/U/Technology;/U/Productivity; – Small bussiness accounting solutions

Handheld devices in field service

August 28, 2017 0 By Xienan Shaw

Smartphones and tablets take on many roles for the modern technician; they’re dispatchers, service logs, invoicing machines, GPS-enhanced direction givers, video training devices, and repair documentation all rolled up into one convenient little device.

Having worked with many different versions of the smartphone for the better part of a decade, I thought I understood all the ways they could be used to enhance my job; that was until another tech taught me a way to use one of the features I’d never dreamed of…

Analyzing machine problems with your phone

Chuck and I work on high-volume printers. Paper flies through our machines at supersonic speeds (not really, but it goes pretty darn fast) and it’s impossible to see with the naked eye what might cause an individual piece to fold over a corner every 1000 sheets or so.

Usually, you have to work along the entire paper-path, looking for anything the slightest bit abnormal, until you stumble onto the culprit – a very lengthy and time-consuming process, to put it mildly.

Chuck took a video with his smartphone of different sections of the paper-path while the paper was buzzing along during print. He then uploaded it to his laptop and slowed it down with software to a point where we were able to see the point where the paper started to fold. We were even able to enlarge the video to pinpoint the very spot where a bur needed to be filed down on the offending baffle.

A camera’s many uses

A large part of my job involves taking voltages to troubleshoot various problems. Circuit boards have shrunk over the years and so have the test points and connectors.

I’d love to say that along with the wisdom you gain working 32 years in field service your eyesight also improves, but sadly it’s not to be.

Fortunately, my smartphone has a built-in magnifying glass app that I can use to find elusive test points, and I can turn on the camera’s light at the same time, freeing up the hand that used to carry a flashlight. I can also use the zoom to closely examine solder joints for cracks.

Getting help from anyone – anywhere

Although I’ve never had the occasion to use live-stream video on the job, the application could be very helpful.

Say there’s an industrial crane repair person at the top of the latest skyscraper to grace Manhattan’s skyline. The controls are on the fritz and ‘Marge’, from ABC123 Repairs, has never seen the system act the way it is now.

Her documentation tells her to perform a ‘special boot’ that will erase all of the crane’s settings and she’ll have to spend half a day setting it up again.

Not only does this wipe out the rest of a busy day, but the customer isn’t going to be overly happy at the prospect of 35 highly skilled, high-paid workers, who are dependent on the crane, taking a four-hour break.

Marge starts a video chat with her specialist; turns her smartphone’s camera to the control screen and describes the problem. The specialist gives her step-by-step instructions, and the crane is operational in a matter of minutes.

A multi-use tool

I’m sure I’m missing at least a dozen ways the camera and associated apps can benefit field service technicians – we are an innovative bunch – but it isn’t just the lens that makes a handheld a device worthy of a spot on the tool-belt.

I recently downloaded a program that takes advantage of the built-in gyroscope to mimic a fairly accurate bubble-level; not laser-level quality, but accurate enough for most of my needs.

And let’s not forget what’s freed up the fingers and toes of technicians for years; calculators are standard issue on all handhelds. Oh yeah, technicians also use the things to make phone calls. What’ll be next?

Are you getting the most out of digital working practices?

July 27, 2017 0 By Xienan Shaw

Though, often this adoption is limited to a single program, like a cloud accounting program.

With just the one program in place, businesses may still see a complex web of manual processes in place, and realise they could benefit from integrated cloud solutions to simplify their processes and increase productivity even more.

Systems to grow

Let’s look at an example. Jamie owns a boiler installation and service business in the United Kingdom that provides a complete service – installation, servicing and emergency callouts.

Due to rapid growth in the first five years, the business now has two offices, with a turnover of >£5m and a team of 35 staff. The field staff travel to different sites, while sales staff have expenses and work remotely.

The increase in sales and service clients has caused turnover to grow dramatically, but the business is now facing problems with enforcing credit terms and chasing bad debtors.

Jamie is already using Xero accounting software for his accounts, but is keen to improve his wider business systems to maintain control over his projects and cash flow.

Now, let’s take a look at the apps Jamie chose after a digital readiness review to revolutionise his business.

Bookkeeping and financial control apps

GoCardless is used for the recurring payment for the service/call-out retainer, providing an easy to use and self-manage direct debit system where a link is provided to the customer to enter their details.
Expensify is for employee expenses receipts and mileage claims, and is integrated with the project management or accounting system for improved costing analysis. Set permission and approval rules to save back office admin time.
With Satago you can credit check customers, have invoice financing options and automate invoice chasing. Satago is your free pocket financial controller.
There are a few software options for collecting card payments; Jamie uses simPRO Payments to collect payments easily on site with a credit card.

Operational apps

simPRO is a cloud-based job management system with scheduling, estimating and invoicing features, helping office, sales and field staff to work more efficiently and effectively as a team, and helping Jamie keep track of job costing and team workload.
Charlie HR makes it easier to manage HR needs, allowing staff to update their details and submit holiday requests from wherever they’re working.

This example demonstrates the potential time savings and improved business visibility that an automated, integrated cloud system offers.

Are you making the most of what software has to offer? Take this 3-minute digital readiness survey and receive a custom report that explains the opportunities available to you for increasing your efficiency and making your business 2020 ready.

Small-Man-Syndrome: How SMEs can be successful on a global stage

June 26, 2017 0 By Xienan Shaw

The fact is, these companies make up 95% of the OECD (Organisation for Economic Co-operation and Development) and in most countries, they provide 60-70% of jobs for the working population. These stats are impressive and as such, the place SMEs hold in the global economy should be revered.

Being an SME can be daunting when dealing with the big boys in the global market, however no matter what the risk is, the influence they have globally cannot be underestimated. Here are some points to consider when considering how SMEs can increase their reach on a global scale.

Online Presence

Globalization is increasing more everyday as the far flung corners of the globe are connected by the internet. In fact, never has the world seemed so small, and as it ‘shrinks’ its connectivity grows. A key component of having a global presence is to establish an online portfolio, be it simply a blog, information page or shop, or all three wrapped up into one captivating and tidy website. Often, the first place potential clients or consumers will go is the internet to research the service or product they are after. Therefore, investing in a good website that is updated regularly and ensuring that all your software programs are integrated to support it, is essential to being ‘seen’ and taken seriously.

Remote accessibility

Remote accessibility is also a key component to global growth as it quite literally allows accessibility of the company’s systems remotely. So, for example, management staff could be at a conference or setting up a new branch in another location, yet they are still able to have access to the company and keep a finger on the pulse so-to-speak. Essentially it allows staff to be in several places at once so that more is achieved in a shorter time. This is made possible through use of the cloud, which can store all company data in a common digital location, accessible from anywhere with an internet connection. Doing business in this manner also promotes transparency, which is fundamental to the smooth running of a company.

Global branches

It is self-explanatory but one method of global growth is to introduce branches in multiple countries. This not only is the epitome of global growth but also means perhaps if one branch was to suffer from an unstable economy, then other branches, which may be thriving in prosperous economies, can help shoulder some of the financial load. Essentially, the company’s eggs are not only in one basket.

Now, these three aspects described are rather difficult to achieve without some sort of management system that has remote accessibility and is capable of recording multiple things from multiple locations simultaneously. This is where a stellar inventory management software system will be of huge benefit. They can be custom-designed to accommodate for all your company’s inventory needs and significantly reduce confusion and errors arising from poor inventory management. Their complete remote accessibility allows for accurate reporting and buying of stock even if no physical count is possible at the given time.

Inventory management software is not the only solution out there that will make global growth, despite more competition than ever before, a distinct possibility. There are several other packages available for different aspects of a company’s operations, and it is essential to do due diligence in researching them and take advantage of every opportunity as an SME.

Twelve and a half reasons to use a Paperless Onboarding System

February 12, 2014 0 By Xienan Shaw

These systems turn piles of paperwork and training materials into super slick online processes that integrate with your HR information systems and payroll processing. To better understand how these systems work watch this video.

Even the best inventions can take years to gain mass market adoption but this is one revolution you want to lead. In case you need any more convincing here are 12.5 reasons why you should roll out a Paperless Onboarding System or Paperless Induction System in your company.

1. They are As Fast As Lightning

Delivering employment contracts, forms and other induction materials using a Paperless Onboarding System occurs instantaneously. Applicants can also accepted, complete and return these materials within minutes.

2. They are Super Cost Effective

There is almost zero incremental cost to delivering HR materials electronically. On the other hand printing and posting paper based onboarding materials can easily cost over $10 per pack and that is before factoring in the cost of administration and wastage when materials become outdated or misplaced. In the case of Employment Hero our paperless onboarding module is a complementary feature of a broader HRIS and payroll platform.

3. They Improve Compliance

Paperless Onboarding and Induction Systems create an electronic audit trail that can be relied upon to prove that materials were delivered, read, accepted and completed. Such audit trails are difficult to establish and maintain when dealing with paper and snail mail. In Australia all employers are legally required to provide every employee with access to documents such as the Fair Work Information Statement, National Employment Standards, industrial instruments and more. Paperless Onboarding and Induction Systems make compliance easier to achieve and prove.

4. They Impress Candidates & Improve your Employer Branding

First impressions count. A slick, fully branded online onboarding and induction process helps you show candidates that your business is innovative, efficient, Green and up with the times.

5. They are More Engaging

Online Induction Systems enable employers to deliver induction materials in more engaging and entertaining ways. This includes replacing boring induction manuals with effective video presentations. Learning can also be demonstrated with online questionnaires. Employers can convert written policies and safety training into short video demonstrations that everybody can understand more quickly.

6. They are Easier to Edit & Update

Out of date paper based induction materials get thrown away but paperless onboarding materials can be quickly updated and reissued online. Updating and reissuing a policy to an entire business takes minutes and employees can easily be prompted and reminded to read or watch the new content.

7. They Integrate with HRIS & Payroll Systems

Paperless Onboarding and Induction Systems often integrate with HRIS and payroll systems so that data does not need to be replicated and re-keyed between these applications. This saves time and improves accuracy.

8. They Provide Real Time Metrics & Insights

Paperless Onboarding and Induction Systems enable businesses to see who has seen, signed or completed content and track what phase of the onboarding or induction process they are at. Many systems also build in alerts and reminders to keep people moving through the process. This level of real time monitoring is impossible with paper based systems.

9. They are Cloud Based

Most Paperless Onboarding and Induction Systems are cloud based. This means you don’t need to develop the software or buy and maintain the IT infrastructure required to host these systems. Cloud systems are also extremely reliable and secure because they are hosted in cutting edge hosting facilities with robust backup and disaster recovery infrastructure.

10. They are Private & Secure

Paperless Onboarding and Induction Systems are hosted on private and secure networks that can only be accessed by the people that you give access. Paper based induction packs can be easily copied and shared outside the organisation.

11. They are Green

As the name implies Paperless Onboarding and Induction Systems are more environmentally friendly.

12. They are Anywhere, Anytime

Paperless Onboarding and Induction Systems can be accessed anywhere with access to the internet via a PC, tablet or smartphone.

12.5 They are Innovative

A Paperless Onboarding and Induction System is a smart innovation that every business should be investing in.