5 Ways You Can Increase Your Office’s Efficiency

Large businesses have a full team for every aspect of daily operations. That, unfortunately, is a luxury small business owners don’t have. But today’s small businesses have a wide variety of tech tools to help make the job a little easier. HP recently released its tips for using technology to increase small business efficiency.

We’ve summarized some of HP’s most important points, plus added a few of our own. Here are some of the top tech tools that can help automate your business processes to increase efficiency and productivity:

  • Use an Electronic Calendar–If you still have six different daily planners and sticky notes plastered all over your office, you may be spinning your wheels. Consolidate everything you do into one calendar you can access from anywhere. If you use Microsoft Outlook for e-mail, you already have a great calendar, complete with to-do lists and appointment reminders that show up on your right pane anytime you’re checking e-mail. Better yet, your calendar is available on the web from anywhere.
  • Go wireless–If your office isn’t already wireless, consider making the switch. Not only will this allow you to print to the closest printer no matter where you are in the office, your clients will appreciate the ability to get online while in your office for meetings. You’ll also be able to save money and time on hard-wiring all of your devices.
  • Go paperless–Your small business needs the ability to scan. By scanning and storing files securely on a server that is regularly backed up, you can eliminate the need to pay for file storage space. This will also help make your small business more mobile. As you strive for a paperless office, encourage your employees to print less and save files to the server instead of printing them. Consider automating any forms you use and transferring customer paperwork to your company website.
  • File sharing software–Many secure, Cloud-based solutions are now available to make collaboration easy. Consider a service like Sugar Sync and Syncplicity, which automatically back up your files to a central server that allows your team to always access the latest version of all files. This prevents your team from getting confused about which version is the latest.
  • Check into Cloud-based solutions–Even big businesses are turning to the Cloud for everyday business processes. Technology solutions are available that can help your small business operate more efficiently without hiring additional staff or buying expensive equipment. Everything from your full-time receptionist to the servers that hold all of your files can be replaced by an automated system, in many cases for a small monthly fee.

Today’s small business has to be prepared to meet the challenges of competing with corporations and larger businesses. Since funds often aren’t available to hire additional staff, checking into technology-based solutions is often the best way to make business processes more productive. Look around your office and ask yourself, what can be automated to free up more hours in the day? Chances are, there’s a technology solution that’s easy to implement and affordable, too!

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Stephanie Faris

Stephanie is a freelance writer and young adult/middle grade novelist, who worked in information systems for more than a decade. Her first book, 30 Days of No Gossip, will be released by Simon and Schuster in spring 2014. She lives in Nashville with her husband.

13 thoughts on “5 Ways You Can Increase Your Office’s Efficiency

  1. KC Truby

    We’ve been doing this for years with a service called paperless overnight.   They do every thing for us in the back ground PLUS since they have our documents on their secure servers they do our bookkeeping for 97 cents a transaction.   We saved about $4,000 a month on that one idea alone.   

  2. Funding Gates

    Paperless is my favorite on this list. Double benefits of course. If more businesses went paperless, huge effect on the environment, but it really does make everything so much more organized!

    KC, I’m also interest to learn more about what exactly that service is!


  3. Kacee Johnson

    Definitely check out Cloud solutions – it can help save your business up to 70% on IT expenses but more importantly provide higher security, disaster recovery and value added services to your clients. Cloud9 Real Time is an accredited and licensed MSP – http://www.cloud9realtime.com

    • Kundan Lal Rana

      I agree with you! Cloud solutions such as DropBox, Google Drive etc. that lets you go paperless and allows you to easily access your business documents anywhere, anytime. At http://www.acecloudhosting.com ,we understand this requirement and offer cloud hosting of applications for small business.

  4. joanna finn

    I work for dailyPA.co.uk. We provide virtual personal assistants in the UK.

    Our clients tend to outsource admin, digital marketing, social media, general business tasks & personal chores. Our

    clients are mostly small & medium sized companies, as well as busy individuals like financial advisers, IT

    consultants and entrepreneurs. Our personal assistants are all UK based &

    client data is protected by UK law. We assign a dedicated personal assistant

    who works like an employee that the client knows & trusts (but at a fraction of the cost of a part-time employee) &

    enables them to spend their time on the things that really matter. If anyone needs a virtual assistant in the UK, my company dailyPA.co.uk would be delighted to assist.

  5. lily smith

    These are effective ways to make your office and data effective and efficient. Going
    paperless and using cloud services will make the office work more effective while saving your time. Sagenext cloud services are helping clients’ businesses grow and succeed.


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