To make virtual staffing a reality in your business, we recommend that your business goes paperless or at least paper-less (less use of paper). In today’s fast-paced business landscape, you need to be able to quickly put documents at the fingertips of the right people, at the right time from anywhere. You won’t be able to do this if you’re drowned under stacks of paper and rummaging through your filing cabinets every time you need to search for a document.
Get over your paper addiction. Start consolidating all your documents into a cloud based centralized document management system to enable you to act quickly with the right people when it comes to accessing information. In order to streamline your business operations and take excellent care of your clients, it is extremely important that you process documents electronically (using the system to automatically manage, track and report on these processes). When you expand paperless across your business, you will be better ready and able to take on offshore outsourcing staff and apply complete end- to- end business workflows that automate and apply existing processes more efficiently.
For instance, instead of having client records on paper, all communication with clients and client records should be electronically recorded, stored and accessible online on a CRM (customer relationship management system). So if you have a virtual sales staff, you can readily provide your virtual sales agent the relevant access levels to the CRM so that your staff can access relevant client records. If the need arises, your sales agent can share related client information and tasks via the CRM with another authorized staff like a virtual administrative staff to take care of the client’s administrative needs.
Another example is if you have an offshore bookkeeper, ensure you electronically store all accounting documents such as expenses, receipts and sales invoices so that your virtual bookkeeper can readily access this information and do your books via an online accounting system. This will allow you to log into the online accounting system at any time to look over the progress of your virtual bookkeeper and communicate any errors quickly.
Where possible automate the initial scanning of the documents by implementing a more sophisticated document capture approach. Human errors will decrease and efficiency will increase the more you automate with the system. It is best if your systems are interlinked, for example, link your accounting system to your CRM so you’re able to view invoices and quotes directly on your CRM and link your CRM to your emails so that you’re able to view this information in your CRM directly from within your emails. A virtual staffing company can assist you in establishing these online systems and centralizing your data.
Going paperless or paper-less, by applying document management technology is a pre-requisite these days if you want to give your business a competitive advantage. Paper based processes are ancient history. While the reality of being 100% paperless may not be attainable, businesses that are taking the paperless path are reaping the rewards for each step they take in going paperless. Being able to use offshore outsourcing services is one of the benefits of going paper-less. The key in this whole process is ensuring you get reliable and secure systems and your data is backed up regularly.