Organisation

Organisation 2019-08-14T21:19:43+00:00

Information overload

Running a business with a wide variety of technology is challenging. When you have information and data flowing to and from many systems in different formats and structure, can be hard to integrate.

That means you need to try to consolidate it all,  maybe having to introduce manual steps to fill any gaps, then hope your business is running as efficiently as possible. Even when you are aware of the inefficiencies, you may not know how to fix them.

We break this challenge into two core elements: core systems and operational systems. Establishing good processes, features and integration in these systems is the key to an efficient business.

Core Processes

A core process or system is an essential item to operate your business. If you’re having difficulties with one of these systems, we can help you identify opportunities to improve your business functions and information flow.

Emails

Current email systems offer a lot of additional features for business grade email clients all powered in the cloud.

Overview

Storage

Email hosting with 50 GB mailbox and custom email domain addresses to suit your business needs.

Access

Access emails from desktop computers, the web and any mobile device.

Sorting emails

Focused inboxes make it easy to track the emails that matter most and sort junk, clutter and emails related to specific groups.

Scheduling

Calendars now have the ability to schedule meetings as well as access collaboration feature, including shared calendars, groups, the global address lists, external contacts, tasks lists, conference rooms, video meetings and delegation capabilities.

Plan ahead

Book meeting rooms and track RSVPs for meetings right from your calendar. Make plans and coordinate schedules by sharing calendars and seeing when members of your team are available.

Security

Enterprise grade security includes anti-malware and anti-spam filtering to protect mailboxes. Data loss prevention capabilities prevent users from mistakenly sending sensitive information to unauthorised people.

Redundancy

Globally redundant servers, premier disaster recovery capabilities, and a team of security experts monitoring around the clock will safeguard your data.

Uptime

A guaranteed 99.9% uptime and financially-backed service level agreement, mean you can count on your email always being up and running.

Office Software

Microsoft Cloud Office is the premier office suite of software and comes with access to Word, Excel, PowerPoint, Outlook, Publisher and Access plus 1 TB of cloud storage for you to store your essential files and enjoy access them from almost anywhere. Some of the its key features include:

  • Compatibility – Office works across PC and Mac computers, plus portable devices running iOS, Android and Windows operating systems.

  • Shared – for use by up to 5 people on multiple phones, tablets, PCs and Macs.

  • Storage – 1 TB of cloud storage per user included in bundle licence.

  • Access – you can use the included Microsoft apps to collaborate with others online, allowing you to work from almost anywhere.

  • Update – gain access to the latest software, updates and features without the need to continually buy more software versions.

  • Backup – version control, cloud backups and autorecovery make it easy to retrieve any lost or unsaved work in the time of need.

Data storage

Data management in any business is paramount, and strong internet connections with greater bandwidth have made cloud storage options available to any size business.

Cloud storage technology offers tiered capacity by service level and has the ability to provide storage on demand, which is much more affordable than increasing the capacity to file storage on your premises. Some benefits of cloud storage include:

  • Access – use your phone, tablet or computer to access your files from any location. Any changes you make will be updated on all your devices.

  • Offline access – you can access your files without being online, which means you can always have your most important files with you.

  • Security – access to your files online is encrypted via SSL and can also be protected via two factor authentication similar to banking applications.

  • Backup – never worry about losing your files or photos as they are saved and backed-up online in secure datacentres.

  • Collaborate – share files and folders within the business. Control user access and permissions to all your data so you always have visibility of what has been accessed, read or deleted.

Client Management

Managing customer data and associated details about them and relationships linked to your business can be challenging. A CRM (customer relationship management) application is designed to assist and house this information. Over time your client database will have all the information and reporting to monitor, track, market and service your customer needs. Some of the key features a CRM can deliver for you are:

Features

Accelerate sales

Distribute leads to the right staff with automated lead capture and routing. Close more deals faster and with fewer clicks using workflow automation.

Relations

A CRM helps map and better understand complex customer relationships with a flexible means to linking records. Customers, emails and other records can be linked to existing contacts in your database, allowing you to quickly determine who knows who, and build a clear view of an organisation’s structure.

Projects

Convert opportunities to projects without losing any data. Track milestones, manage processes, and integrate with external systems to ensure on-time delivery and happy customers.

Manage any dataset

Capture the data you need from customers or external systems with custom objects, and relate that to information you’ve already stored. Set permissions and visibility for records by business role or department, and schedule and run reports from anywhere.

Integration

Keep connected to the tools you already use. Never lose a document with links to your file services. Get relevant data and take action right from your email inbox. Always have your contacts and calendar synced and available. Capture all opportunities from your website. Track accounting and email marketing right from your CRM.

Project Management

Project management involves initiating, planning, executing, controlling and completing the work of a team to achieve specific goals and meet specific success criteria at the specified time. The main challenge in project management is to achieve the goals within the project constraints.

Various project management applications will help you to deliver and the manage your projects. A lot of project management software have similar features and benefits. The key is to tailor the package and select the application that best suits your organisation’s size, capability and project structure. Some benefits of modern cloud project management applications include:

  • Plan – map your project for a smoother journey with visual milestone and Gant chart tracking.

  • Collaborate – work together with transparency and accountability. Increased visibility and improved communications via portals for your team to access and work together.

  • Deliver – track tasks and view all your teams at a glance so you know what to priortise and when. Manage workloads, request feedback and get things done faster with real-time visibility across your entire project.

  • Report – monitor and review in real time how your projects and tasks are tracking. Measure your performance then use that data to do it all over again but with data backed learning from the last project.

Inventory

Understanding what you have, where it is and when stock is going in and out can help lower costs, and speed up service delivery. Your company may also rely on inventory control systems to assess your current assets, balance your accounts and provide financial reporting.

When you have control over your inventory, you’re able to provide better customer service. It will also help you get a better, real-time understanding of customer demand for your products. The more automated your system is the less paperwork.

There is a whole host of inventory management software options and we will assist you in tailoring one to suit your business.

Some benefits include:

  • Inventory management – keep track of products as you sell, manufacture and restock across multiple locations.

  • Integrate – sync with other systems such as POS packages, barcode scanners and shipping applications for complete oversight.

  • Orders & fulfillment – sync orders from multiple sales channels with inventory and accounting to boost business efficiency.

  • Relationships – keep all your customer and supplier data in one place, complete with purchase histories and customer insights.

  • Reporting – generate accurate sales, inventory, business reports and forecasts for better business decisions in real-time.

  • Save time – automate time consuming tasks so you can concentrate on developing your business.

  • Security and backup – all your inventory and order data is backed up, synced and secure in the cloud.

Operational Process

On top of core systems there are many additional processes and functions that can support the operation of a business. The correct configuration, selection and integration of these systems will deliver the greatest efficiencies to your operations.

Timesheet

Time tracking software is a tool used by managers and employees to record worked hours for billing, payroll or operations. They can capture time spent on assigned tasks and used to automate payroll or client invoicing.

There is a variety of cloud-based timesheet applications that allow businesses to benefit from:

  • reduce time wastage

  • bill accurately

  • automate your billing

  • improve project management

  • track time from any location, using any device, in real-time

  • online time tracking with GPS

  • time entry – manual and custom

  • tracking employee leave

  • employee alerts and reminders

  • employee scheduling

  • integration with other apps

  • approve timesheets and time-off requests

HR

Over the years one thing we have learned is that human resource management is time consuming, lots of administrative tasks, and some of which are still paper-based. Improving your business processes, as well as simplifying and streamlining administration is the key so you can focus on what you do best.

A modern cloud-based HR system can help your business:

  • Data – streamline employee data to make things simple, efficient and trackable for everyone in your organisation.

  • Automate benefits enrolment – empower your employees with access and knowledge about their benefits.

  • Manage compliance – manage forms and avoid penalties with management software.

  • Engage your people – provide smarter ways for your employees to update their own information, track goals, provide feedback and interact with managers.

  • Analytics – you can instantly identify trends or disparities in turnover, pay equity, headcount and benefits with just a few clicks.

  • Simplify compliance – share, sign and store all company documents on a platform. Company handbooks to forms for all your employees.

  • Performance reviews – improve your company’s performance management with 360-degree reviews.

  • Faster recruitment – automation of recruitment life-cycle can resolve major obstacles. Scanning and screening of candidates based on their roles, education and job responsibilities become much faster.

  • Online portal – they can be a base for IDs, compliance documents, resumes or any other policy related documents. It allows a business to keep and maintain entire HR management digitally with utmost transparency.

POS

Many modern POS systems are cloud-based and this can provide real advantages in the form of the following features:

Features

Flexibility

You can be accessing the POS system from any device as long as it’s connected to the internet. From a phone or a tablet, from work or from your home, you will always have access to your data.

Mobility

Inside your business the system can be used from a portable device. It allows your staff to move around with the equipment e.g. they can send orders to the kitchen and take payments at one time.

Real time processing

As soon as an item is sold the system instantly saves the information. Sales reports, stocks and customer information are always updated.

Secure backup

Data is always saved online which makes the system safer. As everything is automatic you don’t need to worry about needing to backed up data.

No high up-front costs

Most of the time a cloud-based POS system can be installed on your existing devices for a low monthly fee, which will save you from buying expensive custom hardware.

Personalised

There are many features you can add to personalise your POS system such as marketing, accounting, loyalty programs and employee benefits.

Inventory

A cloud system is easily upgraded and it can track your growth and business needs. Additional products, descriptions, categories, stock, features, barcodes, suppliers or stores can be added at any time.

Intranet

Social intranets have revolutionised business operations. The benefits of an intranet can deliver results for your organisation, such as:

Features

Engagement

A social intranet can inspire staff to contribute to projects and initiatives. By logging into a common space every day, your staff is regularly connected to each other and to your projects.

Communication

Social intranets can break down barriers and enable direct and clear dialogue among staff and management. Your team can share ideas, files, conversations and constructive feedback with interactive transparency with staff.

Information management

To communicate and collaborate effectively, you need to efficiently manage information. Intranets will organise and channel your business intelligence as staff can view key information at a glance in a dashboard format.

Calendar management

Tracking staff schedules and meeting spaces becomes more intuitive with an intranet. You can access personal and shared calendars in one space, eliminating the need to toggle between platforms when scheduling events.

Remote work capabilities

“Working from home” is quite common these days, particularly for businesses whose staff members aren’t located in one location.

Relationships

Your intranet can also improve your interactions with outside vendors or customers. Invite trusted people to join selected areas of your intranet can help streamline business functions and processes.

Business Intelligence

Business intelligence (BI) is designed to analyse and manage data related to your business operations. There is a variety of cloud-based business intelligence applications that help you to present data, providing extensive data analysis using rich visualisation and intuitive reporting.

Some key operational benefits of business intelligence applications are:

Features

Insights

Business intelligence software constantly collects and analyses data in order to deliver actionable insights for your business. There are numerous types of reports you can create using BI tools.

Visualisation

Reports can be difficult to interpret thus reducing the ability to recognise and act on key metrics. One of the key benefits of BI software is that it provides excellent data visualisation capabilities that are easy to understand and simple to interpret.

Data Mining

Data mining is the process of seeking patterns in data to identify trends and draw insights. BI analyses, processes and renders vast amounts of data. It integrates with data warehousing solutions, in-house databases (e.g. SQL servers), as well as both structured and unstructured data. This allows easy access to valuable information and enhanced decision-making processes.

Benchmarking

Benchmarking is a valuable data analysis tool to gauge your productivity, revenue and overall success. Organisations often struggle with benchmarking, but BI simplifies the process, providing actionable information and reports that are easy to understand.

Performance management

BI helps track, manage and implement performance goals. Making information accessible that would ordinarily take hours or weeks to track down and organise is a very powerful aspect of BI. Dashboards and real-time data users can easily organise important information, save time and allow you to deal with problems immediately.

Eliminate guesswork

Without business intelligence it can be challenging to make important decisions regarding management, finances, marketing efforts and more. BI implements a data structure to encourage data-driven decision-making and helps you know the best plan, plus taking a great deal of the stress and uncertainty out of running a business.

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