Effective Workflows – the Top Secret to Efficiency in Your Business!

Effective Workflows – the Top Secret to Efficiency in Your Business!

Do your workflows enhance your business? Or do they hold you back? Do you even have effective workflows in place, or are you scrambling to get tasks done and solve the problems that arise each month? It’s a common issue among many businesses, in that you and your team are so caught up in managing the day-to-day, there never seems to be the time to take a step back and look at the bigger picture. Yet, getting the right workflows in place is essential for saving time and improving efficiency.

What is a workflow?

A workflow is a set of actions and results that must be performed in order to get a job done. To map out a workflow, you can use digital tools and software, stick notes to a wall, or even use good old-fashioned pen and paper to recreate the processes and show them as a flow chart. This gives you a visual, step-by-step guide to how things are currently working and who is responsible for each part of the process. Having a bird’s eye view makes the big problems obvious, or could highlight the smaller sticking-points you were not aware of, putting you in the position to make effective changes.

Mapping Workflows

Taking the time to map out your current workflows is key to getting a full understanding of how your business runs. To get the most from mapping workflows, begin with the areas of your business that cause you the most hold-ups. This helps you to get the urgent changes in progress and bring the most benefits to your business.

If you have a team of staff, a workflow map means everyone knows exactly what is expected of them, and in what order. When looking at workflows, it is important to get input and feedback from team members who are carrying out the processes, as they know first-hand what works well and what the hurdles are.

Mapping workflows allows you to create simple processes to save time, such as automating actions that are repeated frequently. For example, in setting up email auto responders or creating templates to use for common documents, you and your team are already saving time and energy. When you begin to look at your workflows in more detail, you will see even more ways to improve efficiency. No matter how busy your day-to-day operations are, it is worth taking the time to map workflows because the benefits are exponential.

Benefits of Effective Workflows

Effective workflows can help simplify tasks, cut out unnecessary steps that are a waste of time and productivity, and create a streamlined approach that runs almost on auto-pilot. This not only benefits your own team, but efficient workflows create a good experience for your customers and clients.

Effective workflows set standards for your business that are always upheld and can be relied upon by yourself, your team and your clients. It eliminates unnecessary work, reduces errors, saves time and boosts productivity. Not only that, but when jobs are broken down into smaller tasks, it lessens that sense of overwhelm that contributes to work-stress.

It’s amazing how many positive effects come from efficient workflows, not only for a business but also for the team behind it. When everyone is working ‘from the same page’ it increases communication, team spirit and even brand image. It’s a win-win for everyone involved, from business owners and staff to customers or clients.

Ready to start?

When you are caught up in the daily grind of running of your business, it can sometimes feel overwhelming to stop what you are doing to map workflows, or review existing ones. As an online business manager (OBM) I can help you improve the way you work, creating a more efficient and productive environment from which you can drive the growth of your business. If that sounds good, get in touch to see how we could work together!

Business Systems – What Are They and Who Needs Them?

Business Systems – What Are They and Who Needs Them?

Simply put, business systems are a combination of strategies, tools and processes that help coordinate activities and allow people to work together and to achieve a specific goal, or solve a problem. No matter what the task, a series of actions need to be completed in order to get it done. Systems may work well, or they may not! But, every business, even the smallest, needs effective systems in place to facilitate the day to day running, encourage growth and maximise profits.

The right systems bring many benefits to a business. Not only do they ensure that the needs of both the business and its customers/clients are met, but it does so in a way that makes operations cost-effective and efficient.

Types of Business Systems

Every business needs systems, but what they are and the priority of each one will depend on the business niche and the business goals. As a rule, each business area typically has its own systems that enables movement in steps from point A to point B. Areas of business such as payroll, human resources, inventory management, marketing and accounts each has a set of actions, processes and software that are different from one another, but they all add to the journey that achieves a goal or solves a problem.

Some systems may be small, such as sending out email campaigns. Others may be larger and more complex, such as on-boarding new clients or staff members. It is also important to work out who is responsible for running each system, so that it works properly. For example, if a payroll system does not have someone to ensure all the necessary inputs are made in the right time frames, it would lead to a lot of unhappy employees!

Successful business systems create easy workflows, but it is important to realise that systems also need to be flexible so they can be adapted when business needs change. For example, a change in the market, new rules and regulations, or changing demands of a supplier, could create gaps in output or bottle necks that slow down productivity. Having flexible systems in place helps to keep business flowing during times of change.

Whatever the purpose of a system, it needs to run smoothly to reduce the need for additional work and supervision, allowing business owners and their staff to work smarter, not harder.

Do your business systems need upgrading?

Good business systems create standards for consistent output, streamlining your processes and operations. This also makes your business more profitable. However, creating the right systems and implementing them can be a challenge, especially where old systems that worked previously are no longer up to the job.

Sometimes when we have done things in a certain way for a long time, it can be daunting to make changes, especially when there are many other correlating links in the chain of action that may also need to be changed. That is when hiring an Online Business Manager (OBM) can help.

Developing new systems can be a time consuming process, but it is worth it in the long run. An OBM can look at the systems you already have in place and, with a fresh set of eyes, can see what works well and what could be improved. They have the skills and expertise to tweak existing systems, or completely overhaul them, by developing new processes and finding the right tools to create better workflows for your business.

When business systems work well, it means that time and energy is not wasted and can be channelled into new areas of development, or give business owners the chance of a better work/life balance. If that sounds interesting, get in touch to see how we can work together!

The Differences Between a VA and an OBM Explained

The Differences Between a VA and an OBM Explained

Sometimes the words ‘Virtual Assistant’ (VA) and ‘Online Business Manager’ (OBM) are used interchangeably. While both are support roles for a business, there are some key differences between the two. If you’ve been considering hiring a VA or OBM, knowing the difference will help you decide what level of service you need for your business. 

What is the role of a VA?

When your business grows and tasks become too much to handle with the capacity and resources you have, outsourcing to a VA is a great option. Whether it is help with general admin, or specialist tasks such as social media management, a VA has the expertise to take on many common business processes on your behalf. A VA takes direction from you, so when you want help, you send your VA tasks for completion.

A VA often works for a number of clients, each for an agreed amount of hours per week.

What does an OBM do?

An online business manager is less task oriented than a VA, rather they focus their expertise on helping you manage your business to drive growth and increase revenue. Partnering with an OBM means you allow them to understand your business inside out, and use their knowledge to work independently and manage things as they see fit. The advantage with this is that you do not have to micro-manage, an OBM can solve problems and keep your business running smoothly without your input.

Another advantage of working with an OBM is that you can take time off work or put your effort into new projects without worrying about the details of your existing business. Your OBM handles it all!

Adding to the confusion between the two roles, there may be some VA’s that also offer OBM services, but an OBM typically dedicates more time to their clients and has a deeper level of business management knowledge. An OBM tends to have fewer clients, and charges a higher rate due to their higher level of business acumen and expertise.

Do you need an OBM or a VA?

The level of help you need, how much control you are willing to hand over, as well as your budget, will be factors in deciding whether to hire a VA or an OBM for your business.

If you are looking for someone to oversee the complete management of a project, want to hand over the running of some parts of your business, or need help with planning and strategy to take your business forward, an OBM is the right choice for you.

If you need more staffing power to speed up day to day tasks, you like to keep a close eye on your operations, or would prefer to hand over the less exciting jobs to free up your time, a VA is there to help.

It is easy to see why the two roles are often confused with one another, as there is some overlap with the types of activities that a VA does, and an OBM will oversee. But when you really understand the difference, the two roles are distinct.

There are many great reasons to hire an OBM, especially for small business owners and entrepreneurs who typically lack a balance in their professional and personal life. There may also be a point where you feel as if you are spending too much time managing your business, and not doing the creative thinking that made you start your business in the first place. Whatever the reason for hiring an OBM, it can make a huge difference to your time, stress levels and overall well-being, as well as enabling new business growth and direction.

If you are looking for an OBM to help take your business forward, feel free to get in touch.

Why Hire an Online Business Manager? Top 5 Benefits for your Business

Why Hire an Online Business Manager? Top 5 Benefits for your Business

An Online Business Manager (OBM) provides professional, managerial level support for businesses. While there are similarities between an OBM and a Virtual Assistant (VA), there is a marked difference. A VA provides general office support, whereas an OBM oversees and manages a wide range of operational processes, freeing up your time so you can use your expertise where it is needed most.

Here are the top 5 reasons how hiring an online business manager benefits your business:

1. Handles Daily Tasks

Those daily tasks that seem to get in the way, yet are an essential part of keeping your business running smoothly, can all be handled by an online business manager. Project management, administration, communicating with staff and customers, organising documents and data… an OBM can create efficient workflows and improve time management.

2. Increase Growth

When you are not bogged down in the nitty gritty of core operations, it allows you to focus your time on developing your business further. You will have more time and resources to scale up and expand your customer base, and be able to act on new opportunities that come up.

Not only that, an OBM is likely to have the experience and skills to help you create new business strategies, and a wide business network where you can make new connections.

3. Fresh Set of Eyes

Sometimes, we are so close to our business that we ‘can’t see the wood for the trees’. When you first began your business, you may have had ways of doing things that worked well at the time. However, as your business grows or changes, those processes become less efficient. It can be hard to make changes when you’ve always done things a certain way, or don’t have time to implement a new way of working. An OBM is a fresh set of eyes on your business, and may be able to suggest new ways of streamlining processes that you never thought of before.

4. Improve Work/Life Balance

Running a business is often challenging, especially for entrepreneurs who have to manage many aspects. When you spread yourself too thinly, both your business and your personal life begin to show the strain. There may also be times when you need to take a day or two off, such as through illness or commitments. It’s impossible to be in two or three places at once and still expect to be working effectively, so hiring an OBM can help provide that much needed manpower to make sure all areas of your business are running smoothly.

5. Freedom to be Creative

As a business owner, founder, or CEO, you are the visionary that steers the ship. When the day-to-day pressure is lessened, you can use your creativity to think of new ways to develop your business, how to best serve your customers or clients, and create future plans that fully align with your business values.

Ready to find out more?

Whatever the size of your business, if you are finding that time spent on core processes is slowing down growth, then hiring an OBM could be the answer you’re looking for. Feel free to get in touch to see how we could work together to support the growth of your business.