Doing Business is Like Going to Battle: Come Prepared
Doing Business is Like Going to Battle: Come Prepared
These days your office cannot just contain a landline, a desk and a few filing cabinets. If you want to do business, you need to use the latest technologies such as electronic signatures for your line of work. You will need a good computer, internet access and other IT resources to make sure that you can track the progress of your projects and leads. You will also need a variety of other tools that can help you make the most of your business.
1. Smartphones. You will need a landline to make basic phone calls and sales calls, but a smartphone is excellent can do so much more than just calling. If you and a few of your key people have smartphones, you will be able to make calls, connect to the internet, and even access your secure electronic signature and affix it on important documents. You maximize the time you have while getting stuck in traffic or waiting for your flight to arrive.
2. Bookkeeping software. A business becomes more efficient if money and other resources are properly managed. As a business owner, you must invest in good bookkeeping software so you are able to track where the money is going and how your cash flow looks like. You can even integrate electronic signatures software into the program to make document signing and authentication easier.
3. Word processing software. Getting an office suite is definitely one of the things you need to invest in because you will need to create and manage reports and emails and keep a database of contacts and documents. This is especially true if you use template contracts in your business. Having templates stored in your computer makes it easier for you to revise and edit them as your business progresses. As with bookkeeping software, you are able to use your electronic signatures on these documents to make them legally binding and secure.
4. Calendar. No, not one you pin to the wall. Calendar software is necessary for your team to manage and schedule their calls and other tasks. Choose software that you can sync to your smartphone so your team can still check what other tasks they need to do even when they aren't in the office.
5. Backup software. Nothing can bring your business down faster than a system crash. Once that happens, all your data and contacts will be lost. Valuable time will be wasted in trying to recover them and that can possibly cost you your business. Purchase backup software that you can use to retrieve data when system crashes happen. You also need to make sure that you have backup for your secure electronic signature. Doing so ensures that no one else can abuse your signature. Electronic signatures software that has a timestamp is very helpful because it can determine whether the signature was valid at the time it was affixed.
6. UPS. This is self-explanatory. Whether or not you live in an area where electricity is stable, you still need to make sure that you have backup power supply.
7. CRM. Even small businesses can use customer relationship management software. With CRMs you can track and analyze your sales team's performance and sales data and optimize their lead count. You can either use SaaS (software as a service or "on-demand" software) which is a type of software that you access from the internet (something you can do on your smartphone) or traditional software you need to install and access from a computer. An additional treat for businesses that use CRM is that they can partner up with a company that offers secure electronic signature software to create an end-to-end cloud computing business model.
8. Printer. Although the use of electronic contracts, documents and electronic signatures will make your office paperless, you will still need to have a printer, since some customers will choose to have their contracts on paper. To save money, get a multipurpose printer---the ones that have a printer, fax machine, copier and scanner in one machine. This also saves space and energy.
9. Tablets. While you do not necessarily to get the high-end models, tablets where you can review contracts and other documents are helpful because of their portability. You can meet clients outside your office and have them sign their documents electronically with the tablet. Some electronic signatures software can be synced to a variety of devices, tablets included. Of course this can be done on your smartphone instead, but that scenario can be awkward. A laptop, while a good option, is not very practical when you need to carry a bunch of other things to your meeting, unless you get an ultraportable one which will probably cost an arm and a leg.
10. Collaboration software. Having software where you can have web conferencing and video calling is one environmentally responsible practice because it lessens the number of flights you need to take to meet your client. It is also a great way to cut costs, especially with the way airfares are skyrocketing. Collaborating online is easy and just as effective as face to face meetings and with the use of electronic signatures, clients can sign documents wherever they are on the globe.
Doing business is just like going to battle. You meet people and tell them about how great a company you have and hope that they find that your company is a good fit for what they need. However, that doesn't mean that you cannot make your company be more efficient. These tools help you do just that.
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