How to Stay Organized with Smart Technology

13-Apr 2017
Tech for Business

Do you ever feel like your work is piling up and weighing you down, even though you’re doing everything in your power to get the job done?

It might be because you’re trying to juggle too many clients at a time, or because you’re the only person on your team who has access to certain projects and client data.

Regardless of your problem, there’s automated business operations software out there that can help you avoid the issue altogether - so that you can work more efficiently and save yourself from getting bunkered down by busy work.

Here are a few ways that you can leverage smart technology to stay on track (and stay calm):

1. Automate repeatable processes:

Let your smart platform handle all your repetitive admin tasks while you take care of the value-creating work that brings in revenue for you and your business. How? With the right business operations platform, you can automate all of your repeatable processes to simplify daily workflows and get you back to doing the work you really enjoy. For example, you can set up recurring retainers or contracts for ongoing clients, and use them on new clients who you complete similar work for.

You can also create (and reuse) invoice templates that can be easily modified and sent out in an instant, without having to manually put together new invoices at the end of every billing cycle.

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2. Invest in a Utilization Dashboard:

With a Utilization Dashboard, you’ll always know who is doing what (and when) so that you can distribute tasks accordingly throughout the team. This also lets you see any of your team members’ schedules as it updates in real-time so that you can reassign tasks you no longer have time for to the people who seem underutilized that day, week, or month.

3. Streamline your communications:

Keep your clients and teams on the same page when it comes to the status of a project so that you're not the only one who has all the answers. This way, everyone can chime in on the conversation - to answer client issues or support tickets that you don’t have time for because you're busy finalizing reports and tying up loose ends.

In addition to this, you can set up your Team Inbox so that all client communication is easily accessible for anyone on your team. Having a central communications hub like this will eliminate the need for endless CC and BCC email threads (which clog your feed) and only make locating client information more frustrating and timely.

Your Team Inbox can also sync with your personal accounts and calendars - so that you always know (in real time) who is tasked out on a certain day, or who is available to help you get through that growing pile of client work.

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4. Sync with Calendars:

With so much on your plate, it’s hard to keep track of deadlines and meetings. That’s why you need a smart platform that will remind you when a due date is approaching, or when you have a meeting coming up. What’s even better? You’ll get alerted whenever a project looks like it might go over budget - so that you’re able to prioritize your teams work accordingly.

Using smart technology is a great way to ensure you stay organized amidst all the chaos, but having the confidence to say ‘no’ to jobs that aren’t your responsibility is another simple way to stay on track and keep stress levels to a minimum.

To learn how you can benefit from automated technology, click here. Or to see how a business like yours used their smart platform to recover lost time and launch an entirely new business, check this out.

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