Tech Tools Streamline Business Operations

Boost Efficiency & Exceed Client Expectations

You’ve heard it before, “Time is Money.” Consequentially, large and small businesses alike are continually looking for ways to streamline their business operations and increase productivity. Now, thanks primarily to the boom in internet technology, that’s become a much easier task than ever before. Business operation tools are being developed more frequently than ever but it’s important to decipher which ones are best for you. Consider these five tech systems to improve efficiency:

Cloud Computing

Simply put, cloud computing is the practice of using a network of remote internet servers to store, manage and process data as opposed to using a local server or personal computer. It’s important not to confuse cloud computing and web hosting. In simple terms, Clouds allow remote access to applications and software, where web hosts provide server space for your website. Cloud computing also allows employees to work anywhere and increase collaboration by allowing staff the ability to sync up and work on shared documents as a team.

A few options: Storage and file sharing: OneDrive, Google Drive, Box Backup: Backblaze, iDrive Infrastructure, multi-function: AWS, Azure, Digial Ocean

Intranet System

Intranet systems are a great way to keep your internal operations running smoothly by giving staff the ability to log on to a private and secure company-wide portal and get the latest updates on policies and procedures, internal communication, trainings and more. Intranet systems are especially useful for large companies as they provide a way to centralize projects and tasks and reduce the risk of losing data. Some intranet systems allow for project management integration to assist with workflow -- creating tasks, tracking time, deadline reminders and other project tracking functions. It’s a good one-stop-shop approach to access tools and resources you need to manage your business and to support a collaborative and transparent company culture.

A few options: Bitrix24, MyHub, Communifire

Client Relationship Management System

CRM systems are one of the best ways to support your sales team and account managers by providing a way to track every stage of the sales process from leads to customers. With a CRM your team is able to forecast sales by seeing which products and services are most profitable, segment customers by the data you’ve collected about them, create sales reports to analyze how well your sales team meets its quota and much more. According to Hubspot, the use of a CRM can increase sales by up to 29% and productivity by 34%. By using a CRM, you’re giving your team more time to follow up on leads and cultivate current client relationships.

In a previous post we talked about content management systems and how you know when to build a custom system vs when to purchase off the shelf. The same concept applies to CRMs. Custom CRM systems are necessary to build if your business offers more advanced services or needs to collect unique information from your clients.

A few options: Salesforce, Zoho, HubSpot CRM

Online Invoicing

Online invoicing is a great way to keep all of your accounting and business transactions flowing through one system, accessible from anywhere. Web applications for this type of service exist that allow you to also create digital contracts -- eliminating a lot of paperwork -- and keep track of the time you spend on various projects so that you can bill your client accurately.

Most digital invoices have links to your business account so you can speed up the payment process by having clients pay online. Services like this will prove beneficial during tax season as you’re able to easily organize your books by recording your income and expenses. Many online services will also help you manage your payment processing by notifying you when it's time to bill your client, when the invoice has been delivered and when it is opened.

A few options: Waveapps, Invoicely, Freshbooks

Project Management Tools

For those businesses that don’t require the use of an intranet system where you can integrate a project management tool, a separate tool will still prove beneficial for your team. Project management tools help you track a project from start to finish and collaborate with your team by assigning tasks, delivering feedback and keeping one another abreast of updates. The benefits of a tool like this are many -- it helps with planning, time management, resource allocation and much more. Many systems are user-friendly and easy to use so you don’t have to spend a lot of time learning the ins and outs of new software. Project management software helps make the right decisions at the right time in managing tasks and solving for challenges and see all the details of a project in one place -- especially if you’re working on multiple projects.

Managing your business doesn’t have to be a hassle. With advances in technology and a steady rise in entrepreneurship, it has become increasingly easy to manage your business without having the stress of day-to-day management. Start streamlining your operations. Let technology do the hard stuff while you focus on delivering the best quality products and services for your clients.

A few options: Smartsheet, Teamwork, Feedcamp, Bitrix24

Managing your business doesn’t have to be a hassle. With advances in technology and a steady rise in entrepreneurship, it has become increasingly easy to manage your business without having the stress of day-to-day management. Start streamlining your operations. Let technology do the hard stuff while you focus on delivering the best quality products and services for your clients.

Blue Symphony would be happy to assist you in making your office more efficient, whether providing software options or developing custom solutions.