Paperless Organisation Saviours For Small Business

Creating and maintaining a business can be challenging. As rewarding as it is to branch out under your own esteem, if you fail to recognise the time, energy, and money that’s needed in order for you to succeed, you’ll likely fall at the first hurdle. This is true regardless of what stage your business is at — just starting out or steady and established, both types of businesses need regular maintenance. Maintenance that comes from within, such as paperless organisation

To help make that process an easier experience for both yourselves and your employees, take the time to implement some organisation as soon as possible. The sooner you take charge of your business organisation, the better your position to grow your brand. In fact, according to a recent small business survey, approximately 63% of small businesses see a connection between office organisation and business profitability. Considering that clutter and disorganisation adds to the workload, the correlation between these two facets makes sense; you simply have more time and better efficiency to do so. 

Arguably, businesses that are run remotely are in greater need of organisational assistance than others, as most of the workforce operates from multiple locations. This is why the organisation savours compiled below are designed for both in-house teams and remote ones. Far too often remote workers get forgotten, with those business owners and employees quickly falling victim to no end of issues. If you want to give yourself the best route to successfully organising every element of your brand, you’ll want to read on.

 

Paperless is Better

All businesses, big or small, generate a lot of paperwork, from taxes, reports, receipts, schedules, and so forth, there’s a lot to store away. The problem with so much paper is not only does it become easily cluttered, but it can soon lack structure if not filed away properly. In fact, even with an adequate filing system, it can still be difficult to find what you need. As a result, more businesses are moving to paperless systems across the broad. From their finances, meetings, payroll, etc, more industries are embracing the perks of the digital age. 

Nevertheless, while paperless organisation is of huge benefit, it doesn’t automatically mean you don’t need to schedule yourself in order to keep on top of things. Just as with any system, paperless or not, you need to ensure you dedicate time to complete your tasks. If you continue to put off the inevitable, you will quickly become snowed under; the moment you have a task to do, say scanning a document, do it.

Streamlined Communication

One of the main ways you can avoid becoming overwhelmed by your paperless endeavours, is to take advantage of apps like Sling. Able to be used on your desktop and mobile devices, this handy all in one application will allow you to organise meetings, keep track of expenses, and better manage the tasks you’ve set for your employees. It’s much better to have one central hub to execute most, if not all, of your work from, rather than splitting it across an assortment of accounts.

The main way it does this is by enabling you to keep track of different work locations in their local time, e.g. you can see if your colleagues in Hong Kong have successfully clocked in, all while sitting in your UK based office. This is easily done thanks to the Sling Employee Time Clock, one of the key features of this digital system. Employees can clock in and out of their shifts, as well as record their breaks and how many they take throughout the work day. What is more, the system notifies you when someone is running late, meaning that you’re able to put alternate measures into place until they arrive. Then, at the end of each month, you can export all of the employee timesheets to make managing the payroll even simpler. 

Password Management

Remembering personal passwords is a struggle for many people, so then having to recall business passwords on top of those soon feels like an impossible feat. This is why a lot of people fall into the habit of either using the same tried and trusted password over and again, or they choose random new ones that they can never remember. Neither system is all that successful, yet far too many individuals keep adhering to this impractical process. 

Once again, a simple, paperless saviour can come to the rescue and help organise your business for you. A lot of businesses that are abreast of their security will utilise services such as LastPass. These services have been created to not only store every single password you have for each of your logins, but also to help generate a strong password whenever you update your details. Aside from putting all of that invaluable information into one, easy to access place, it also allows you to test the security of the passwords you currently use. This is a clever tool to have to hand, as it helps drive home the importance of smart and effective business safety. If you consider all the information you have stored on your devices, across multiple logins, it becomes blindingly obvious that taking extra precautions is a wise move to make. 

Embrace Microbreaks

This may feel like a cheat of an organisational tool, however, it’s important to recognise just how important taking regular breaks is for efficiency, organisation, and ultimately, success. Most businesses will have a main break throughout the work day, typically around 1pm your local time. But this on its own isn’t enough to increase productivity. The reason a single break won’t suffice is because for the rest of the day, your employees are staring at a screen for hours at a time, fixed in place. Without getting up and moving around, they quickly become uncomfortable, irritable, and tired. 

Introducing microbreaks every couple of hours can work wonders. The break doesn’t have to be long, only between 5 to 15 minutes, however, that time away from the desk will allow workers to stretch their legs, loosen any tension in their bodies, and to give their eyes a rest from the harsh glare of computer screens. Even if you feel that a physical break away from the desk is too difficult to introduce, you can still embrace microbreaks like the 20/20/20 exercise. All you need to do is turn away from your screen every 20 minutes and look at an object (roughly) 20 feet from you. You then hold that stare for at least 20 seconds, before returning back to your screen and work. This helps to reduce eye strain, fatigue, and neck pain, all of which will help  pave the way to more efficient organisation. 

Three tips. Three simple measures. Three saviours that are certain to give your business the extra push it needs to work at optimum efficiency, and all without having to break the bank to do so. Being a small business owner can be tough. However, if you take the right steps to keep on top of your workload and business necessities, you’ll find yourself better able to tackle whatever work throws at you next. 

 

See some more of my life organisation posts 

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