Re-engineer your business and improve your profitability
With all of the new technology and cloud-based services that are available these days, it makes sense to periodically review your business processes and apply that new technology to your business.
Sometimes it makes sense to sit back and review your processes
The world is changing at a phenomenal rate. New technology is being created all of the time and new cloud services seem to appear in business every few weeks. If you are not keeping up with these new services and taking advantage of them then you may be missing out on some great cost-saving opportunities.
Business process re-engineering is all about breaking your business down into the different processes that are required to make your business work and then re-think and research alternate ways to carry out those processes. With some processes, it may be possible to eliminate those processes.
Where should I start with business process re-engineering?
If you are comfortable carrying out the process yourself (as opposed to engaging an accountant or a BPR professional) then the first step would be to break your business down into the various processes that you need to carry out to make that business work.
One approach in mapping out your processes might be to build a flow chart of everything that needs to happen to make your business work. You will then be able to see which functions flow through to other functions and the various dependencies.
Every business is unique however, here are a few areas that you might consider looking at initially in the process.
- Cloud accounting systems. There are some brilliant online systems available like Xero and Quickbooks. Not only can you access your data anywhere on a variety of devices, but you can also set things up so that the software automatically imports statements from your bank and PayPal.
- Cloud storage services. No longer do you need to maintain vulnerable shared drives in your office. Companies like Dropbox will manage your files online and allow you to set up work groups etc. They appear like just another drive on your computer and are simple to use.
- Online backup services. Remember the days when you needed to keep hundreds of tapes and get the whole Grandfather, Father, Son principal happening? With some of the latest technology, you can backup on an hourly basis and restore to a specific time stamp.
- Telephone Systems. Think about using VOIP instead of your old analog service. If you are making a lot of calls specifically international calls then VOIP is a cost-effective option. Why not also think about a 1300 phone number
- Get yourself an online CRM to manage your sales funnel and to keep in contact with your prospects. CRM systems are developing at a phenomenal rate and the better ones are intuitive to use.
- Look at outsourcing your receptionist to a telephone answering service like Virtual Reception. We can turn a fixed cost into a variable cost and save you money in the process.
- Take a look at all of those fiddly little sales admin functions and see if you can outsource them to a virtual assistant. Not only could you save money but you might also be able to free up a bit of time in the process.
BPR involves taking a serious look at your business and making each staff member and each process justify its existence. Don’t hold back and try to think outside of the box.
Do I have to do it all at once?
A suggestion would be to build your flow chart and research each of the systems one by one. People are usually quite averse to change so it may be an idea to drip feed in your new processes.
Are some of these systems expensive?
Most of them are surprisingly affordable, however, they generally operate on a “software as a service” type model. What this means is that you pay monthly and usually on components. Make sure you understand what you are getting before you commit.
How much money can I save?
How long is a piece of string? It very much depends on how manual your current processes are and what you can automate. Some of our customers have saved up to 40% off their receptionist costs by outsourcing their telephone answering to us.
Is BPR just for bigger companies?
BPR applies to all companies, whether you are a one-man band or a multi-national billion-dollar organisation. New opportunities are presenting themselves all of the time and need to be investigated.
