There are a number of ways you can improve efficiency in your business and bring your office in line with today’s best practices. Many of these involve using the cloud, which means you use the internet to store data and programs and to do those things that you could once only do at the office, such as answering the phones and sending faxes.
You can use the digital domain to:
- Get a virtual toll free number to attract business.
- Automate your phone to answer calls with a virtual receptionist.
- Send a fax via email or fax online using a local or toll free number.
- Store files on the cloud for easy accessibility and security.
- Subscribe to software programs online rather than installing them.
You could be missing out on being as efficient as possible if you’re not implementing at least some of these tools. So we’re challenging you to put three of these cloud solutions to work in your business today. Let’s take a closer look at how they work.
Project Development and Management
Businesses have objectives to complete such as getting more clients, increasing sales, buying a subsidiary or any other number of goals. To successfully achieve these goals, projects are planned for the purpose of initiating and completing these goals. In many cases, a project manager is assigned to work on a particular business objective. The project often involves a team of employees that may come from one or more departments or divisions. To keep everyone on the team informed about the progress of the project or to collaborate on a file, document sharing is an easy way to distribute the necessary information to employees, executives, and even clients if necessary. The sharing of relevant information is crucial to business success.
Document Sharing and Storage of All Media
One important benefit of document sharing is that you can share a wide variety of documents. While many people immediately think of Microsoft Word documents, document sharing also includes spreadsheets, flow charts, PDF files, PowerPoint presentations, video files, pictures and graphics, and audio files. All of these types of documents may be necessary for the completion of a project or business deal.
It is also important for businesses to be able to share and store large files. Emails may limit the size of a document you want to send, but with document sharing services, file size is never a problem. You can send an unlimited amount of data. Another necessary aspect of document sharing is document storage of all media types whether text, audio or graphics. You need a large amount of space to store and access all of the shared information. By using a robust document sharing service, you can safely and securely store all your shared business documents.
Phone calls and faxes online
If you use a virtual toll free number, the number redirects to your existing landline or mobile. Most importantly, you can also get the advantages of a cloud PBX, such as a digital answering service, call allocation and distribution of calls based on the day or time. You can save money by not having a receptionist, and your customers will find it convenient to use a toll free number.
Fax-to-Email is another way of using the cloud to communicate – and it means you can say good-bye to the clunky, space-consuming fax machine. With eFax’s service, you simply attach a document as a PDF or TIFF to an email, choose the recipients, and send your fax without worrying about dialled connections or leaving sensitive documents on the machine.
Online programs and cloud storage
Where once every computer in the office had to be registered to use a software package such as Microsoft Office, you can now have your office in the cloud by subscribing to use programs such as Word or Photoshop online, rather than purchasing them outright and storing them on each computer.
The advantages are that you never need to update the software, and you don’t need to be at a particular computer to use it – it can be accessed from any device with an internet connection, at any time, from anywhere. This also means that your staff members can collaborate on projects and share documents quickly and easily.
Data storage also solves the problem of needing to securely maintain your own large server to keep files on. This is taken care of by your cloud provider, as is backing up.
Doing just three of these things can help improve the efficiency of your office, freeing up staff, freeing up office space and bringing your business fully into the digital age. What are you waiting for?