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Use of automation systems in business

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In a society increasingly reliant on technology, more and more businesses are using some form of automation to alleviate their workload. Put simply, automation is the use of software to perform often complex tasks quickly and efficiently. Although business automation may seem daunting to the technologically challenged, there are many simple processes anyone could implement which could save you time and money. These tools are often inexpensive, easy to use and can sometimes function as an extra member of staff – without the salary!

Instead of spending the rest of the article detailing complex and often expensive types of business automation, I am going to give you some simple and straightforward examples which can be used by anyone, regardless of business type or budget.

E-mail Automation

One of the most common automation processes is the use of automatic e-mail. Are you out of the office for the day or unable to access your inbox? No problem! Simply set up an automatic reply the day before and contacts will receive an instant response to their message. Additionally, you can arrange automatic ‘thank you’ e-mails to customers who have made a purchase, payment reminders to others and set up a regular newsletter in advance. So, you could even plan an entire year’s worth of newsletter communication in one day!

Telephone Automation

One of the simplest forms of automation is the use of a telephone answering machine, ensuring you don’t miss any messages when out of the office or even if you’re busy on another call. Did you know you can also implement a ticket system, transcribing any answerphone messages into text documents which are instantly sent to your e-mail or mobile phone? You need never worry about missing an important call, and thus potential business, again; with automated systems such as this, you can make a promise to contact someone within 10 minutes of them leaving a message.

Social Media Automation

According to a recent survey, only 42% of small businesses are currently using social media, compared to a whopping 81% of larger companies. More small businesses should be taking advantage of the extra publicity and potential trade which comes with social media promotion. With the use of automation, this is becoming increasingly easier to do. Sites such as Facebook and Twitter allow for ‘scheduled posting’; messages and posts which can be planned up to a year in advance. You could spend less than a day organising an entire year’s worth of social media communication, almost certainly enhancing your brand’s identity. Not only does this process save time, it also ensures that you are regularly communicating with customers on weekends, evenings and other non-working hours. Additionally, it reduces the risk of human error. If you forget to regularly update your social media, automated services will take care of it for you, so can you really afford to miss out on this form of brand, product or service promotion?

Alternatively, if you do feel too overwhelmed with managing your own social media then you can always outsource it to someone who enjoys social media and the opportunity of engagement with existing clients or new prospects. For more information about our social media packages and offering see here

So as you can see these are some of the simplest forms of business automation. Of the examples above, all are entirely free, easy to implement, and guaranteed to make your working life a lot easier.

 

 

 

 

 

Photo courtesy of carmelvision

Top 5 Reasons you should consider business outsourcing

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As someone who owns their own business it can be tempting to try and do everything yourself. However, whilst this can seem like the best way forward it isn’t always the most sensible or productive. Sometimes you need to think outside of the box and determine new ways to bring in new talent to your business. Looking into business outsourcing is a great way of doing this and can benefit your business in so many different ways in the long run.

Save Yourself Time

Getting someone else on board can be a great time saver.  If you have someone on board that knows what they are doing and doesn’t require any hand holding from you then it will save you value time, rather than trying to do all the tasks yourself.  This then enables you to pick and choose the tasks you want to do and to delegate the ones you don’t. You’ll then have more free time to focus on other priorities.

Flexible Workers

Having permanent people on board can seem like a good idea, but it can also feel like an expensive one at times. By outsourcing certain parts of your business you can pick and choose when they work for you and what they do. Many outsource companies offer flexible working patterns which, allows you to pay purely for the time spent working on your tasks, rather than you having to fork out for a full-time wage or employee.  Many flexible workers and Virtual Assistants are responsible for their own taxation and home office setup including equipment, yet another benefit to consider.

Bring New Skills into Your Organisation

When you outsource work you also have a good chance of bringing new skills into your business. You may know your business inside and out, but that doesn’t necessarily mean you know everything! Having a fresh set of eyes, skills and new experiences on board can really benefit your business and definitely a positive reason to consider outsourcing at least some of your work.

Trying Something New

If you are looking to try something new when it comes to your business then it can be handy and beneficial to get someone new on board. The benefit of this will be that they are able to bring new skills to the table whilst contributing new ideas and possible ways in which your business could work better.  They may even share past experiences with other companies and use this experience to ensure your transition goes smoothly.

Minimal Effort

Hiring someone to outsource your work to should be a straight forward process. In fact many companies have set procedures in place to help make it as smooth as possible for you. If you choose a company with experience then the chances are they have been through this with other clients beforehand so will know exactly how to minimise disruption to your business.

The good news is that many outsourcing companies will have details of their services and customer reviews on their website. This means that finding someone that is the perfect match to your needs and your business shouldn’t be too long winded or any hassle. You just need to spend a little time researching your options to find the perfect fit.  If you would like to know more about outsourcing and how it can benefit you & your business, then feel free to contact us for more details here.

 

 

 

 

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5 Benefits of using a Virtual Assistant for your business

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Whether you run a start-up company, a small business or you simply work for yourself, you may not always have the need for or the resources for a full-time assistant. Taking care of the day to day running of your business – arranging meetings, paying invoices, updating social media, or making travel arrangements etc can take up a large portion of your day when, you could be focussed on the more core elements of running your business.  These are some of the reasons why you could ultimately benefit from the services of a Virtual Assistant, helping to free up your time and getting things done, without the need of having a full-time member of staff.  So, let’s explore some of the many benefits of using Virtual Assistant below;

  1. They are quick and easy to source

More and more people are working from home or for themselves, with Virtual Assistants amongst those which are easy to find online.  With little recruitment time you could start using the services of a Virtual Assistant the very same day, meaning no lengthy or costly recruitment processes.  A quick Google search, recommendation from a fellow business associate or using a freelance hire portal is all you need to find your saviour.

  1. They are cost effective

You can hire a Virtual Assistant by the hour, project or on a regular retainer basis for as many hours as you need that day, week or month.  If you only need someone for a few hours each week or ad hoc to help out during busy periods, then you can hire a Virtual Assistant that meets your budget and needs, without worrying about other HR concerns such as pensions, National Insurance or taxation etc.  Virtual Assistants look after their own finances and taxation, so all you need to do is ensure you pay them for their time and they’ll take care of the rest.

  1. They are reliable

Virtual Assistants are skilled in a variety of disciplines and have a wide range of experience, working with a number of businesses across different industries worldwide and thus very adaptable.  You will be able to check out their testimonials and reviews of their services from past clients, and you can be sure that their main aim is to get the job done to the best of their ability.

  1. They can help you become more organised

The difference of having a Virtual Assistant working alongside you in your business can prove priceless.  You may find that your business is far more organised, less stressful and the little things you may forget to do or do not have enough time for, will get done without any fuss – making your business more streamlined and professional.

  1. They are easy to contact

Whilst there are some benefits to having someone physically present in your office.  These days, there isn’t much that can’t be done remotely thanks to Skype, instant messaging, email and much more.  Therefore, there should be no issues with your Virtual Assistant being contactable via these methods or even by sharing your desktop remotely in order to work collaboratively on certain projects together.

Hiring a Virtual Assistant can be a permanent or a temporary move and whichever you choose, you are sure to find instant benefits from their skills and ability to assist you in managing the running of your business.  If you are fortunate enough to find a Virtual Assistant that you are comfortable working with, and who provides value add to your business, you will have taken a very positive step to growing your support team and ultimately your business in the long run.  See here for more information on how a Virtual Assistant can help you in your business.

 

 

 

 

Picture courtesy of virtual support UK

Top tips for when you’re working from home

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Top Tips for When You’re Working From HomeAs a virtual assistant, I can work from virtually anywhere in the world – providing I have a reliable internet connection. The flexibility that this affords is fantastic and one of the definite

perks of my line of work.

In fact, I am actually writing this post from Canada where I am currently enjoying some much needed time out with my family. But, just because I am almost 4,000 miles from London, doesn’t mean I can’t continue to service my clients albeit at a slightly  reduced schedule, but nevertheless I am still contactable.

Our holiday is focussed on the areas of Calgary, British Columbia and Toronto. Trips to the Rockies, Banff National Park and other places of interest are on our itinerary. Basically, a little bit of relaxation with tons of day trips and visits to places of interest.

So, as I am currently working remotely, and there’s a good chance that more people are going to start working from home going forward, I thought a post outlining my top tips for working from home would be suitably apt.

Follow a morning routine

Just because you’re at home doesn’t mean you shouldn’t follow a morning routine. You wouldn’t head to the office without brushing your teeth, showering, getting dressed or eating breakfast etc. so don’t neglect these things when you’re working from home.

After all, you’ll inevitably have to do them all at some point throughout the day and so better to get them out the way at the start. Not only will this put you in the right frame of mind for optimum productivity but it’ll also mean you’re not taking time out later in the day.

Have a set schedule

Much like keeping a morning routine, having a set schedule is also very important. Often, people who work from home find themselves in a situation where they’re online extremely early and sign off very late.

This isn’t a good habit to get into, which is why you need a set schedule e.g. 9-5, even if you are working from home. The line between work and personal time can become blurred and it’s up to you not to let this happen. Of course, you can logon for the odd conference call or to deal with an important email but don’t let it become the norm.

Furthermore, it’s important to have regular breaks when you’re working from home – just like you would in the office. Give yourself a set lunch break and don’t look at your laptop again until it’s over – unless you use the time to conduct your personal internet browsing.

Create a dedicated workspace

It can be extremely tempting to work sat on your sofa with your laptop in front of you. But this is a setup that will ultimately lend itself to reduced productivity. This is because you need to be in the right frame of mind to be productive and if you’re lounging on your sofa with the TV on in the background, you are not going to be as productive as you would be sat at a desk

You don’t need to spend a small fortune creating a bespoke office but a dedicated work surface, like a desk, is a must. Try to create a small space that allows you to be as productive as you would be in an office environment.

Eliminate distractions

When you’re working from home it can be all too easy to be distracted by all manner of things. For example, you may have a pile of washing up that needs doing and it can be very tempting to take time out from your work to do it.

The trouble with this is that you’ll find yourself crossing off lots of small tasks from your household chores list, all of which are distracting you from your work.

Likewise, your favourite social media sites can also be big distractions when you’re working from home. You wouldn’t have your Facebook page or Twitter feed open in the background when you’re in the office (I guess?) so don’t do it when you’re at home. Use your dedicated breaks to catch up on your social media accounts and then close them before starting work again.

 

 

Image courtesy of BrianHolm / FreeDigitalPhotos.net