, faculty, and students, integrating with other campus systems to improve collaboration, notifications, and updates.
Document management and e-Signature tools: Tools like FormAssembly streamline the document process by automating approvals and collecting e-signatures, significantly reducing reliance on physical paperwork. These tools integrate seamlessly with platforms like Salesforce, enabling efficient storage of signed documents directly within relevant student records. This ensures compliance, enhances workflow efficiency, and centralizes data management.
Student success and retention tools: Platforms like Civitas Learning or Starfish provide data-driven insights to identify at-risk students, enabling timely interventions to improve retention rates.
By using a combination of these tools, higher education institutions can significantly reduce overhead, streamline workflows, and ultimately create more effective, efficient academic environments.
Get tips for better university data processes in this webinar on higher education data collection.
How Stanford’s Office of Accessible Education streamlined operations
Stanford University’s Office of Accessible Education faced delays and unpredictable completion times in processing Reduced Course Load (RCL) requests. This was due to a paper-based, manual workflow that required multiple campus approvals. By digitizing these processes with FormAssembly’s platform integrated with Salesforce, the Office removed physical barriers, enhanced data consistency, and accelerated approvals. With these improvements, 83% of RCL requests were approved within two days, instead of weeks, making the process more efficient for students and staff and eliminating paperwork.
One of the coolest things about FormAssembly is its ability to run backend processes. When a reduced course load request for an international student is approved by a third party, it automatically updates our internal records and generates a case note in Salesforce with the attached approval. This ensures the right teams have the visibility they need, while maintaining the appropriate access levels.
With FormAssembly we can essentially build swim lanes for our operations, and ensure that each decision point—such as the third-party approval— triggers the next action in the system.
Shelley Hou
Director of Technology, Office of Accessible Education, Stanford University
Metrics to measure operational efficiency with
Cost reduction: Track savings in administrative costs through automation of tasks like data entry and form submissions.
Time efficiency: Measure improvements in task completion speed, including reduced workflow delays and faster processing.
Satisfaction: Use surveys and real-time feedback to assess user experience and ensure workflows are streamlined and intuitive.
Analytics: Analyze reduction in manual input, errors, and delays as well as form performance to improve student engagement.
Real-time feedback: Collect web form feedback to evaluate the success of engaging students and faculty with different initiatives and identify areas for further optimization.
By tracking these KPIs, your university can effectively assess how well it has improved operational efficiency, reduced costs, and enhanced the overall experience for staff and students.
Operational efficiency is a continuous journey, not a one-time fix. The end of the year is the perfect time to assess your current state and plan your next steps. By combining technology, refining processes, and training staff, universities can optimize operations that benefit both students and staff.
