Process Organization

Physical organization is only part of an efficient business. The key is also developing definable, repeatable processes. How many times have you seen scenarios like this?

• A client calls complaining about an invoice. The person who handles invoices is out and it takes you half an hour to locate the invoice in question, and understand the issue.

• The college student currently managing your front desk is incredible! Unfortunately for you, he's scheduled to earn his degree this spring, and will most likely move on. Interviewing and training a replacement will take days out of your own productive time.

• It's time for year end reports, and the thought makes you nauseous. You did it before, but it's been so long, you can't remember exactly how, so will need to figure it all out again.

Establishing good processes is something small businesses often overlook, and one
of the most common challenges is a
document management process. Sorting and distributing incoming mail; creating, tracking and filing client invoices; paying and filing vendor invoices; generating reports; maintaining legal documents - all are part of a business. TimeWorks has worked with many small businesses to set up an efficient document management system. First we work with you to examine your company's requirements, review how things are currently done, determine what works well, and identify challenges, problems, and time-wasters.

Then we help you develop a system. The system may involve a single process or a series of processes, and may include things like:

• Refining how incoming mail is sorted, prioritized, assigned, and distributed.

• Defining the process for generating client invoices, tracking payments, performing follow-up, annotating account information, and filing.

• Redesigning your filing or storage system.

Once an efficient system is developed you can take and use it or have TimeWorks help you implement it. We'll also strongly suggest you document the processes. Those written processes help will ensure consistency. They become a great reminder for things you do only occasionally. The also serve as a good training aid for new employees.

This approach applies not only to document management, but other business activities. TimeWorks can help you improve your processes to increase accuracy and avoid wasted time. All of that wasted time now becomes time that can be used for things that really matter.