If you have a small to medium enterprise, your goal is to grow it. However, you may be surprised to find that as your business expands, the day-to-day procedures you have previously employed are now becoming time-consuming and unwieldy. However, there are steps you can take to simplify your business processes and make your general work more convenient, faster, and more efficient. Below are some ideas.
Get a Good Business Phone System
A good call handling system is imperative. You need a phone system that is easy to establish and user-friendly.
Think about the specific features you require. You will likely need both a local or a toll-free number and a voice message program that allows you to retrieve your messages remotely. The other options you may want to consider include:
- multiple extensions
- call forwarding
- call recording
- Sending and receiving faxes
- Remote conferencing
There are several online services that can help you put together a communications package to fit the particular needs of your business. Cloud-based options such as Evolve’s cloud based PBX offer all the services you need on one platform. Some services will dispatch your incoming calls to another location and send calls to several phone numbers at the same time. Good call handling is important and it will increase the convenience within your business environment and boost your productivity.
Upgrade your Technology
As you hire more employees, create new divisions, or add more locations, you will need technology that keeps up with the growth of your business.
Make sure your technology is up-to-date, stable and dependable. Unreliable systems cause excessive downtime and unnecessary frustration, and make it harder for employees to get their work done.
It’s best to purchase new computers if possible. Today’s systems are faster, have better hard drives, and faster memory. They are also easier to use.
Computer upgrades can be expensive, but excessive downtime can be costlier in the long run.
Consider if you will need to schedule a training program for your staff. If so, how extensive, who will conduct it and when will you schedule it?
Ensure that all of your staff have been trained to use the new software. Failure to do so could lead to many mistakes. This can also cause a lot of frustration and lost productivity if staff haven’t been trained properly beforehand.
Introduce the Faster Payments System
The Faster Payments system runs on a very secure infrastructure. With the Faster Payments Service businesses no longer have to rely on banks to confirm the receipt of a payment.
- The Faster Payments system is ideal for business–to-business payments
- Speeds up payroll processing
- Helps to develop trusted supplier relationships
- Employees can be reimbursed for expenses instantly, without having to wait until the month is over.
When you send payment by Faster Payments, it is processed immediately. The recipient is usually able to access the funds within two hours.
Other Benefits of the Faster Payments System:
- It’s easy to use and you can make payments whenever you want
- You can make online payments immediately
- Money paid to you can be credited to your account within two hours of receipt
- It’s highly cost effective
Hire a Virtual Assistant
Every business has tasks that need to be done each day but these administrative functions are often neglected due to a lack of time.
A virtual assistant can be very helpful. A virtual assistant is well-trained in technology and office procedures, and provides support remotely, as it is needed. This means you can assign tasks such as word processing, marketing, internet research, bookkeeping and data entry to a virtual assistant and get the help you need without hiring another employee.
Remember, as your business expands, the usual work processes may become cumbersome, awkward, and time-consuming. However, there are steps you can take to simplify your business processes and procedures and make your general work processes faster, and more convenient.
Upgrading technology, installing a good business phone system, outsourcing routine tasks, and using the Faster Payment System are good business practices that will greatly increase convenience within your business.