We are now into May (still in lockdown) and business is really starting to feel the change of working under the new normal. Whether you set yourself up ahead of time or are still adjusting to working from home (WFH), this remote style of working looks like it could be here to stay.
For over 13 years, the Defacto-FD team has continually embraced the digital world and all the benefits in which it provides. From cloud accounting software to VoIP phone systems we are well equipped and as such experienced a fairly seamless transition to working from home.
By saying goodbye to the office, we were ready and able to provide the same trusted service, simply from a different location.
As always, our aim is to help and support. Therefore, we thought we would share some of the ways our team are continuing to work from home. Including some methods which could help your business ease into this transition a little more gently.
Business Under the New Normal – How We are Working from Home
1. Move the Office In
At Defacto, we embrace the use of the best modern technology and we don’t just mean software, it’s hardware as well. Being able to access digital files is only part of creating a productive home office, it’s all that understated office equipment that will really set you apart. Long before lockdown, our team had already moved the ‘key players’ of their daily office lives in.
In our homes, we have business speed printers (not your average at the home desktop printer) and office standard scanners. So, we can scan up to 200 pages in less than 5 mins! Meaning we are still able to scan and send paper files between the team almost instantly.
Our tip: Consider investing in at home hardware. Yes, it comes with a cost. But, not only will it save you time and increase efficiency it also keeps your business covered for a rainy day…or in this case, lockdown!
2. Get Digital Access
Efficiency and accessibility are just two of the reasons why we run our business across digital platforms. At Defacto-FD all of our operations are running across digital platforms, meaning whether we are on the go, at home or in the office business collaboration is achievable.
Some tools we are using right now:
- We are accessing all of our spreadsheets and word documents through remote login.
- Receipt-Bank allows any bookkeeping documents we receive to be scanned and saved up in the cloud, then attached to the entries in your Xero system.
- We use Xero to keep on top of all of our client’s real-time accounts, and most importantly keep an eye on cash flow.
- Our payroll system is also in the cloud and all staff have access to process and send out your payslips or answer queries
- INVU our document management system allows us to access 13 years of ‘paper files’. As all files and correspondence are scanned and saved digitally rather than taking up space in a dusty file room
This digital access cuts down on wasted time and means our clients can rest assured we maintain access to all the information we need to continue managing the work we do for them.
Our tip: If your business is still working off paper files it’s time to step out of the dark. With important files locked in the office and a lack of access or ability to share electronic files, the daily running’s of your business will have come to a halt. Stop pulling your hair out and get to know Xero. Or ask us about how you can utilise receipt bank to scan and send us your bookkeeping documents; We have recently upped our service on this so clients, as well as staff, can utilise this software.
3. Embrace Virtual Collaboration
One of the first things we all missed was the inability to just pop our head around our colleagues’ desk to ask their opinion, catch up on work or share files. (The dog might give you a strange look if you try that at home!). Instead, we’ve switched to instant messaging, where we can send a quick chat message…the virtual equivalent of shouting across the office.
At Defacto-FD, we haven’t let working from home stop us from working together. Instead, we have been using innovative remote software, such as Microsoft Teams and Zoom and kept our communication flowing.
Our use of Microsoft Teams and Zoom has allowed our team to continue to come together for our normal daily catchup’s and join forces by sharing our screens and documents seamlessly. Whilst also helping us to carry out face to face meetings with colleagues and clients.
Our tip: It’s important to find ways to maintain a form of positive communication, as this is key to keeping business moving. Utilise video calling to help fill the gap of face to face communication. Right now, the sight of a friendly face is the reassurance many of our clients and we need.
4. Create a Direct Line
“Hold the line, please”, we have all heard this phrase before. But how long will your clients be willing to wait to speak to the right person, before losing hope? Thanks to our use of a VoIP system any calls into the office have been redirected to us at home. This method of redirection has allowed our team to continue answering calls as if we were in the office. Helping our clients to continue receiving the answers they need as soon as possible.
Our tip: Maintaining the same direct line helps to keep a sense or normality and reassurance for our clients in these strange times. Whilst also avoiding a few awkward, please hold, pauses.
We hope by sharing some of the methods we used and how they helped our team to adapt to their new home office environments, has helped. It’s important to adapt, communicate and keep planning for the future. And don’t forget a topped-up coffee cup goes a long way too.
If your business is struggling to adapt to the recent circumstances or if you are unsure of where to turn in these uncertain times, our team is on hand. Get in touch for more information.
