Focusing on the fundamentals is usually the best way to build a foundation for success. Athletes know this. A pro golfer, for example, needs to be able to just focus on a few core points of their swing at any one time. Trying to take on too many components at once can lead to not being very good at any of them and a failure to provide solid business solutions!
The same is true for small businesses. The goal is always profitability, but getting to that goal can involve trying to improve on so many things that it becomes impossible to manage. There’s also a difference between high-level fundamentals like a business plan and things that help manage day-to-day operations, like document management.
In this article, we’ll drill down on three business solutions-oriented needs that a business must meet if they are going to be successful, regardless of the industry they serve. Of course, the industry and business specifics will put their own nuances and spin on these. Fundamentally, they should be implemented by all small businesses if they want to be successful and sustainable in the long term.
Meeting Needs Through Partnership
The most successful businesses utilize strategic partnerships to meet these needs. Why? It’s the same reasoning that applies to both elite athletes and successful small businesses. You have the expertise in your industry, and that’s what you need to continue to nurture and develop. When it comes to many of the day-to-day business solutions that bring your expertise to the market, enlist the help of a partner who serves as an extension of your business.
Even small businesses generate large amounts of documents. The more clients and customers you have, the greater your need for document management software. Staying on top of all these documents is crucial. Loss of information or time-consuming retrieval can cost your business big time.
There are a few different aspects of document management to consider. They are:
- Document storage and retention
- Document Retrieval
- Document Security
- Maximizing uptime and minimizing downtime
Let’s break down each of these to see why they are so important.
Document Storage and Retention
The documents your business generates often need to be stored for some period of time. Depending on the type of business you have, you can face legal consequences for failing to properly store documents!
Doctors, dentists, optometrists, and other professional services companies need to store patient and client records to make sure they provide the highest standard of care. Other businesses need to keep records of transactions, orders, and sales to refer back to for various reasons.
On the other hand, documents can’t be kept indefinitely. After all, at some point, you’ll run out of storage space; whether that is in physical or digital form. So, managing document storage is crucial to staying in full compliance, but without generating massive storage needs.
Thankfully, technology has come to the rescue. Sophisticated document management software can make workflow much more efficient by eliminating redundancy and conflicts.
You can store all the documents you want, but if you can’t find the ones you need quickly, you could be wasting valuable time. Document management software can ensure you are finding the correct versions of documents with just a click of a mouse.
There are a couple of important facets to document security. The first is making sure that only people that should be accessing documents are viewing or editing them. The second is making sure that they aren’t accidentally lost or destroyed.
Good document management software such as “M-Files” can prevent data loss in a fully Windows-integrated interface.
Maximum Uptime, Minimal Downtime
Printing, copying, and scanning are still tasks that require moving parts and complex machinery. The more you use these office machines, the more they are subject to wear and tear! No business is going to be successful if they’re suffering constant breakdowns and downtime.
Most small businesses do not have the resources to handle repairs in-house. Many large businesses know that it’s better to partner with specialists in printer repair and maintenance.
Finding that partner is key to making sure your printers, scanners, and copiers are up and running when you need them to be. You never want to be caught in a situation where your customer service suffers due to unplanned downtime.
Staying on Budget
Whether it’s day-to-day operations or high-level thinking, having a realistic budget and sticking to it is something no business can survive without. When it comes to printers, scanners, and copiers, there are a lot of considerations when it comes to fitting them in your budget.
Office tech has more features than ever! However, some of these features may be unnecessary for your business. On the other hand, you don’t want to underspend and miss out on options that could boost your productivity.
Then there’s the question of deciding to purchase, rent or lease office machines. While leasing is great, some types of businesses benefit from a purchase.
The key is to factor your decisions into your overall budget, making sure you still have resources for other expenses, both planned and unplanned. You never want to under-invest in your business, but overspending isn’t desirable either!
A Business Solutions Partner You Can Trust
The third thing on our list will make the other two much easier. You worked hard to build your small business. You know the market you serve as well as the products and services you provide. When you find a document management business solutions partner, you can focus on what you do best, and leave printers, copiers, and scanning needs to the experts.
But how do you find an expert you can trust? First, look locally. There’s no substitute for a local expert that knows the business climate of the Tampa area. When you need service, support, or repairs, your partner is right here, ready to serve you right away.
Clearview Business Solutions is your trusted partner. We can help you set up document management software customized to your business. We can ensure your document storage and retrieval workflow are completely optimized. Finally, we can keep those printers up and running with guaranteed service.
Together, we’ll help you make sure these three small business needs are met, putting you on the path to profitability.