Most entrepreneurs know that they can’t just expect success to land in their laps. But sometimes, running a small business can feel like juggling while riding a unicycle. Sure, the big companies have entire departments dedicated to handling individual tasks, but when you’re operating on a modest and even startup-level standing point, you’re often wearing multiple hats at once. Unless you’re superhuman, it’s okay to admit that you’re probably not an expert in every single business discipline out there, too.
For this reason, you may feel a little disheartened before you begin. Thankfully, there is good news. In the last few years, particularly since the pandemic pushed everyone to think differently about work and remote planning, we’ve seen an explosion of tools and approaches that can help streamline many practices without necessarily denigrating your output. Better yet, many of these solutions are actually affordable for smaller operations which is a nice change.
So, in this post, we’ll look at some practical ways to remove the daily grind from your business operations while keeping things running smoothly. This can save you time to deliver what you’re actually best at.
1. Automate Your Customer Communications
Modern communication tools are of course a little more complex than the basic auto-responder emails we’re all used to, though these are still around. Some systems can handle complex customer interactions without feeling robotic or impersonal, and setting up a virtual phone system, for instance, can help with that. That’s because they can route calls intelligently, manage voicemails, and even integrate with your customers database so you seem more available and connected than your small enterprise actually is – doing this without losing that personal touch your clients appreciate.
Many businesses find that automating these basic communications actually leads to better customer service. When routine queries are handled automatically, you have more time to focus on the complex issues that really need your attention.
2. Streamline Your Bookkeeping
No longer do you have to deal with annoying filing systems or even paperwork for that matter, past documenting receipts for expenses. Modern accounting software has changed those prior annoying and tedious task into something much more manageable.
Most platforms now automatically categorize expenses, track invoices, and even remind you when payments are due – but choosing a good bookkeeping software package should be your first port of call. Some are specifically designed for particular business types, and that’s a good place to start. That’ll help you see your financial health at a glance, without the full-on complicated spreadsheets or waiting for monthly statements, but still providing the analytics you need when you want to dig more deeply.
However, while these tools are helpful and remove drudgery, we’d absolutely recommend using the services of a professional accountant just to review your submissions and especially curate your tax approach for the better.
4. Simplify Inventory Management
If you’re still counting stock manually or using complex spreadsheets, you’re probably spending too much time on inventory, even if you have relatively little to track as a smaller enterprise, it counts. Newer software inventory systems can track your stock levels automatically, alert you when it’s time to reorder, and even predict seasonal fluctuations based on your sales history, which can save you type and money in the long run. Not a bad outcome.
Many small businesses have found that switching to a proper inventory system saves them several hours each week – time better spent on growing the business rather than maintaining it.
5. Outsource The Right Tasks
Not everything needs to be done in-house of course. That might seem a little strange to say when you’re promoting your business based on its unique value, but many small businesses strategically outsource certain tasks as it’s most important, especially for one-and-done approaches like hiring a virtual assistant for a few hours each week, using a freelance bookkeeper, or working with a social media manager who understands the brand. You might also want to outsource bigger tasks such as scaling your business or someone to define CRM hygiene.
Outsourcing offers a way to access skilled professionals without the added expenses of hiring in-house staff. For example, instead of employing a full-time assistant, businesses can hire a medical virtual assistant to manage administrative tasks like scheduling and data entry. These professionals work remotely, eliminating the need for office space and reducing overall costs while still delivering high-quality service.
One of the most exciting advantages of outsourcing is the ability to access a global pool of talent. Many businesses find that hiring skilled professionals from other countries allows them to save money while maintaining high standards of quality. Labor costs vary around the world, and outsourcing enables companies to take advantage of these differences.
Plus, outsourcing eliminates the need for these steps by providing immediate access to skilled professionals who are ready to work. For instance, a business needing technical support can outsource to a specialized IT provider rather than hiring and training an in-house technician. This approach saves time and resources while ensuring tasks are handled by experienced experts.
Outsourcing also allows businesses to experiment with new strategies or expand into new markets without taking on significant financial risks. Whether launching a new product or testing a service, outsourcing provides the resources needed to grow while keeping expenses manageable.
6. Use Smart Scheduling Tools
Some business leaders have found that scheduling itself feels like running a second business. Even if you only have a couple of people in the small business, this can feel like constantly spinning plates. But of course, providing autonomy to your staff with scheduling tools that keep you on the same page, such as with a collaborative calendar, can help you see everything you need to at one time.
These systems can even learn from your patterns, or help you learn from your own patterns and working preferences, which means you can suggest optimal times for certain activities and helping prevent the dreaded double-booking scenario that every business owner worries about. In other words, if your schedule feels less like experiencing tooth pain, that can only be a good thing.
7. Create Standard Operating Procedures
While this might sound formal for a small business that generally benefits from being flexible and open, having clear procedures for routine tasks can save enormous amounts of time, and it also means newer staff, especially trainees, are unlikely to do something very silly and cause harm to your enterprise.
Document your processes once, and you’ll find training new people, maintaining consistency, and handling busy periods become much easier, and you’ll always have something to point to. You can’t expect people to meet your own working preferences if they’re not clear and easy to refer to after all. This also goes for you – if you take a long vacation, come back and forget a new standard you’ve set, that can confuse the team.
8. Update Your Equipment Regularly
The final thing that we’re going to say is that you should be updating the equipment that you use for your business regularly. This is especially true if you offer a service to your customers using specific equipment as you want them to be comfortable and confident in your ability.
Of course, this is only going to happen if you take care of everything that you have. For example, if you are someone who offers health and beauty services, a comfortable procedure chair is essential to keeping your clients happy, but this might mean that you have to upgrade it every year or so.
9. Customer Retention
When you start your own business, you want to be successful and one of the ways you do this is by continually looking for new customers and getting more and more sales. One of the things that happens during this process when you are continually looking for new customers is that you may neglect the reliable and trusted customers you already have.
Customer retention is one of the biggest things that a lot of businesses can fail to potentially sabotage their business from the inside out. You want to make sure that you reward loyal customers whether that’s for a loyalty scheme giving them exclusive discount codes or freebies which will help them feel important to the business and continue to be a local customer and praise you to other people to help share your business with others.
Many systems can integrate with your other business software so you can have a smoother experience.
10. Use Waste Management Software
Technology can make waste management easier and more effective. When you use waste management software to track how much waste your business produces it is going to be very informative.
This is going to help you to identify those areas that need improvement. This keeps your business in compliance with disposable rules at all times. When you use these tools it also simplifies communication with your waste disposal provider and makes reporting to them much easier. Plus, doing so can help in promoting sustainability, an important aspect of businesses of the future.
Some partners are even going to offer you innovative solutions such as turning waste into energy. When you start working together you can create customized weight strategies that are going to fit the needs of your business perfectly. Innovation is crucial for long-term success, but it requires time and resources that many businesses struggle to find.
Final Thoughts
With this advice, we hope you can more easily remove some of the drudgery and pain of running your business. That’s not to say every single day is going to be a fun party where you never have to commit to boring tasks, but you can certainly reduce that time and make sure he drudgery doesn’t lead to mistakes. Why not give those methods a try?