As a business owner, there are a million things on your mind that relate to the day to day operations of your company. You have a plan of how things run and they work for you so why spend the time changing the way you and your employees operate? Many think that the saying “If it isn’t broke, don’t fix it” is a good motto to live by, especially when you have so much going on. The time it would take to step back and reevaluate operations would put you too far behind and not be worthwhile, right? Wrong! When I ask why someone operates the way they do and they answer with “because that is the way we have always done it” I literally cringe! To me, all I hear is that they do not want to invest in the future growth of their company.
There are so many minor changes that a company can implement in order to increase staff productivity and ultimately, take more off of the owners plate! I have compiled a list of my top technology time savers that are easy to set up, have saved me mounds of time and I don’t think I would be able to work without!
1. Dual Monitors:
I cannot live without dual monitors on my desktop at work!! Once you experience the unbelievable world of working off of two monitors, you will never be able to fully function off of one again. I know this sounds extreme but only because it is! If you are currently working off of one, spend a day or even an hour and count how many times you have to flip between windows. That is the extreme part. Right now, I am typing this on my right screen and seeing every email that comes in on my left screen. I don’t have to stop and switch screens to see the importance of the email. That alone can save a lot of time from distraction.
2. Call Forwarding:
Have you ever called into a company, spoke with someone right away but immediately realized you are speaking to an answering service? Someone that is solely reading from a script, who will then email your information to the company that you were actually calling. I don’t know about you, but as a customer, I hate this! I would much rather leave my own message, where I feel comfortable explaining the reason for my call. I prefer to know that the message that I left is the message that the intended party will receive.
The simple (and cheaper) way of working around this is to forward your office line to your smart phone. I am constantly in and out of my office. I don’t want to miss phone calls but I also do not want to utilize an answering service. If I can’t answer each call that comes in, at least I have the voicemail on my smart phone (which converts to text messages=bonus!) and I can return their call immediately instead of waiting until I check the message in my office. This has been a huge time saver for me and increased the number of calls I speak with directly which eliminates the dreaded and not so fun game of phone tag.
3. Paperless Office:
This one will take a little longer to implement if you have a business currently operating since you will need to get all of your files scanned and organized. Although this is a bit time consuming, the rewards are tremendous. No more searching the office for a specific client file to later realize you took home and forgot to bring it back with you. No more stacks that need to be refiled. To me, the cleaner my office is, the more relaxed I am and the more productive I can be. I want to be able to work to my fullest potential and by coming into a space that is clean and orderly; I can produce at a higher level. Organizing files on a cloud or other computer system can take a bit of time but the easiest way to get up and running it to think of it just like a file cabinet. Each folder correlates how your files did. You can always restructure it later based off of the needs of your company.
By implementing these few technological advances alone, you could get away from this cold and work from the beach next week!