How Electricians can Systemise Admin and Save Time
How electricians can systemise administration and save time!
Anyone running their own electrical business needs to know how to use their time wisely. One way of doing this is to systemise administration. By adopting some simple procedures, you can ensure that any time you spend working ‘in’ your business is effective. Time is the one resource we can’t get back, so streamlining mundane tasks and using automation where possible effectively stops us wasting or using time inefficiently.
How to simplify administration to save time in your electrical business
Sending invoices, payment reminders, doing surveys and typing up quotes, certificates, deleting people who have unsubscribed from your CRM listing – all these mundane but necessary tasks take time. Start by writing down job procedures, step by step. You can do this for all general admin tasks, such as how to handle telephone enquiries, right through to how to put together a quote. If you find it difficult, imagine teaching someone else how to do it, so you include every step.
When finished, you may find that you can pass some tasks to someone else, freeing up more of your time. It is also an important process to enable you to scale up your business because tasks will be allocated to the most appropriate person to complete them. For example, do you think that it is a good use of highly qualified employees’ time to have them answering the phone? Of course it isn’t. You may be doing things like this yourself when there is no need to.
Benefits of simplifying procedures:
• Mistakes cost money and time to put right! Having set procedures makes it more difficult to make a mistake.
• Clearly defined steps for each task lead to consistency in output.
• Knowing that tasks are being handled efficiently and in a timely manner without you needing to do it, gives you the confidence to grow your business.
• Every customer is guaranteed the same level of service.
• An increase in efficiency can lead to cost savings and more profit!
If you would like more tips on how to systemise administration, send for thefree FLOWING Guide, which outlines steps you can take to ensure success for your electrical business.
How electricians can systemise administration
Do you use systems to handle enquiries coming into your electrical business? Stopping to answer your phone every five minutes is distracting, inefficient, and can result in bad service. For example, if you are distracted and lose concentration, your client may not get the best service. In addition, the person calling will not get your full attention either, and you may lose their business as a consequence.
Whatever your phone or email system, there will be simple processes within ‘settings’ in to automate responses to incoming enquiries:
• Emails – acknowledgements and response templates
• Texts – keyboard shortcuts to reduce the time spent responding
• Phone calls – answerphone messages outlining opening hours and requesting a message or using a call handling service
• Messenger – automatic response to enquiries
• Chat box – on your website with automated responses
• FAQ page on your website
It is worth spending a little time at first to automate responses because it saves so much more in the long-term. Look at a normal day, then allocate the best time for you to follow up your messages or even give them to someone else to handle for you.
If technology is not your thing, or you don’t know where to start, Business Transformer membership can show you how to work smarter and use technology to help you save time in your electrical business.Sign up for a 30 day trial membership for only £1 to find out how we can support you in choosing the right solutions for your business.
Employing a PA/VA
Alternatively, you may think about employing someone to handle incoming enquiries. This could be someone in the office – a Personal Assistant (PA), or someone remote – a Virtual Assistant (VA). When you have clearly defined processes, it gives you the flexibility to pass these tasks on to a new employee or a professional outside the business.
Distractions can cost you time and money
Along with phone calls, text messages and emails, there are many distractions than can take you away from the job in hand. The main culprit though is social media. Although it can be an effective marketing tool and your Facebook page may bring in lots of enquiries, it is easy to get drawn in and spend too much time answering queries. Setting up automated responses, blocking social media for certain hours in the day (there is software to help with this), turning off phone notifications, will all help to ensure your focus is where is should be.
Using software to systemise administration
There are many accounting software packages available to help you automate some of your processes and save time in your electrical business. For example, the accounting software Xero is not solely for accounts taxes and VAT. It can also help you to set up:
• An effective online quotation system
• Convert quotes to invoices, once the job is finished
• Automate sending invoices and payment reminders
Electrical business software for workflow, certificates and reports
If you are looking for more than help with administration, there are electrical business software solutions that use cloud technology to help you to improve productivity by streamlining your day-to-day operations as an electrician. With real-time communication between your office, field staff, and customers, you can work smarter and more profitably and save time! As a partner ofServiceM8,find out how we can help your business to maximise efficiency at every step, from enquiry to job completion.
We are all used to using paper for inspection reports, fire alarm certificates, EICRs and EICs, but there is software available that means you can complete these on a phone or tablet. So rather than completing a report at home later when you should be with your family, you can do it on site and send it straight to the client, while retaining an electronic copy. Although there is a cost associated with electrical business software, you are saving time and money:
• Send directly to the customer electronically - no postage, stationery, or time stuffing envelopes
• No ink, paper, storage for hard copies
• You can create templates to save more time on future jobs
• Share while the job is in progress
In addition, we have negotiated a discount off EasyCert certification software specially forBusiness Transformer members. Sign up now up for your30 day membership trial for just £1 if you want us to show you how to systemise administration to save time in your electrical business.
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