Small Business Online Records Management Resource

Global technology

The number of options for online records management solutions for small businesses continues to grow.  There is a great user-friendly records management tool that small businesses are sure to benefit from.

Info Dome as an online records management solution

There is now a way to create a database online for the non-technical users.  It’s called Info Dome!  No technical knowledge, or advanced database training is needed.  Just how user-friendly is it?  If a person is able to generate the standard Excel spreadsheet, the person should have no problem working within Info Dome.

A person only has to import existing data information into the system.  The online database tool pulls the information from the spreadsheet and detects the appropriate fields.  From there, the system generates the web forms needed to maintain the records.  Once the information has been uploaded, the data can be shared with multiple users.  The administrator simply has to assign the appropriate user privileges to team members.

Info Dome also has great reporting features.  The reporting capabilities are easy to use.  The user-friendly interface allows the person to create customized reports by simply dragging and dropping the various fields needed.  The application also has embedding capabilities.  The finished records can be directly embedded into a small business website.  The database tool creates the code that can be cut and paste directly into the website.

This is a powerful and user-friendly online records management solution for small businesses.  The rates for the services are based on volume and the number of users.  The Info Dome site offers a free 30-day trial for consumers.

Local Outsourcing and Offshoring Considerations

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The global economy made it possible for companies to outsource various components of their business processes throughout the world.  Small businesses have been able to take advantage of the opportunity for savings by utilizing outsourcing companies in cheaper labor markets.

There is definitely a benefit in offshoring certain processes, but there are also some risks in doing so.  Many small businesses should consider the following risks when evaluating their virtual outsourcing needs.

Possible exposure to security risks and small businesses

Some companies see value in having their virtual outsourcing needs met through offshoring.  But offshoring can expose a company to increased security risks on many levels.  Sensitive client data can be accessed and redistributed in error, or intentionally resold for commercial reasons by the outsourcing firm abroad.  A company may run the risk of falling victim to a possible security breach because the company data is now accessible outside of the US.

Communication barriers and cultural misunderstanding in offshoring

Whenever a vendor is selected to handle a small company’s virtual outsourcing needs, the beginning stages of the partnership can be the most challenging.  The beginning stages can become somewhat complicated when working with a virtual outsourcing firm that is located abroad.  There is a potential for cultural misunderstanding and possible communication barriers.  Using a local outsourcing provider helps bypass some of the challenges associated with a lack of cultural misunderstanding.

Multi-year contracts with offshoring firms

Many companies that work with virtual outsourcing providers are under multi-year contracts.  Multi-year contracts help a small business budget and anticipate costs for a set number of years.  Because businesses go through cycles, a small firm may find that their financial circumstances can change.  This has especially been the case in these current economic times.  Certain provisions make it difficult for the company to get out of the multi-year contracts.  Local outsourcing providers tend to offer more flexible solutions.  Small businesses find that local virtual outsourcing solutions companies are able to contract on an on-demand or month-to-month basis.  A small business can circumvent the complicated process of negotiating or unwinding a lengthy multi-year contract.

Complex processes more easily handled by local outsourcing providers

Small businesses can really benefit from virtual outsourcing solutions companies for call center services.  In fact, simple order intake processes can easily be handled by offshoring service providers.  As the processes become more complex, there may be a need for more extensive hands-on involvement and training.  Should the processes become increasingly complex, as some business processes do when a business flourishes, then the business may have to travel abroad frequently to handle training needs.  The process of training is a demanding one, and the small business may find this process to be cumbersome.  Local virtual outsourcing providers can easily recruit and identify the necessary resources with the required skill sets to seamlessly adapt to more complicated processes.

Benefits in using local outsourcing solutions providers

Utilizing local outsourcing solutions providers offer many benefits.  Working with local outsourcing providers minimizes security risks and the likelihood of a security breach, or misuse of company data.  Cross-cultural misunderstanding becomes less of a concern in outsourcing locally.   Local virtual outsourcing providers have more flexible short-term contract solutions.  When the process of a small business evolves, the local virtual expert is better-equipped to identify the talent with the necessary skill set needed to handle the business process changes.

Virtual outsourcing solutions companies are a great option for small businesses in need of additional support.  Small business owners are encouraged to think long-term when evaluating their business process needs.

SharePoint Project Planning for Small Businesses

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Small businesses are starting to utilize SharePoint for more than just document storage.  SharePoint project planning is becoming increasingly common among small businesses.

SharePoint project planning for small businesses

SharePoint project planning for small businesses helps small businesses organize the different aspects of a project.

SharePoint project planning: Task Assignments, Task Management

Tasks can be assigned to teams and individual team members from within the system.  Individuals are easily able to provide status updates for their individual progress on a particular task.  Members working on various aspects of a project are updated at all times on the progress of the milestones.

SharePoint project planning: Team Communication

Project managers in small businesses are able to easily communicate effectively any major changes immediately as they occur to the entire team.  Communication capabilities within SharePoint helps small businesses quickly disseminate information to the involved team members.  It ensures that all individuals remain on the same page.

SharePoint project planning: project-related documentation consolidated

Project-specific documents, such as invoices or proposals, are easily stored within the system.  Different users are able to access the documents with certain viewing privileges.  This is helpful in situations where documents need to be verified, but not necessarily handled by others from different teams.

Project management in SharePoint is possible for small businesses.  SharePoint project planning helps small businesses effectively organize resources and streamline business processes.

E-Commerce Bookkeeping Basics

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Bookkeeping can be a daunting task for the e-merchant just starting out.  E-commerce bookkeeping is an extremely important process for virtual store owners.  Here are some basic bookkeeping tips for effective e-commerce bookkeeping.




E-Commerce Bookkeeping Basics


  1. Maintain all of your invoices in one location.  Since many of the e-merchant services bill electronically, be sure to maintain all of your documentation in one file location.
  2. Backup all your electronic invoices and documentation to an online storage location, or flash drive.  If your account is somehow compromised, or your PC stops working, the backup copy will be useful.
  3. Keep the categories of expenses and items to a minimum in your invoicing system.   Overly complicated classification systems make bookkeeping more time consuming.
  4. Set a day out of the month where you will audit all recorded transactions.  Do this consistently to ensure the accuracy of your numbers.
  5. If you are using online bookkeeping software, be sure to rotate your passwords periodically for security reasons.  Also make sure that all of your online transactions are done over a secure connection.

Effective e-commerce bookkeeping is critical to getting your virtual store off the ground. Stay tuned! The next post will touch on various online bookkeeping software applications!

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Five Commonly Outsourced E-commerce Processes

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Successful e-commerce merchants usually find that as their business grows their need for additional resources does also. Owners of e-businesses find that it is often easier to outsource certain e-commerce processes. Here are the five commonly outsourced e-commerce processes.

E-store management

Some e-merchants decide to design their store and its functions around processes rather than people. When an owner does this, it is easier for the person to outsource all of the e-store management duties to a virtual solutions provider or individual to manage. The management duties include: dealing with suppliers, management over order fulfillment, customer service, and any virtual bookkeeping required.

E-commerce descriptions

E-merchants sometimes find the marketing aspect of a product to be the most challenging in running their online stores. For this very reason, many businesses are using virtual freelancers to handle and manage the e-commerce descriptions for their items. The specs, dimensions, and a solid description are all necessary to help e-stores move merchandise.

Customer service

Sometimes and FAQ page doesn’t answer all of the questions a customer may have about an item. This is why customer service reps are often brought on board to handle and field customer inquiries. E-stores choose to manage their customer inquiries in a variety of ways. Some e-merchants choose to handle all inquiries completely via email, while others decide to handle all customer service inquiries by phone or messenger devices.

Data entry processes

Some virtual stores outsource their data entry processes. In order to do a data upload, the information may have to be manually entered into a spreadsheet, properly formatted according to system needs, and QA’d for accuracy prior to initial upload. Many of the e-store solutions use upload mechanisms to enter listing and description info for their store inventory. Data entry processes can sometimes be labor-intensive; so many virtual businesses would rather outsource this particular process.

Virtual bookkeeping

Another commonly outsourced process for e-merchants is bookkeeping. Virtual bookkeeping resources can be used as a pseudo-accounting department for a business. In online bookkeeping, an individual can manage all invoicing and other transactions remotely. Record keeping is just as important with virtually run businesses as it is with traditional offline businesses.

These are several of the five commonly outsourced processes for e-commerce businesses. Both smaller and larger e-stores outsource these processes on varying levels.

What Is Online Bookkeeping?

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Online bookkeeping is a virtual outsourcing solution used by businesses looking to cut overhead costs.  This process is sometimes referred to as virtual bookkeeping and small businesses commonly use this service to maintain their financial records.




How does online bookkeeping work?

Many entrepreneurs find that small business bookkeeping online helps them manage their accounting records better. The online bookkeeping process typically requires an electronic means of communication and uniform transactions that need to be recorded.  It is important that a small business consider the volume of transactions before looking into virtual bookkeeping services.

How are transactions stored in the online bookkeeping process?

The bookkeeping transactions online can be stored in various virtual records management systems.  This is a common practice for many virtual bookkeeping providers.  The bookkeeping transactions could also be tracked and managed exclusively via email.  This is also a common practice in virtual bookkeeping. This usually involves the automated classification of inbound transactions that require processing.

Online bookkeeping is a flexible option for small businesses that are looking for a cost-effective way to manage their financial records.   Small businesses that have a need for virtual bookkeeping tend to have transactions that are uniform in nature.  Small business bookkeeping online is not a good fit for scenarios where the transactions aren’t unique.

Why Entrepreneurs Thrive in E-commerce

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According to ComScore Networks, 34% of consumers shop online before visiting an actual store.  Consumers are less hesitant to shop online because of perceived improved safety.  In fact, Sweeney Research states that 76% of consumers believe that safety in online shopping is improving. The world of virtual shopping has changed remarkably because of companies like eBay, Amazon and Yahoo.  These e-commerce sites have made it easier for home-based businesses and dropshippers alike to flourish.  Entrepreneurs thrive in e-commerce because of the flexibility.

Web-based businesses are able to track their transactions using specialized software, if needed.  For example, eBay made it easier for QuickBooks Pro users to effectively import their sales transactions.  They even created a solution called the eBay Accounting Assistant to streamline the process.  E-merchants can also export their transactions to spreadsheets for tracking purposes in some of the web store solutions available.  Instead of exporting transactions, the e-merchant may take a more passive approach, and track the transactions through email notifications of sales made.  This is usually an option for e-merchants that outsource their bookkeeping processes.  All of the well-known e-store companies have mechanisms in place that facilitate the process of sales and invoice tracking.

Other merchants in e-commerce recognize the benefit in being able to handle order fulfillment in multiple ways.  Order fulfillment can be handled internally or externally.  Some e-business owners prefer to process and fulfill the order onsite.  Others prefer to handle order intake and have the orders fulfilled offsite.  Many prefer the automation that is made available through the process of dropshipping.  There are dropshipping companies that handle the orders and manage the fulfillment process.  The e-merchant who dropships could outsource the management, order fulfillment, and bookkeeping process of the e-store.  Flexibility in order fulfillment is a major bonus for e-commerce businesses.

Many offline stores require staff employees to perform multiple duties in addition to bookkeeping duties.  The overhead associated with an employee is sometimes unavoidable for brick and mortar businesses.  E-commerce store models make it easy for businesses to outsource their bookkeeping processes.  E-merchants are usually extremely comfortable in a working environment where most of their business processes are virtual.  The very structure of the e-store shapes the administrative processes in place.  This makes it easier to outsource the bookkeeping tasks of recording, reporting, and tracking web store transactions.

Through virtual outsourcing solutions, the e-merchants have the distinct advantage of being able to focus on business growth while keeping overhead costs relatively low.  E-store owners have the option to be as involved, or as hands-off as they desire to be in their virtual stores.  E-merchants are able to outsource certain processes, and adapt the best model of their business, to enjoy the level of freedom desired. Entrepreneurs are able to thrive in the world of e-commerce through the flexibility the virtual environment offers.

Image credit: Digital Media Buzz

Two Ways Companies Are Using SharePoint

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SharePoint is an exceptional productivity tool that is being used by businesses of all sizes.  Small businesses that utilize SharePoint do so with business intelligence, efficiency and organization in mind.  SharePoint offers the necessary tools for a business to meet the challenges of tracking, managing and organizing data.  Here are two ways that small businesses are using SharePoint.

To track invoices

Small businesses that desire to save in physical storage space use SharePoint as an online file storage system.  Online records management systems like SharePoint help a business keep track of important records like invoices and purchases orders.  Because the invoices are stored in a centralized location, the research process of financial records is streamlined.  Excessive physical files often come with maintenance limitations.  This is especially the case if the files are stored offsite, or if filing systems change frequently within a given business.  Small businesses maintain and track financial records in systems like SharePoint because electronic records are easier to manage, update and research.

Small businesses collaborate in SharePoint

Small businesses use SharePoint as a project management tool.  SharePoint comes equipped with collaborative workspaces, issue tracking mechanisms and other project tools designed to help a company effectively manage multiple projects, often larger in scale.   Teams are able to collaborate in a meaningful way utilizing SharePoint because users are able to update specific tasks and milestones included within a project.  Some small businesses choose to use SharePoint in conjunction with MS Project.  The two combined allow an entity to manage budgeting, milestones, tasks, resources and other aspects of a project through the modules provided.

Small businesses use SharePoint to track, manage and organize data.  Benefits associated with using SharePoint include streamlined business processes and improved project management capabilities.   Small business solutions like SharePoint help a company target areas for improvement and meet performance standards.

Do Promotional Items Work?

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Where did this pen come from?

Businesses looking to increase their brand awareness understand the importance of marketing.  The marketing effort of a business can translate directly into sales.  Some companies that look to increase their brand awareness use a combination of offline and online marketing campaigns to target their desired audience.  Many businesses forget about the marketing approach which uses promotional products to increase brand awareness.

The perfect marketing formula consists of product, price, place and promotion according to Neil H. Bordon.  A business must do its best to marry all of the ingredients successfully to increase brand visibility.  Promotional efforts of a business must involve all ingredients to ensure a certain level of success in marketing.

Engaging the senses

In a networking environment, there are many faces to recall and many business cards to collect.  The higher the volume in attendees, the harder it can be for a business to leave a powerful impression.  Promotional pens and promotional key chains make it easier for a business to stand out.  While an individual might struggle to remember the name of an individual that handed them a business card, an individual will have an easier time remembering the logo of a business or service when reminded visually by an item.  Statistics show that communication is 55% visual.   A person is more likely to remember the business or logo, if a visual reminder is presented upon introduction.  A Georgia Southern University study found that 71.6% of attendees at a tradeshow were able to recall the name of the company that gave them the promotional product.  While most individuals will struggle to remember the name of an individual at a networking event, they will more likely be able to recall the person that gave them a promotional pen.

Another benefit to using promotional items in marketing efforts is the tangibility factor.  Touch is the way people learn as infants about the world around them.  The sense of touch is still very much a part of the learning experience for adults.  Handing an individual a promotional gift further engages the senses.  A person is able to then assign a particular encounter to memory through touch, as touch reinforces memory.  Communication is more effective when individuals engage multiple senses.  This is precisely why some individuals use promotional marketing items for business purposes. Promotional pens invite the customer to become more familiar with a company.

A Call to Action Maybe?

A promotional item presented at a business event can act as a call to action.  It invites the contact to explore what a business has to offer.  It’s very hard for an individual to avoid studying an item received at an event.  Out of curiosity, the individual can feel the need to become more familiar with the business or service the pen represents.  Whether or not this translates into an actual sale or website visit, an individual will most likely attempt to explore the promotional gift and learn more about the business.  The customer will especially appreciate the token if it is useful.

Utility Matters

If a person were to present someone with something useful, the person will probably use it.  It is always to the benefit of the business to select a useful promotional item for marketing purposes.  An LJ Market Research study reports that 73% of people that received a promotional item reported using the item at least once a week.  A promotional mug or notepad all make for great gifts to give to potential clients.  A promotional item should be practical and useful.  The more useful the item is the better, as it gives a business a change to promote service offerings on a continued basis repeatedly with each use.  People that drink coffee will see the promotional mug as beneficial, just as people that struggle to keep up with a pen will find the lone pen with a logo on it useful.  Practical items make for solid promotional gifts.  A person is more likely to recall an individual that handed them something useful.  A study shows that 55% of people reported keeping promotional gifts for over a year.  Just as people like useful gifts, they love free gifts.

Generosity

Nothing piques interest in a business like free stuff.  A business card is a popular choice in networking events, but free stuff can boosts a company’s popularity significantly in a professional setting.  Businesses are used to paying for services and products, so many attendees will find it refreshing that someone gave them something more than a simple business card.  Giving really pays off.  A study from Baylor University found that businesses that used promotional products in their marketing efforts received 22% more referrals.  Another study from Southern Methodist University found that individuals presented with promotional gifts reordered items 18% quicker than those who received coupons.  The business that invests in free promotional key chains to clients can expect a reasonable return on the investment, possibly increasing the likelihood of repeat business.

Gratitude

Businesses that use promotional tools in thanking a client for business can increase the chance of repeat business.  Where many companies simply attach the message of ‘thank you’ to an invoice, an unexpected gift of appreciation from a business will be well-received.  The promotional mug or keychain mailed with an invoice and card require extra thought.  The client will know that this required additional thought and will be more likely to respond in kind.  Word of mouth in the form of a referral could end up as the result of such a generous act.  A Wayne State University study found that sales increased with companies that provided gifts accompanied by a ‘thank you’ letter.  Sales increased 400% among customers that received a promotional gift in addition to a card within 6 months.  Securing the business proves to be as equally as important as thanking the client for the business.  Imagine the phenomenal return on investment in a promotional item can yield.

Affordability

A business invests in a message that it wants to send its target audience for a fixed price.  Businesses that want to be able to control portions of their advertising budget find that bulk orders of promotional gifts present a business with flexibility.  Businesses that want to get the most out of their advertising budget realize the importance of getting a message sent repeatedly to the audience at an affordable rate.  When a business orders items at a fixed rate, the business is able to control marketing costs.  Promotional gifts are one of the few ways that an increase in quantity needed can actually translate into savings.  There is also a convenience associated with the use of promotional gifts.

Outsourcing a portion of marketing processes

When using promotional gifts, a business is partially outsourcing its marketing efforts.  When the proper company is selected as a provider for the desired promotional tools, the company can take over the design process, the logo, and the messaging of a marketing campaign.  When more promotional tools are needed, the process becomes partially automated as the business only has to reorder the items.  A company is able to focus on its core competencies when it effectively utilizes its resources allocated toward the production of promotional pens.  Promotional gifts used in a company’s advertising efforts offer some advantages.

As a component in advertising

The use of promotional marketing items also complements other advertising efforts for a business.  A company must be able to consistently deliver the same message to an audience in several ways.  A company cannot rely solely on networking or web presence alone.  The use of promotional marketing items such as pens or mugs helps a business expand its marketing efforts by enhancing the current advertising efforts of a business.  A Louisiana State University study found that brand credibility was highest among participants who were exposed to multiple mediums of advertisement.  The favorability of a brand improved up to 44% when promotional tools were introduced to the target audience.  Another study on promotional marketing items was conducted with Georgia Southern University and it produced similar findings.  This multi-dimensional approach translates into higher brand awareness for businesses.

The use promotional marketing tools in a business is becoming increasingly popular.  The use of promotional gifts has proven to be a sound investment by the companies that use them.  As a way to increase brand awareness and favorability ratings among consumers, promotional marketing tools are frequently used.  The use of such promotional products increases the name brand recognition through repeated exposure and by engaging the senses.  Customers are appreciative of free useful items they have received and the use of the items has been found to increase referral and reorder rates with customers.

Invoicing Tips

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Money and effective business processes go hand in hand.  Many small business owners become lax in how they handle their invoicing.  It’s important for small business owners to ensure that their invoices are delivered on time and with all of the pertinent information.  This post covers what a proper invoice should include.

Here’s a quick checklist for what all invoices should include:

  • Service the client is being billed for, the more descriptive the better.
  • Payment terms!  No invoice should be issued without payment terms.  If you use accounting software, this portion of your billing can be automated.
  • The correct billing information.  What happens if you end up having to collect on the account?  If you do not have the proper billing information, this could complicate the collections process for you.
  • The date. All invoices should be dated.  It’s perfectly ok to duplicate invoices using your accounting software, but it’s imperative to create a new date for that invoice.
  • Your correct billing information for your business.  It’s important to make sure that the customer knows where to send the payment.
  • A reference number.  A customer should be able to follow up with you on an invoice using an invoice or reference number.  Keeping track of the numbers issued is a must.

Many small business owners struggle with invoices.  Other small business owners have grown to the point where keeping up with billing can be cumbersome.  An individual overwhelmed with invoicing should consider adding on a virtual solutions provider or outsourcing the billing process completely to a firm that specializes in small business solutions.

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