In 1985, I sold computers for a living. The Compaq portable
was a featherweight at 28 pounds. The
industry has grown up so much in the past 30 years. What surprises me is that with
all the technology around us, many people don’t take full advantage of ways to
improve how their office functions.
In this blog, we focus on 7 ways to make your office more efficient with a little technology:
Voice mail to email
Electronic files/scanning
CRM software
Remote access to computer
Online client survey
Online visibility
Electronic presentations
Everyone has voice mail on the office phone. However, there is a relatively new technology
called Voice mail to email that has
come out and it is very useful. Imagine you are away from the office (even on
the golf course), and you miss a phone message from a client you were not
expecting to hear from. A moment later, you are alerted by your iPhone that you
have a new email. When you look at the screen, you see that it is not something
to read, it is actually a wave file containing the voice recording left at the
office by your client. This service costs under $3.00 per month and keeps you
connected to your office, even if your travel takes you half way around the
world.
When it comes to filing, very few people enjoy standing in
front of a cabinet giving themselves hang nails, even the musty smell of old
files is not very pleasant. In my office, for a few minutes a day, my assistant
opens the mail and scans every
document into the computer while typing the name of each document. The document
title might be “annual insurance statement”, or “RRSP deposit confirmation” or
some other identifying name. Then, the document gets imbedded into the client’s electronic file. Client files
never go missing, they are never misfiled, and each document gets filed exactly
once. When compared to the days of old, an average file might get filed 100
times throughout a client’s relationship with you. Forget about the convenience
of easy and instant access, the lifetime cost of refiling a client’s file over
the years is a small fortune.
A Customer
Relationship Management (CRM)
software package is as essential as a telephone. In my office the CRM is the
first thing that gets accessed in the morning, and the last thing that gets
turned off each night. The CRM contains my address book, documents, emails,
case open list, to-do list, client’s notes, and even a company library of third
party articles I often refer to are held in the CRM. One little secret in my
CRM is a field where we input what a client takes in their coffee or tea.
Before a client arrives for a meeting, we always check this field, and present
them with the drink of their choice made to their specifications- without the
need to ask their preference.
Remote access to
all my client files is no longer a problem regardless of where I am in the
world. All I need is a computer and a password. I can access a client’s file
from my home, from a client’s office, or even from the gate at the airport
while waiting for a plane, should the need arise. While there are many options
with software here, we use gotomypc.com.
Keeping in touch with online
surveys is an annual event. Survey Monkey is a great help with this
technology. First you create your questions on Survey Monkey. Then, you simply
send a link to your audience. The program calculates the responses and you can
view copies of the completed questionnaire. Your survey can be as detailed or
as simple as you need. It’s a great way to keep in touch with clients, and a
wonderful way for clients to ask questions that were on their mind.
“Online visibility”
is today’s business card. I can’t even remember when the last time we owned a
copy of the yellow pages in the office. Social media and your website, as well
as a professional blog are all part of your public appearance. To test your own
visibility, go to google.com and type your name inside quotation marks like
“Corry Collins”. How easily can your clients or prospects find your current
address or phone number?
Last but not least is the use of electronics in the office. The iPad which runs presentations
wirelessly on the 60 inch mounted smart board is very impressive, especially
when the client’s photo is on the board with the words “Welcome to Our Office”.
Sending a copy of the presentation to your client while standing at the board
and using your finger on the touch screen won’t sell a product, but it creates an impression about how you might handle the client’s affairs.
Using technology to get the job done is not a new concept,
however when you walk into McDonalds and customers are placing their own order
on state of the art kiosk, it might be a good idea to up your own game a
little.
If you are in Nova Scotia and would like some insurance
advice, please contact Corry Collins:
902-444-7000
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