MTR Virtual Solutions, LLC

Posts Tagged ‘small business solutions’

There are a number of great free small business software solutions available.   This is to the benefit of the entrepreneur just starting out, or professionals that work virtually with clients.  Since entrepreneurs are in constant need of small business solutions, the site will periodically introduce the free software applications available.

Stixy is an interesting online collaborative tool that functions as a storyboard.

Overview of Stixy

The Stixy storyboard is an interesting way for professionals to share files and collaborate online.  There are a number of features available in this online application.  The features are referred to as widgets.  The widgets are the tools used to construct the storyboard.  Notes, photos, documents and to-do lists can be used within the storyboard.  The widgets are activated through the drag and drop method.  The widgets used for adding photos and documents can be easily added by browsing the desktop and uploading the necessary file.

Sharing & Stixy

It is possible to share documents and photos with other individuals and virtual team members by sharing an invite via email.  One has to share certain storyboards with others by adding them as an authorized guest.  The user can have editing or view-only options.  A password feature can also be added as a requirement for the guest to gain access to the storyboard.  The option of keeping a storyboard private is also an option.

Who could benefit from this tool?

Wedding planners could work remotely using this tool to brainstorm with potential clients.  A graphic artist can share mockups of a design during a virtual conference.  A web designer could use this tool to communicate with a client about design and layout ideas for a website.  Event planners could use this tool to collaborate with a team on the progress of certain tasks that need to be completed.

The Stixy application is a user-friendly tool for small business owners to collaborate online with virtual team members.  This small business solution would be a great addition to any virtual office environment.  Brainstorming, collaboration, and planning could easily be executed through this online application.

Stixy

Most entrepreneurs will have to look for ways to cut spending on their small business resources at one time or another.  Many entrepreneurs spend hours pouring over their small business bookkeeping in hopes of finding innovative ways to cut spending.   Some entrepreneurs focus on streamlining small business processes, while others  focus exclusively on reducing the small business budget.  It comes as a surprise to many how much can be saved by reducing the amount of paper used in everyday small business processes.

Less Paper in A/P & A/R for Small Business Bookkeeping

An entrepreneur can save paper in routine small business processes.  In small business bookkeeping, many entrepreneurs repeatedly print invoices to fax to the customers.   Less small business resources can be used by saving a PDF version of an invoice to the PC, and emailing or internet faxing a copy to the customer.   Cutting the amount of paper used in accounts receivable processes is one of the easier ways to rein in a small business budget.

Some small business processes include printing a copy of an invoice before paying it.  Small business bookkeeping can be automated in a variety of ways.  The business owner can simply modify the accounts payable portion of  small business processes to skip the printing entirely.  Many banks already offer small business resources for accounts payable processes anyway, so the business can opt for paperless billing.  Automating small business bookkeeping through online banking can also cut small business expenses.   Accounts payable solutions, such as online banking, can really help the small business budget.

Document management solutions for small business bookkeeping functions are important in cutting paper costs. The small business budget must allow for the necessary records management solution.  When small business processes are automated, and documents distributed electronically, the records should be organized and maintained in a records management resource.   There are some affordable small business resources that are ideal for storing accounts payable and accounts receivable documents.

It is easy to modify printing habits in small business bookkeeping.  Modifying small business processes to reduce the amount of paper used in A/P and A/R is a great way to save.   Printing less helps the entrepreneur save in small business resources, and this can help keep a small business budget in order.

Small Business Special: Managing Large Volume of Email

One of the top complaints from Atlanta small business owners is excessive email correspondence.  In fact, most entrepreneurs spend a great deal of their time answering, sorting and managing emails.  There are some Atlanta business owners that complain of never having enough time to get through their entire inbox.  Managing a large volume of emails can be done in several ways.

Email Tips for Atlanta Business Owners

Atlanta business websites should contain a comprehensive FAQ page!

Atlanta entrepreneurs can update their FAQ page on their website.  The inquiries received via email are a symptom of a larger problem.  If there are redundant inquiries by clients on a particular service or product, then it would be beneficial to set aside a day to consolidate and answer each of those questions.  In addition to focusing on the inquiries received, one can also explore other potential inquiries a client could have in the future.  Once this is done, the webmaster or Atlanta service provider can update the website to reflect the changes.  Adding or updating an FAQ webpage could be beneficial to a small business owner struggling with a large volume of emails.

Atlanta small business owners could consider an autoresponder.

The autoresponder can be structured to simply inform the contact that their email has been received.  It can even include an anticipated response time.  It could potentially map out common inquiries within an email; where each question is linked to the section of the site where the inquiry is answered.  It could direct an individual to the right point of contact for handling such inquiries.  For example, if there are multiple individuals working within an office setting, the autoresponder could outline the appropriate extensions and email addresses for the people responsible for certain functions.  Autoresponders are a great way for Atlanta entrepreneurs to manage heavy email volume.

Atlanta entrepreneurs can use rules and filters for their email.

It’s perfectly logical for the small business owner to want to be highly responsive and accessible to their clients.  And while there may be an occasional industry-specific newsletter or two worth holding on to, reviewing the newsletter isn’t really an urgent matter.  This is where the rules and filters can be used.  One can set the filters within an email client to route correspondence to folders based on the user’s preference.  The filter makes it possible to separate the email marketing content from the urgent customer request or order that needs to be fulfilled.  By using the rules and filters offered in most email clients, it is easier to maintain control over a growing number of emails.

Most Atlanta business owners can really reduce the amount of time dedicated to managing a high amount of emails by using the tips above.  Email management can be a great timesaver!

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.

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.

Many small business owners often run their businesses from a laptop within their own homes.  Some entrepreneurs even have an official home office.  A small business owner that runs a business from home may soon find that they need an additional resource to meet with clients outside of the home.

Could my small business benefit from such a resource?

There are multiple scenarios for which a small business owner should look for additional resources for meeting with clients.  The entrepreneur who happens to be a either a pet owner or a smoker could benefit from having a meeting space outside of the home.  Some business owners are sensitive to the needs of the clients that may be allergic to animals or cigarette smoke.  Perhaps the startup’s home office can’t comfortably accommodate the three or four people invited to attend an upcoming business presentation.  It’s important for small business owners to have the necessary resources to properly accommodate and entertain potential clients.

What kind of affordable resources are out there?

There are companies that offer small business solutions for these challenging scenarios.  Companies like Regus offer professional meeting and office space for small business owners in need of corporate meeting space.  They offer flexible and affordable options specifically tailored to meet the budget of small business owners or startups.  Small business owners can have the professional corporate appearance that many clients are used to meeting in without the additional costs associated with maintaining an office space.  There are also conference rooms for the professionals who occasionally need a additional space for business presentations or larger meeting events.

There are many companies out there that offer small business solutions for professionals in need of similar affordable business resources.  The business owner can either join a professional organization that offers discounts for similar resources, or look to companies like Regus that offer these types of resources for small businesses.