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Productivity

Are Your Tech Tools Helping Or Hurting Your Business?

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

In the rush to stay competitive, businesses have been trying out new tech tools left, right, and center. It’s great to embrace change. But here’s the thing: Having too many tools – or the wrong kind – can create more headaches than solutions.

That means lots of businesses are now stuck with a jumble of software that doesn’t play nicely together, making work slower and more frustrating than it should be.

Over the past few years, companies have thrown tools at every problem:

• HR needed a way to track time off requests… there’s software for that
• Finance needed help with tax compliance… another tool added to the mix
• Add in the scramble to adapt to remote work and fast growth, and suddenly, every department has its own tool

The result? A patchwork quilt of systems that just don’t connect.

Now the focus is shifting to working smarter, not harder, and those cracks in your tool stack are showing. Instead of helping your team, too many disconnected tools are slowing them down. Data gets stuck in silos, workflows feel clunky, and employees are juggling software. To make matters worse, you’re likely paying for tools no one’s even using.

So, what can you do?

Look at the bigger picture. Think about consolidating your tool stack. Cut out the extras and focus on systems that work together smoothly. When your tools are aligned, your data flows properly and your team can do what they do best.

It’s not just about saving money (though you’ll probably do that too). It’s about making work easier and more efficient. Automation can also help you spot inefficiencies and connect the dots between systems, so everything runs more smoothly.

If your team isn’t working as efficiently as they could, before you start pointing fingers consider that your stack might be the reason.

We can help you create a tool stack that helps, not hinders, your workflow. Get in touch.

Streamlining Success: A Guide To Task Automation

Running a small business is a whirlwind. You juggle a million tasks and wear countless hats. You also constantly fight the clock. What if you could reclaim some of that precious time?

Enter task automation. It’s your secret weapon for streamlining your workflow and boosting productivity. By automating routine and repetitive tasks, small businesses can gain many benefits such as freeing up valuable time and resources. Every minute saved can translate to increased productivity and profitability.

What is task automation?

Task automation involves using technology to automate repetitive, manual tasks. Imagine software handling data entry, scheduling appointments, or sending out invoices. All this without your constant oversight. This frees you up to focus on strategic initiatives that drive growth.

88% of small business owners say that automation helps them compete with larger companies.

What tasks can you automate?

You can automate many tasks across different departments in a small business. Here are some examples:

Marketing: Schedule social media posts and send automated email campaigns. You can also generate personalized marketing materials.

Sales: Generate quotes and send automated follow-up emails. Track sales performance through automated reports.

Customer service: Set up chatbots to answer frequently asked questions. Automate email responses for order confirmations. Have automation manage appointment scheduling.

Human resources: Automate payroll processing and manage employee onboarding tasks. Send out automated reminders for performance reviews.

Finance: Automate data entry for invoices and receipts. Schedule recurring payments and generate automated financial reports.

Getting started with task automation

Identify repetitive tasks. Analyze your daily workflows and pinpoint repetitive tasks. Ask employees what manual tasks take them the most time.

Choose the right tools. There’s a vast array of automation tools available. You’ll find everything from simple scheduling apps to complex management platforms. Research and choose tools that integrate seamlessly with your existing software.

Start small. Don’t try to automate everything at once. Begin by automating a few key tasks and gradually expand as you get comfortable.

Invest in Training. Provide your team with proper training. You want them to feel comfortable integrating them into their workflow.

The future of automation for small businesses

Automation technology will continue to evolve, especially with the pace of AI development. Small businesses will have access to even more powerful tools to boost productivity. Automating now gets you ahead of the competition.

Tech-savvy Workspaces: How Tech Drives Office Productivity

Gone are the days of paper-laden desks and rows of filing cabinets.

The modern office is a hub of innovation. Technology plays a starring role in this transformation.

Is your company leveraging technology as well as it could? This article dives into the ways technology fuels office productivity.

Boosting Efficiency: Technology as a Time-Saving Ally. The core benefit of technology in the office is its ability to save valuable time. Here are some key ways tech streamlines workflows:

Automation Powerhouse. Automating repetitive tasks frees up your team’s time for creative thinking, strategic planning and complex problem-solving.

Cloud-Based Collaboration. Cloud storage platforms allow teams to access and share documents seamlessly, ensuring everyone is working on the latest iteration.

Communication Revolution. Messaging platforms and video conferencing tools provide instant communication. This enables brainstorming sessions and remote team collaboration.
Enhancing Accuracy: Technology Mitigates Errors. Technology saves time. It also reduces errors that can derail projects and waste valuable resources.

Data Accuracy Champions. Spreadsheet formulas eliminate the risk of human error in manual data entry. Project management software tracks deadlines and dependencies. These tools provide a single source of truth for project information.

Data Analytics for Informed Decisions. Data analytics tools provide insights that promote a data-driven approach, allowing teams to make informed decisions based on real-time information.

Fostering Teamwork: Technology Bridges the Communication Gap. Technology empowers effective communication and collaboration, essential for a productive team environment.

Here’s how it can do that:

Remote Work Enablement. Cloud-based tools and video conferencing apps allow teams to collaborate regardless of location, fostering a diverse workforce.

Knowledge Sharing Made Easy. Internal wikis and knowledge-sharing platforms allow teams to create a repository of company knowledge. This reduces the time spent reinventing the wheel.

Project Management Made Simple. Collaborative project management tools have many features that ensures everyone is on the same page.

Choose the Right Tools. Choose tools that integrate seamlessly with your systems and workflows.

Cybersecurity is Paramount. As your reliance on technology increases, so does the need for robust cybersecurity.

Digital Divide Awareness. Ensure technology adoption doesn’t leave anyone behind. It should not create barriers.

Change Management. Prepare to manage change within your team. The extra help getting over road bumps makes a world of difference.

Notifications: Striking A Balance At Work And Home

Notifications have become a part of our daily lives. Whether it’s the ping of a new email, a message from a colleague on Teams, or a meeting reminder on your calendar, these little nudges constantly battle for our attention.

But are we reaching a tipping point with notifications?

According to recent research, the answer might be a big “YES”. The study revealed that the ping, ping, ping of notifications from collaboration tools is not only a distraction at work but is also taking a toll on our precious work-life balance.

So, why are notifications becoming a nuisance, and what can we do about it?

We’re living in the era of collaboration tools. From video conferencing to project management platforms, we rely on these tools to stay connected and productive.

But… the more tools we use, the more notifications flood our screens. During the traditional 9-5, the constant barrage of notifications can derail focus and productivity.

But what’s annoying is when notifications creep into our downtime. One in three workers report that notifications outside of working hours have spiked over the past year.

As a society, we’ve created a situation where notifications disrupt our relaxation and family time.

A third of young workers aged 21-34 struggle to fully enjoy time with loved ones due to work notifications. And that may put you at risk of losing your best people.

Here’s our three step take on tackling the notifications dilemma:

First, set clear boundaries. Make it understood that messages should be replied to within working hours. Practice what you preach by not sending messages outside of your own working hours (schedule-send where possible).

Second, reduce tool overload. Evaluate the collaboration tools you use. Streamline where possible.

Third, empower your employees. Teach them to use do not disturb, and how to mute non-urgent notifications.

While technology has revolutionized the way we work, it shouldn’t come at the cost of our wellbeing and personal time. If we can help you and your team strike a better balance, get in touch.

Meetings Are Making Your People Less Productive

Are you one of the many businesses that still offers your people the flexibility of remote or hybrid working?

If so, you’re probably relying on video meetings a lot more than you usually would. And that makes sense, because it feels like the easiest way to get people together at the same time.

But meetings can be a real drag for everyone at some stage. Whether you’re dealing with introverted employees who are hesitant to speak up, scheduling conflicts that make it tough to get everyone in the same virtual room, or colleagues who try to take all the credit for your brilliant ideas (the worst!), meetings can actually slow down your productivity.

So what are some simple solutions to help?

For projects that have a visual element, digital whiteboards are your new best friend. These handy tools allow for collaboration wherever, whenever, and replicate the feeling of being in an actual conference room. Plus, they don’t put anyone on the spot, so introverted employees can contribute without feeling self-conscious.

And for projects that don’t require visuals? Maybe collaborative docs could be a good alternative for you. These documents are easily shared and distributed, making it easy for team members to work together in real-time or asynchronously.

Let your team know that they don’t need to respond immediately to every notification or email. And if you really want to free up some time for deep-focus work, consider implementing a “no meetings” policy like Shopify has done.

This empowers your team to work when they’re most effective, regardless of their time zone.

When it comes to productivity, transparency is key! So have you considered prioritizing public channels over direct messages? It can be a game-changer for your team as it helps everyone understand how different individuals and teams work, and increases workers’ faith in their managers.

In fact, research shows that employees who trust their leadership are 50% more engaged at work! And when it comes to clarifying priorities, the responsibility falls on leadership. Make sure you’re coaching your direct reports and giving regular feedback. Consider consolidating work in one platform to make things simpler.

By choosing the right tools and minimizing time spent in meetings, you can increase your productivity and get more done in less time. So why wait? If we can help you get started, get in touch.

Are Two Monitors Really More Productive Than One?

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

When you see those people with two monitors, you may assume they do some specialized work that requires all that screen space or they just really like technology.

But having the additional display real estate that a second screen provides can benefit anyone, even if you’re doing accounting or document work all day.

According to a study by software developer Mavenlink, 73% of surveyed businesses say they spend over an hour per day on average just switching between different apps.

Jon Peddie Research looked at the benefit of using two screens over several years. It found that, overall, employees in all types of jobs can improve productivity by an average of 42%. The company’s namesake put it simply by saying, “The more you can see, the more you can do.”

So, what are the advantages of adding a second screen? [Read more…] about Are Two Monitors Really More Productive Than One?

Benefits Of Transforming Into A Paper-free Office

Going paperless at your office by digitalizing your documentation is a huge step.

Although it’s not easy for many businesses to transfer the entirety of their paperwork electronically, you can start small and shift slowly. It involves numerous benefits, such as lower costs and higher efficiency after digitalization.

In a competitive market, cutting down on expenses and enhancing productivity is an arduous task. You can accomplish these tasks easily by going paperless.

The availability of advanced technological tools is making it easy to move your documentation online. If you are still confused about going paperless at your office, consider these benefits.

Better organization
Tracking and maintaining papers manually is a time-consuming task. Your employees may find it intimidating to handle all clutter and mess when it comes to documents. This becomes even tougher when you are running a large-scale operation. Paper documents increase the risk of huge errors and blunders.

Going paperless will streamline your management and organizing tasks so your employees can channel concentration towards high-priority tasks. This avoids tedious paper hunts. You will face a lower chance of human errors and mistakes by introducing coherence and proficiency in the workplace.

Transfer information easily
Numerous available tools enable you to generate digital invoices and quotations. Hence, your employees can instantly share relevant details without incurring printing and postage expenses.

Marketing and accounting teams can communicate information in realtime and make adjustments according to their clients’ needs. Employees can easily search through old documents with a few clicks. They can arrange documents by date, clients, serial number, and nature of documents.

Enhance security
Even though cyber-attacks are frequent, digital documents have become more secure. Electronic records are easier to render through encryption.

You can control access to specific documents and manage security levels. Printed documents require a lot of space, and controlling access is not possible. Documents are also prone to fire and water damage. You can double up digital efforts with backups and cybersecurity.

Lower costs
When you transform documents digitally, you improve the process’s efficiency and lower expenses.

Digital transformation offers you to store a large volume of paperwork, saving a lot of storage space. Moreover, digitalization will reduce the cost of ink, printers, paper, employee time, and space to store the documents.

The most important benefit of going digital with your paperwork is that you save employee time. They can perform additional tasks instead of storing, managing, and searching for documents.

Should You Monitor Your Remote Workers?

At the end of last year, Microsoft announced it would be adding increased employee surveillance to Microsoft Edge.

The changes mean admins can access compliance monitoring through the browser, such as seeing which files have been printed or copied to USB devices.

Machine learning is being used to increase this visibility of what’s happening to sensitive files. But how will this impact employees? Will they feel that their privacy is being invaded? Will it cause trust issues? And do you think this is an appropriate level of monitoring when people have proved that remote work can be just as productive – if not more – than working from the office?

Our advice would be not to buy into this increased employee surveillance, unless you want to damage the delicate trust you’ve no doubt worked hard to build with your team.

There are other, more open ways to help your people get their work done. For example, there are plenty of tools that help limit distractions like notifications or temporarily block apps and websites to allow better focus. Your employees can choose to activate these to aid their productivity when they need a boost.

You’ll find some within your Microsoft 365 subscription – that means more tools at no extra cost.

If you want some suggestions personalized to your business, give us a call.

How To Hire Top Talent With Advanced Tools

Setting up the best recruitment tool can solve numerous business related problems. A major problem that almost every business encounters is hiring a qualified candidate.

According to a survey, 87% of HR professionals reported that they could not fill positions with eligible and qualified candidates.

Apart from that, many companies find it difficult to reach qualified candidates, provide a remarkable candidate experience, and maintain diversification in the workspace.

You can solve these problems and numerous others by incorporating a top recruitment tool in your human resource department. Below, you will learn some benefits of using the tools for an effective hiring process.

Online recruitment tools increase recruiters’ productivity. By shifting to advanced technology, your team will learn new methods and factors to identify the best talent.

These tools are a huge help for them to reach new people through social media. Hiring the best candidate from a long list is an arduous task. However, you can automate your tasks using a recruitment tool, thereby saving precious time and effort.

While hunting down potential candidates, communication is really important. Using recruitment tools, you can maintain efficient and time-saving communication channels, effectively keeping applicants in the loop.

Recruiting tools you should use

The hiring process is no longer a manual task for most businesses. The reason top businesses are leading in this dense and competitive environment is that they focus more on hiring the right talent.

With manual hiring, the partiality in the process has a great impact on final decisions. Even if they try not to bring their emotions into the hiring process, they make mistakes.

Therefore, it is the right time to switch to advanced recruitment tools and enhance the skills of your human resource team. Here are some popular options among top businesses:

Recruitment chatbots

Going through an interview, candidates are more comfortable communicating with an AI tool than a team member. By knowing they must communicate with the chatbots, they will be confident inbeing transparent.

With recruitment chatbots, you can schedule interviews or take tests online. AI chatbots for recruitment not only help you make better decisions but provide an amazing experience to the candidate.

AI for screening

The screening process provides essential information about candidates and compares the top applications among all. Depending on the number of applications, this process is time-consuming.

Moreover, screening hundreds of profiles of applicants will be discouraging for your employees. While reviewing applications, they might overlook things due to pressure. However, you can automate your screening process through artificial intelligence recruiting tools.

These tools will shortlist eligible candidates, effectively reducing time and cost per hire.

Reducing bias software

Recruiting teams who use artificial intelligence to recognize talent can reduce the bias from screening, sourcing, and job descriptions. These AI-based tools will resolve the conscious and unconscious bias in the sourcing and screening process. These tools do not consider the candidates’ demographics such as age, gender, and race. Rather, they focus on hiring based on talent and skills. Reducing bias from the workplace will prevail in bringing diversity among the candidates.

Traditional techniques for recruiting talent include posting ads in newspapers, and placing boards. To speed up the hiring process and recruit the best talent, integrate advanced tools in your recruitment department to attract better quality candidates.

Three Ways To Evaluate Employee Performance

A performance management system enables you to evaluate your employees and helps you bring transparency to the process. These tools facilitate you with features for engagement and accountability of your employees across the company.

Factorial is a performance management tool that enables you to track the progress of each employee. This tool helps you customize the questionnaires and assign reviewers to easily manage and evaluate your teams.

With this tool, you can generate custom reports, create employees’ portals, add features in the individual portal and send a notification to the participants. You can access this software through a browser and your phone.

You can also use Factorial to integrate different add-ons and third-party plug-ins to streamline your workflow. You can unlock numerous connector tools with Factorial if you have an account on Zapier. The tools you can integrate include Google Calendar, Slack, Gmail, and Outlook.

Initially, they offer you a 14-day free trial that helps you assess the application. This management tool includes a few limitations that might slow you down a bit.

Trakstar is a highly customized tool to assess the performance of your employees. This tool includes comprehensive features and offers detailed analysis.

The interface of this platform is user-friendly and easy to understand. The developers designed this tool according to advanced social media websites so everyone can get the hang of it.

The top features that this software includes are 360-degree / multi-rater feedback, employee engagement surveys, and task management for thousands of employees.

It also facilitates you with setting SMART goals, customizes appraisal forms, and creates a flexible workflow according to the organization’s needs.

SAP is a popular and user-friendly tool that enables you to develop and retain employees, reduce attrition, optimize benefits, drive engagement, and increase the productivity of your employees.

This intelligent tool includes RPA or AI and robotic process automation capabilities. Furthermore, you can perform embedded analytics. SAP is an expert-recommended feature that offers flexibility to your employee management.

You can customize the SAP ERP based on your business infrastructure to perform wide-ranging tasks and activities. It offers you an SAP API business hub that includes digital content packages with sample applications and APIs.

This platform offers you a 30-day free trial period. After the trial period, they will charge you every month depending on the number of users.