No matter what kind of company you run or manage, a good portion of your organization is probably online. If you have files, accounts, passwords, calendars, or simply communicate online, you may begin to get bogged down in all the details. As the kids say—there's an app for that! You may be in the habit of writing everything down on a post-it, but there's a wide array of better ways to keep track of your data.
Paperwork is everyone's least favorite office activity. It's usually the most time-consuming task that takes up the majority of an administrative to-do list. Even though a lot of filing includes repetitive and simple box filling, most companies still use man-power to fulfill these duties. However, software now exists to ease that burden. A document management system can automatically tag and organize your files into cloud storage. You can also use it to track the progress of files or digitize all of your older paper files. You'll never have to dig through a crowded filing cabinet again when all of your documents are a click away. Paper cuts will become a thing of the past.
Money is the lifeblood of a small business, so you'll need to keep track of every cent. As you grow, it can become increasingly complicated to do this by hand, as money will be coming and going via multiple avenues. There are plenty of software packages available that can be customized to fit your needs. Not only can these online tools account for all income and expenses, but they can also help you plan your budget and perform analytics for you. That way you can track your growth and look at profit margins across time and space to look for patterns. Most credit card processing tools can be built into your accounting software, as well.
If you've ever tried to organize a meeting with more than three people, you know that it can be like herding cats, especially if communicated over the usual channels like email. It can be difficult to pinpoint the exact point in time that everyone's schedules match up. Nowadays, this can be coordinated and visualized online. Employees can share a calendar to plan meetings and events, as well as send notifications to keep everybody on track. Appointments can also be synced with personal calendars in order to further enforce attendance and timeliness. Created events can include details like the location or description so that everyone can be prepared beforehand.
Communication is the foundational strength of any business. If your employees are able to communicate quickly and effectively, you'll be amazed at the ideas and content you will see develop. It is in your best interest to provide the best possible tools for communication for your people, especially if not all of your workers are located in the same place. Modern platforms should combine video calling, messaging, file-sharing, and shared documents, at the very least. When multiple people can edit a document at the same time while messaging within the document itself, you'll save a lot of time that would have otherwise been wasted on endless back-and-forths.
As you integrate further into online business management, all of your employees may end up creating a bunch of logins to access the various spaces. You can make their online lives easier by compounding access to all company online platforms with a single username and password. There are password management applications that can generate these for you, after syncing all of your assets. Certain applications can even assign different levels of access to different employees within the system.
Even one of these implementations will ease your mind and help to boost workflow. You can slowly introduce them to your workforce so that they aren't overwhelmed by change. You may even consider hiring an additional position to maintain all of this software. Bringing your company into the 21st century will help you to be successful.