You’ve got a business to run, which can be a strenuous task on a good day. Break the “running” part down a bit more, and you’ll note several distinct processes. These activities keep the company going but may not always be the most efficient.
You might find one procedure gets in the way of another. You may discover redundancy once you implement a new fix. Plus, there’s the possibility that what you’re currently doing works OK. Nonetheless, you’d like to make the process more efficient and effective.
Thankfully, technology can help in each of these circumstances. It doesn’t matter whether you want to switch out one platform for another or try something completely new. Here are four tech tools you can use to streamline your business processes.
1. Invoice Software
Small business owners will especially appreciate the streamlining capabilities of invoicing software. You need a way to organize how much customers owe, your due dates, and which payments are running behind. Larger companies also benefit, but these organizations usually have the advantage of accounting and finance teams.
A smaller firm might not have the same internal structure. It may just be you or you and one other person overseeing it all. Using invoicing templates eliminates the hassle of having to design an invoice from scratch. You can use the same template for each client, tweaking the details for the products and services they purchase.
Templates also automatically calculate what customers owe. You don’t have to do the math yourself, saving time on the backend. Plug in your payment terms, making it clear exactly what you expect to receive and when. Advanced invoicing software tracks outstanding payments for each client while also sending automated follow-up notices. In addition, the tool is a good way to sync your inventory numbers and taxes.
2. Document Management Platforms
Try searching for a much-needed document in a stack of filing cabinets. It’s even more difficult when you’re not sure which cabinet the paperwork is in. You’ve got to start from the beginning of the row, hoping you’ll find the doc sooner rather than later.
Now imagine if you have more than a row of cabinets in the office to search. You’ve also got archives in boxes in the basement. You’re looking at a weeklong quest to find the one piece of paper you need. Sounds inefficient and incredibly mind-numbing, right?
Well, this was everyone’s reality before digitization. While older methods of document storage may still be around, online document management platforms are much more efficient. You can store, organize, and retrieve paperwork on a whim. These tools enable centralized document storage, making it possible to locate what you need from anywhere. No more telling clients, vendors, and employees they’ll have to wait for weeks while you do your research.
3. Collaboration Tools
Bad information can derail a project quickly. So can a lack of sufficient details. When people aren’t on the same page, it’s practically a guarantee an initiative will fail. Insufficient communication is the main reason projects tank 37% of the time. When you have more than one cook in the kitchen, you want a clear assembly line.
But before people roll up their sleeves, you want to start with a clear recipe for success. It won’t help if your project manager has a different understanding of the end game than their team. Likewise, you can’t have a lack of clarity about who owns each task. Each person also needs to know when to hand off deliverables to the next person.
Collaboration tools centralize communication, including project management. People can exchange ideas, reference timelines, and review individual responsibilities. Collaboration software is a place to communicate project goals and next steps across hybrid teams. Someone who works in the office gets the same information as a remote team member. Collab platforms facilitate adequate communication, whether it’s a virtual meeting or a shared conversation thread.
4. Customer Relationship Management Systems
Being able to manage your client relationships isn’t just an essential cog in the wheel. It can impact brand reputation, growth, and day-to-day tasks. Dissatisfied customers create more work for employees. As problems escalate, neither your clients nor employees get the experiences they’re looking for.
Customer relationship management systems help businesses get a handle on each client’s needs. The software tracks and enables communication from interconnected departments. For example, a sales rep may already be discussing a product quote with a particular customer. They’re getting ready to close the sale pending a few details. In this case, marketing might not want to send an email with a call to action for the same product.
It’s only going to make the client shake their heads, potentially eroding the trust and confidence they’ve built with sales. If you didn’t have a customer relationship management tool, marketing would be more likely to make an unintended misstep. Furthermore, the software helps internal teams keep track of promises. These actions often include follow-ups such as product sheets, phone calls, and contracts.
Bringing Your Business Processes Together
Running a company means syncing multiple processes. It’s like having a car. When one part starts to fail, it can prevent the engine from operating as smoothly as possible. It can also lead to preventable breakdowns as you attempt to keep moving along.
Streamlining your internal processes to create or improve efficiencies is your best defense. Nevertheless, human willpower will only go so far. Using the right combination of tech tools can help you create a well-oiled machine. Your company will be able to deliver on its promises with greater proficiency.
