10 Easy Ways to Streamline Your Operations and Save Your Business Money

Running a business in 2017 isn’t like it used to be. The days when you could run a business with a Rolodex and some index cards are long over.

That’s not a bad thing, though. Embracing a modern approach can actually save you money and make your business more efficient.

It all starts with your employees. Here are 5 ways a modern approach to managing your staff can save you money and improve your efficiency:

1. Allow Employees To Work Remotely

Not everyone needs to be in the office 40 hours a week. Save energy, fuel, and other resources by allowing some employees to work from home a few days a week.

2. Encourage Carpooling

Helping your staff save money on gas, tolls, and wear and tear on their cars is key; boosting staff loyalty to one another will be a nice side effect.

3. Share Work Space

When coupled with employees working remotely, save work space by allowing two staff members to share the same desk. Each works 20 hours in the office and 20 at home, sharing the same workspace.

4. Cut Expenses Instead of Staff

Laying off staff is the easy way to cut expenses, but it’s short-sighted. Your employees help you better serve your clients. Instead, cut expenses first and operate more efficiently.

5. Consolidate Business Trips and Deliveries

Don’t make separate trips to drop off this product and have that meeting and so on. Work out your scheduling so trips are consolidated as much as possible.

This saves you fuel, energy, time, and money.

Once you’ve embraced a more digital, 21st Century way of doing business, you’ll want to pursue some “green” initiatives to cut costs and streamline your operations.

Don’t be fooled: “green” doesn’t mean you’re an environmental activist, it just means that you’re cognizant of the resources you’re using – and resources cost money!

Here are 5 “green” ways you can become a more efficient business:

1. Utilize The Cloud

“The Cloud” is just a fancy term for remote computing. Use cloud storage, online apps, virtual file sharing and other features to streamline your reliance on in-office technology.

2. Go Paperless

Use document scanning, digital, archives, the cloud and more to your advantage. Even if you can’t convert to a 100% paperless office, any move in that direction will save you money in storage and payroll costs.

3. Cancel Your Print Subscriptions

Newsletters, business magazines, membership publications. This stuff is a relic and a waste of resources. Cancel those subscriptions and get them digitally instead. Almost any modern company will offer a digital alternative – and if they don’t, send them a message by saying no to print.

4. Try To Barter

Trading your expertise for other goods or services can be a big savings for you. What you do have value to other businesses, and vice versa. Find ways to make bartering work for you.

5. Use Non-Traditional Marketing

Legacy media is expensive. Instead, look towards social media, SEO, YouTube videos and more. These modern methods are better for your bottom line.

The way ahead may not mirror the way businesses have traditionally operated, but those who are ready to succeed are also ready to embrace those changes. Are you one of them?

Top 5 Reasons You Need To Be Shredding Documents

If you are doing business in the modern world, you have more rules, more regulations, more laws, and more taxes to worry about than businesses of yesteryear – basically more of everything. And that means more paperwork.

All that paperwork may assist you in tracking information, managing your accounting, keeping your staff paid and ensuring the money keeps rolling in, but it comes at a cost: security.

All the paperwork you deal with contains vital information that can be used to do damage to you, your business, your employees and your customers.

That’s why document shredding is so important for 21st Century business owners. It allows you to make sure all that sensitive information does not get into the wrong hands.

So with that in mind, here are the top 5 reasons why document shredding is something you need to take seriously:

5)HIPAA Requirements

If you work in the medical field, you know about the Health Insurance Portability and Accountability Act (HIPAA). Passed by Congress in 1996, this important law covers patient privacy and confidentiality, including what you can and can’t do with patient documents.

In many cases, HIPAA requires that these documents be stored securely or disposed of, which is where document shredding services and document scanning can be helpful.

4) Going Green

One advantage of document shredding done is that it’s green. Shredding your business documents makes sure paper you would be unnecessarily saving is recycled, and that helps reduce demand for new paper.

Rather than tossing out that paper, the documents get recycled into dozens of new products, including more paper.

3) For Security

Like any other business, you have client lists, credit card numbers, bank account numbers, employee names and social security numbers, internal memos, pay stubs and tax records, and more on file.

This is vital information to running your business, but in the hands of information thieves all that data can be used for nefarious purposes.

From competitors stealing your secrets to thieves stealing your identity, security is a key reason to ensure you are shredding paperwork no longer in use.

2) It Clears The Clutter

Running a business means long hours, but it doesn’t have to mean a lot of paper. A good document shredding service can help you keep your office clear of unnecessary documents. And that’s good, because it’s far too easy to let them stack up and take over. Shred them to reclaim that space.

1) It’s The Law

Doesn’t get any more direct than this, does it? In some instances, the proper and secure disposal of certain documents is the law. If the other entries on this list don’t convince you, this one should. Shredding documents may be your obligation as a business owner!

4 Ways Going Digital Benefits Your Business

At one time, there was no business on Earth that could operate without shuffling a lot of paperwork. In many ways, paperwork was the lifeblood of business, containing all the data, facts, figures, plans, and information needed to keep the dollars flowing in and out. 

New laptop on a table at modern office

That is no longer the case. Thanks to digital technology, document scanning, and changes in how we conduct business, the paperless office (or nearly paperless office) is a reality.

Many business owners assume the idea of a “paperless office” is only for tech, IT, and financial businesses; that it doesn’t apply to small and mid-sized businesses like theirs, especially if they deal with a lot of customers.

But that assumption is wrong. To understand why, you first need to understand how document scanning and paperless initiatives can benefit you:

1) Improves Your Customer Service

The nature of your business doesn’t matter, a general rule is going to apply no matter what: customer service is paramount. 

You ability to succeed and grow begins and ends with your ability to service your clients’ needs. Going paperless can be a big boost in that regard. You can ensure their phone calls and visits are resolved quickly when the information they are looking for – copies of a contract, old medical records, past invoices, and so on – can be retrieved quickly and easily.

That means your customers will walk away happy, and happy customers are return customers.

2) Boosts Your Employee Productivity

No one likes to shuffle paperwork. The feeling is nearly universal: employees hate it.

When you eliminate paperwork and instead have all those documents at the tip of their fingers, however, you give your employees the ability to work smarter rather than harder. This lets them hunt down those old invoices, review that contract from two years ago, and so on with minimal effort.

And that will not only make them happy, it will make them far more productive, too.

3) Saves Your Business Money 

A result of having more efficient employees is that your employees can do more with their time. You might not need as much staff, or they might not have to work as many hours. That has a direct impact on your bottom line.

You can do the math yourself and see: If your typical employee has to dig up 20 documents per day, and it takes five minutes to find each document, that’s over an hour and a half per day sorting through papers.

If it instead takes 10 seconds when that document is scanned into the computer, they will have saved 100 minutes of work per day. At $12 per hour, that’s nearly $5,000 annually.

The numbers don’t lie.

4) You’ll Enhance Your Security

When it comes to identity theft and electronic theft, the biggest vulnerability for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and so on – comes in the form of good old fashioned paperwork.

Rummaging through dumpsters is still the primary way thieves get access to key data about you, your employees, and your customers. It’s how criminals clone your checks, get your bank account numbers, and more.

By going digital, your data can be safely encrypted, keeping it safe from prying eyes even in the virtual world. 

That kind of security is priceless.

Are you ready to take your business virtual today?

5 Ways To Save Money TODAY by Ditching Paper

Let’s be honest, it’s a project you’ve been thinking about but you’ve been putting off: scanning in all those contracts and records and business documents. You know it will be a big job. You know it will be helpful in the long-term. But wow, what a task!

Don’t look at it that way. Instead, look at these five incredible reasons why document scanning will not only make life easier for you, but why it will save you a ton of money:

1) It Makes For Better Customer Service

No matter the nature of what you do, you want to offer the best customer service possible. That’s a given. Giving your customers a smooth, painless experience is one of the best ways to accomplish that. You want their phone call and/or visit to be quick, you want them to get satisfaction as fast as possible, and you want them to walk away happy.

Waiting around while the person helping them digs up a contract from two years ago or a medical document from four years ago is NOT going to make them happy.

The rapid response they can get when all your documents are scanned into the system, however, will result in a much happier client.

2) Employee Productivity Will Be Boosted

The bane of any administrative assistant or office work’s existence is paperwork. No matter how organized your office, no matter how good your employees, hunting down documents is going to eat up more of their time than should be necessary. Having all that paperwork right at their fingertips will let them worker smarter, not harder.

3) You Will Slash Your Operating Budget

In a paperless office that has put a good document scanning system into place, you won’t need to watch as countless hours are tossed away looking for paperwork that could have been found in a few seconds rather than a few minutes. Just do the math on our online calculator and this is apparent.

If it normally takes five minutes to find a key document in your old filing cabinets, and it instead takes 10 seconds when that document is scanned into the computer, an employee will have saved 100 minutes of work per day (based on having to retrieve 20 documents per day).

More math: At $12 per hour, you’re going to save nearly $5,000 per year on that employee alone.

4) Your Key Data Will Be Secure

These days, you hear a lot about “identity theft” and corporate espionage and the like, but you know what? The truth is that the biggest vulnerabilities for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and ANYONE with business secrets to protect – is what some call the “analog loophole.”

When it comes to your day-to-day business, the “analog loophole” is not what you expect: it’s your paperwork. It’s your printed documents. Rummaging through dumpsters may not make the news anymore, but it’s still the primary way people get access to key data about you, your employees, and your customers. It’s how they clone your checks, how they get your bank account and social security numbers, and more.

In other words, if you think protecting your business from digital thieves is a digital game, you’re wrong.

5) It’s Environmentally Friendly

This one is obvious, isn’t it? When you convert to a paperless office, you create an environment that is “green.” You lower your impact on Mother Nature, you use up fewer resources (which makes this one of the most beneficial money-saving office tips), and you let people know that you care about our collective future. The value of that can’t be measured!