Tag Archives: business efficiency

paperless business

Tips on Creating a Paperless Business

According to Loyola University Maryland, “Office workers in the US generate approximately two pounds of paper every day.” Even worse, “Each year enough paper is thrown away to make a 12’ wall from New York to California.”

Creating a paperless business will not only reduce your company’s environmental impact, it can save money and increase your efficiency considerably. Fortunately, there are several ways to make your business paperless.

 

Migrate to the Cloud

The Cloud is more than just a catchy buzzword. It’s an Internet-based computing system that has unlocked boundless opportunities for 21st century businesses. This concept revolves around saving, storing and managing documents digitally where the data is backed up across multiple servers.

Migrating to the Cloud is an extremely efficient way to stay on top of paperwork from one centralized location. You can customize to your business’s unique needs and manage data on a variety of devices from any location with Internet access.

If you need some help getting started, check out this guide from Rackspace.

 

Scan Documents

Need to distribute a document to your staff? Rather than making multiple paper copies, scan and file it instead. From there, you can send it as an email attachment or share it digitally via the Cloud or team collaboration software. The best part is that after digitizing your documents, you can save them in an online archive in case you need to review them in the future.

This simple strategy can help you cut back on hundreds or even thousands of pieces of paper each week. Over the course of the year, the impact can be immense.

 

Use Online Payroll Solutions

Invoices, tax forms, paychecks and other documents involved with payroll can really add up. Before you know it, you’re burning through mounds and mounds of paper. Implementing online payroll solutions is ideal because it can greatly reduce your paper consumption and simplify your life.

Common features of online payroll include:

  • Employee time tracking
  • Direct deposit
  • Manage employee benefits
  • File taxes electronically

 

Opt for Digital Marketing

If you’re still using antiquated marketing techniques like direct mail campaigns that require heavy paper consumption, it’s time to make the switch to digital. Not only is direct mail costly, it’s often ineffective and detrimental to the environment.

Cutting-edge, digital tactics can bring about big results without adversely impacting the environment. They’re especially effective if your primary demographic is millennials because these mediums are usually the best way to reach them.

Digital marketing techniques to consider include:

  • Social media marketing
  • Content marketing
  • Blogging
  • Search engine optimization (SEO)
  • Pay-per-click advertising
  • Mobile optimization

 

We live in a digital age. There’s no reason to consume paper to excess when running your company. By creating a paperless business, you can minimize your environmental footprint and have the peace of mind that you’re doing your part to help. At the same time, you can save a lot of money and streamline operations.

Meeting Strategies to Implement Now

Meeting Strategies You Must Implement

Although business meetings may sound great on paper, they’re often dreaded by employees and can actually diminish productivity rather than increase it. In fact, research found on HubSpot’s website states that, “47 percent of people asserted that meetings were the number one time waster at the office.”

Furthermore, “90 percent of people admitted to daydreaming during meetings.” In order to ensure that your meetings are effective and promote valuable collaboration, it’s important to implement the right meeting strategies.

 

Create an Agenda

Every meeting should have a purpose and stay on track. If you allow things to get sidelined and go off topic, it’s going to eat up time, and you’re unlikely to accomplish your goals. While you don’t need to be tyrannical, creating an agenda with a basic outline should ensure that you don’t veer off track and wind up chasing rabbits.

 

Prepare Materials

Organization is key for a streamlined, efficient meeting. Go ahead and prepare things like slideshows, PowerPoint presentations, handouts, etc., so they’re ready to go once your meeting begins.

 

Begin and End on Time

One of the biggest reasons why meetings go awry and ultimately end up wasting time is because the group sits around and waits for one or two stragglers who show up late. This puts everyone behind, and valuable time that could be spent accomplishing something is spent on idle chit chat.

Being late is inexcusable, especially if it becomes a trend. If your meeting is scheduled to begin at 11 am, start it right on time regardless if a particular person isn’t present. You can address their tardiness later on.

The same thing goes for ending a meeting. While ending at an exact time can be trickier than starting on time, you should ensure that it falls within a five minute window.

 

Appoint a Moderator

Keeping things flowing often demands having a specific person who’s in charge of keeping others on task and monitoring time. If the group has spent too long on a particular subject when something else urgently needs to be discussed, the moderator can point this out politely yet firmly. Just be sure to appoint someone who feels comfortable taking on this role.

 

Recap Key Points

During the course of an average meeting, you may discuss five or more main points and a plethora subtopics. As a result, it isn’t always easy for staff to retain everything. To increase the retention of information, it’s smart to spend just a few minutes recapping the most important points at the end so that they’ll stick.

 

Turn Off Devices

If you’re finding that employees are being distracted by their smartphones or tablets and that technology is only hindering progress, it’s advised to implement a ban on devices during meetings. This is almost guaranteed to increase participation and engagement among your staff.

 

Following a few meeting strategies should eliminate or at least dramatically reduce wasted time. This way you can get more done with less wasted motion and ensure that your staff is actually engaged.

human resource management company

Creating a Technology Work – Life Balance

Juggling the day-to-day tasks of running a business can be difficult and seem overwhelming at times. When there’s a lack of efficiency in certain areas, it can make things even more problematic and be a major burden. Fortunately, the business owners of today have far more options than of those in the past. Let’s now discuss some ways to get more done, and maintain a healthier work – life balance.

 

Potential of Productivity and Flexibility with Technology

The main catalyst for productivity spikes in today’s workplaces is technology. Whether it’s a Cloud-based infrastructure, mobile devices or advanced metrics, technology helps employers and employees get more done in less time. Because workers aren’t limited to a single location, they can collaborate and complete tasks from practically anywhere with Internet access.

It also helps them work smarter. Besides speeding up and automating tasks that had to be done manually in the past, businesses can spot inefficiencies and correct them for maximum output. When it comes to human resources and administrative tasks, technology can increase a business’s output, while providing added flexibility to make everyone’s life easier. Here are some specific features that create a better work – life balance.

 

Calculate Payroll Online

Doing payroll the old fashioned way can be a tedious process and a serious time drainer. However, utilizing an online payroll service can expedite it, while ensuring a high level of accuracy. A popular choice for many business owners is to outsource payroll tasks to a human resource management company. The company will handle everything from paycheck preparation and direct deposit to W-2 preparation and tax filing. In turn, this can save a massive amount of time, while greatly reducing the chance of errors.

 

Online HR Support Center

Regardless of how long a person has run a business, it’s common to have HR questions and concerns. This is especially true considering the ever-changing laws and regulations that can affect company compliance. Fortunately, an online HR support center provides all the materials needed to quickly find answers and resolve issues. Common features can include job descriptions, pre-written forms, checklists, and OSHA and EEOC guidelines. Because it’s available 24/7, business owners have constant access to all the necessary resources to save them both time and money.

 

Web Access for Employers and Employees

One additional feature that any professional HRO will offer is a web-based portal for employers and employees to log into. This allows both parties to stay organized and keep tabs on what’s important. Employers can monitor things like payroll, employee benefits, staff performance and run reports. Employees can review company handbooks, view check stubs, look at direct deposits and check out benefits information. Having all of these resources in one convenient, online location makes it easier for everyone to stay on the same page and should minimize any confusion.

Advances in technology have been incredibly beneficial for businesses across countless industries. When used correctly, technology makes HR and administrative tasks far more efficient than in the past and helps businesses stay more organized. This ultimately creates a nice work – life balance with happier employers and employees.

Photo by Mervi Eskelinen aka tasselflower