05.25.20165 min read

7 Time-sucking Office Tasks that You Can Automate

by John Rampton

Office tasks like administrative jobs, invoicing, and HR processes take a lot of time primarily because the old-school way of doing them involved a lot of manual work, paper, and redundant activities. However, these time-sucking office tasks don’t have to take you away from the more important parts of a business like finding and nurturing customers, making money, and thinking up and developing additional products and service ideas.

Here are seven tasks you should put down as next on your list to automate:

Customer information collection and organization

Before automation, this task would require paper, manual data entry, and a lot of time for organizing, segmenting, and updating. Instead, automation lets your customers and prospects enter their information on a website form that can be uploaded to a database and made available for many departments to use. This automation process can also help you separate your customers by various preferences so they can receive only the offers or information that they would be most interested in, thereby enhancing your marketing efforts and results.

Repetitive tasks

From sending a thank you note or birthday card to each customer to reminders about following up on certain sales calls or reordering office supplies, all these repetitive tasks can be automated with software that sends out reminders at designated times to help you stay current and not miss an important date or run out of critical supplies.

Contracts and agreements

You most likely produce some type of project agreement or contract that requires signatures and processing. These forms involve paper and a lot of time on tracking them down to get signed and returned. By automating the process of contracts and agreements, you will spend less time asking for the paperwork back because you can use automated reminders as well as experience the fact that more people tend to immediately sign and return digital forms than they will the paper ones.

Estimates and invoices

This type of paperwork takes a lot of time to create, then send, and then wait for some response like an agreement or payment. You can reduce this process through automation that involves setting up automated quotes and invoicing that delivers digital reminders, recurring invoicing, and automatic payment dates. This not only cuts out the time you have to spend on these tasks, but you will also experience more efficient workflow and greater cash flow.  

Bill payments

Every company has bills to pay. These bills have typically been paid with handwritten business checks or a credit card. By automating the bill payment process, you can set up times of the month where the funds are automatically withdrawn. Not only does this reduce the amount of time you spend on paying bills, but it also ensures you are never late on a payment.

New hire screening and paperwork

Many HR processes are very time-consuming and require copious amounts of paperwork that must be manually filled out. Many of these forms ask for the same information. This can become a big burden, especially when a company is expanding rapidly and hiring a significant amount of new staff. The process of screening new hires also is time-intensive. By automating the process, you will be able to reduce the time spent on reading each application or resume by using a system that immediately cuts out any irrelevant applicants. The automation software also allows your new hires to fill out basic information that is then populated across all the necessary forms and filed in digitally. This leaves more time for HR to focus on motivation and retention strategies as well as handle other critical people issues.

Appointments and meetings

In some companies, it could take hours to manage all the necessary appointments and meetings. With automation software, you can significantly reduce those hours by letting the software handle schedules, appointment bookings, and reminders. This reduces the need for calendar comparisons and extraneous emails that go back and forth to find the best availability.

Whether you are an office of one or have multiple teams in multiple locations, the automation process makes sense. Reducing time spent on these tasks saves money, redirects talent to more profitable tasks, curbs stress and drives productivity, and minimizes the adverse impact of human error.

The Small Business Office Automation Guide - Download Now

John Rampton Bio Photo Small.jpeg

John Rampton is an entrepreneur, investor, online marketing guru and startup enthusiast. He is the founder of the payments company Due.

 

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