Business Solutions

How Office Automation Increases Productivity and Profits!

NextSoft — Mon, 07 May 2012 12:59:12 +0000

Before we talk about office automation and other features and benefits associated with a modern online business system, let me share with you how NextGen Enterprise (NGE) came about.

To complete your work (to do list), like projects, repairs, plans or whatever your business does, can keep you occupied and busy all day already. Things would run pretty smoothly and predictable if this is the only thing we need to do. But unfortunately we have to deal with interruptions from fellow workers and customers. This was particular bad in my case as a service technician, where I need to check the function of mechanical devices, read electronic circuit diagrams and analyse/diagnose possible causes for malfunction of video equipment. In some cases it could take up to 10min to refocus and get back on track. Can you imagine what happens to my productivity and ‘To Do’ list after a whole day with distractions from other staff members and customers? Things just can’t be ticked off as being completed!
To catch up with this work, you may have guessed it, I had to stay late, and/or start early. During this time, when I wasn’t disturbed, I was actually most productive, sounds familiar?
One remedy for this situation could be, to take on more staff and dedicate certain activities, which could help me to gain more ‘quiet’ time to do my jobs. Most businesses do just that, as a matter of fact I have seen service businesses that employed as many admin personal as they had technical staff! This way they increased sales and revenue, but profits were reduced by increased overheads. What is the point? This was not an option for my business during these uncertain times.

There has to be a better way
When I analysed all these interruptions I encountered during the day, which kept me from doing valuable work, I found, in the most cases it was related to some sort of information exchange. To be more specific, it was about job costing, materials and parts, timeframes for completion, as well as customer approvals.
What an eye-opener, this gave me something to work with in finding a better solution. Usually all this job related issues are handled by independent communication channels like email, messages, phone calls, communicator software and visits in person.
What if…

There is an electronic online system, which allows you to collaborate all job related activities and issues, including approvals and communication in one easy to use application.
Imagine every staff member uses it as their primary work tool for updating and retrieving information.
Clients can check online and follow their job progress from book-in to delivery/completion and are always up-to-date about their work orders?
All this information and work platform is available 24/7 from every computer, tablet or smart phone with internet access.

This would reduce communication and interruptions as mentioned above, by more than 50%, or even 70%! Imagine the saving on manpower and increase of productivity. NGE allows you to reorganise your whole business operation in a more effective and efficient way.

Let me explain…

To make this system work as described above, NGE is designed as a fully fledged job management, accounting and customer cloud software system.
In order to make it safe and secure, we have developed separate password levels for certain tasks within the business.
The online job card system of this cloud software application, obviously grants customers access to their data only.

Some of the main features are:

Online customer work order approval
A two way journals records all communication between customer and business
Documents date and time of all updates and correspondence
Automatically sorts work orders/jobs by status
Hidden client comment field
Automatic email notifications
Instant quotes and invoicing
Automatic accounting updates
And much more

In other words, the interactive virtual job card of NGE shares information with the customer and everybody in the business. Whenever a staff member places an order, updates the work report, encounters an unusual issue related to the job, everybody, including the customer can read about it.
Even work quotes can be approved online by the customer and are automatically added to the ‘To Do’ list of the business. An online journal records all communication between client and business on the virtual job card. There is really no need for phone calls and emails related to a work order.

Can you see how this system could simplify communication (reduces messages in your email inbox), within your business and with your customers, reduce interruptions and increase productivity?

Summary
NGE is not just a better job management software, CRM system and accounting software package. All these components are interlinked and optimised to a full business management system, which is an excellent tool for cutting your operation cost and recession proof your enterprise; a quantum leap in streamlining service and manufacturer businesses.

I encourage you to think outside the square and remember how internet banking, online shopping and online travel has shaped the way we do business and, has contributed to the bottom line of the business who have implied it. Or more recently, the cost cutting associated with video conferencing instead of travel expenses to a national or multinational corporation.
NGE allows small service and manufacturer businesses streamline workflow and customer communication to reduce admin cost with a scalable management system. The cost effectiveness increases with the quantity of work orders being handled.
Book your free on-line assessment and find out how you can move your business to the next level of productivity and profit.

Starting and managing your own business You got to have the right tools!

NextSoft — Sat, 12 Nov 2011 08:57:29 +0000

Business advice for small business

More and more people choose employment security over job security. No matter in which industry or position, from worker to higher management, we all have heard, that people have been made redundant.
Starting your own business, full time or part time not only gives you another stream of income and tax benefits, it gives you a much needed employment security in these uncertain times.
If you are an expert in your chosen field, or have a product to sell, let me give you the following business advice; you can start making plans straight away.
With the internet and all which goes with it, it never has been easier to start and run your business, if you are willing to learn and apply new found knowledge. What I mean is you can setup an internet shop front, as well as advertising, which goes with it, at minimal cost, if you know how. If done right, you could serve new customers, who found you on the internet within days.
TIP
No matter what you service you deliver or product you sell, you deal with people, who want great service and excellent value for their money. If you can’t fulfill their demands, there is in most cases your competition that does. As a matter of fact, to be successful in your business venture, you should be at least 10% cheaper, faster and friendlier than your nearest competitor. What I am saying is, unless you sell a unique product or service, you always have to work on ways to keep existing customers, and find new ones.
You may say that is a tall order to live up to, however, let’s break it down and see how we can accomplish that as best as possible.

How to win the competitive edge over your competition

Become an expert in your chosen field, which enables you to work more efficient. This way you can keep your revenue high by simply servicing more customers at a lower price. A win/win for you and customers.
To be able to pass on low prices to your customers, you must cut overheads by…
Reducing advertising costs, by becoming familiar with Search Engine Optimisation SEO for internet search engines, find Joint Venture JV partners and look into affiliate marketing.
Business operational cost. This is a big one. I have seen small and medium sized business spending ten’s of thousand dollars a year on bookkeepers, and accountant fees, admin/office staff servicing customers and feeding computers with information. Don’t go this path, there is a better way.

Since operational expenses, in particular bookkeeping, invoicing, customer service are one of the highest, as they require manpower, we should start right here.
As in any trade or profession you need to have the right tools and equipment, so you must have the small business software to run the admin site of your business. That is job management, customers and accounting. The latest cloud application for small business made it possible to totally restructure and integrate these business essentials in most effective ways. Our NextGen Enterprise business cloud application does just that. It is a new concept of serving customers, structuring workflow and integrating admin and accounting in an easy and efficient way.

Without further to do, I would like to show the essentials of this small business software, which includes job management and accounting.
For more details navigate through the nextsoft.com.au website and find out how you can save thousands of dollars on admin cost and setup your business for future growth.

Submit your Free Online Assessment NOW!

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Your Business Success! New Job Management & Accounting

NextSoft — Sat, 29 Oct 2011 10:47:56 +0000

The perfect business

Let us start with the end in mind and focus on a definition of a perfect business, like a successful franchise. Even though you don’t operate a franchise, you should use the management components and apply it to your enterprise.

The outcome or goal
You want to aim to have a structure of a scalable business model with policies and procedures, which can eventually, make you (if you wanted to), replaceable. If you are too much involved in the daily business activities, you easily fall into the time trap. This means, not enough hours in the day, fully occupied with urgent tasks like meeting deadlines, getting jobs done and keeping customers happy. A daily routine like this doesn’t give you the time for working on the important things like planning, finetuning workflow and job management, maximise productivity, profits and balance budgets. To put it simply, you should rather work on your business, not in it.
This is easily said, but often not possible. They say, one definition of insanity is, to do the same things over and over again and expect different results.

Integrate – Streamline – Simplify

You need to break out of this thinking, if you want to leverage your business for a better lifestyle and prepare yourself for retirement. Let’s break this lofty goal down in its components and find ways to achieve it.
Over the last decade we all have experienced the benefits of technological breakthroughs in home entertainment and computers (iphone, cameras, digital TV etc).
However, when it comes to running a business, we try to cling onto the same procedures we have done decades ago. We need to think outside the box and let go of the traditional model, at least what your day to day workflow and job management concerns. These days our customers are more demanding, they use different ways to communicate and educate themself (smart phones, Facebook and Google).
If you want to survive in business, you have to move with the times and not only provide information via this communication channels, you should provide the appropriate service for your customers through the same channels as well.

Latest cloud technology makes it possible to an affordable price.
Integrate office, customer and technical staff in a way that their efforts complement each other in the most effective way. Implement an automated system from book-in to invoice. The whole workflow from estimates, invoices and accounting, is controlled from a single application. You, your staff and your customers retrieve and update information from smart phones or desktop computers anywhere in the world at the same time!

NextGen Enterprise enables you to streamline and integrate the whole job management and all your accounting needs into one easy to use software application. Up to date information is not only immediately available, it can be 100% paperless. With multiple password levels you can rest assured that everybody can only access the information they are supposed to.

Less Stress – More Profits

By using the framework of such optimised business model, you can simplify procedures, which result in fewer questions. Therefore you can concentrate on the task at hand and follow through with minimal interruptions.

Less Paperwork – Better Organised

As a result of integrating customer, office and technical staff, streamline job management and simplifying procedures, we achieved a work environment with immediate information exchange, less interruptions and higher productivity.

Improved Efficiency – Increased Profits

This is not only a perfect foundation to increase turnover and maximise profits, it is a service, which more and more customers expect in the years to come.

Your competitive Edge in Service & Price

By implementing this new system you are not only in control of your business at any time and place, the improved business structure gives you more room to move with profits and competitiveness in the market place.

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Consulting

NextSoft — Fri, 28 Oct 2011 08:29:14 +0000

No matter if you provide professional or expert advice in the area such as management, accountancy, the environment, entertainment, technology, law, marketing, finance, life management, economics, communication, engineering, or audio visual design (this is not an exhaustive list), you need to manage your tasks and customers in the most effective and efficient way with a tailored consulting software solution.

NextSoft is keenly aware of the needs of this industry. With NextGen Enterprise we help you to improve process efficiency, control accounts and meet the demands of customers by providing real time updates and seamless job flow integration via the internet.
Whether new or existing clients, invoices, work reports and quotes as well as your accounting is handled from one easy to use software application, NextGen Enterprise. Conveniently accessible from any computer with an internet connection, you can retrieve and update information in your office, at a clients place, or even in a coffee shop during a lunch break.
All job related information is captured and recorded on a virtual job card, no matter if it is updated by the client, or you. You don’t have to search for information anymore; even an internal comment field lets you record notes, which is not visible to the client.
Nextgen Enterprise is your job management and software solution which keeps you organised at anytime and gives you peace of mind at your work place.

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Cleaning Services

NextSoft — Fri, 28 Oct 2011 08:18:07 +0000

Those who supply cleaning services market are hit from all sides with margin squeeze and pressure. Customers want fast and reliable service at affordable prices. In order to compete in this competitive market, good job and customer management with a tailored cleaning services software is vital.

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Landscaper software

NextSoft — Fri, 28 Oct 2011 08:17:00 +0000

Everyone want nicely setup and maintained garden and parks. But few know the challenges facing landscapers to source material and maintain the park or garden.The already demanding business of transforming sites and handling agricultural products is getting more complex with tougher water restrictions. Beyond shifting consumer tastes and trends, customers are landscapers to do more for less money.
Landscape companies must employ fresh business practices to profitably meet the challenges these issues present. New landscape designs must keep up with customer demands as well as new water regulations.

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Designers / Prof. Services

NextSoft — Fri, 28 Oct 2011 08:16:32 +0000

Whether you are an accountant, architect, interior designer or provide a professional service in a different sector… The ability to provide exceptional service will distinguish which companies will be successful and which ones will not, in this competitive market. You must have the ability to meet the service quality and time expectations of your customers, as well as mechanisms to ensure the efficient development of proposals and quotations.

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Contractor Software

NextSoft — Fri, 28 Oct 2011 08:15:45 +0000

Installers and contractors are two of the largest and fastest growing industries in Australia. But with growth comes competition. To succeed in this industry, customer service is paramount; and the ability to maintain accurate information about customers and the services they purchase.
From a single sole trader business to a mid size company, the solution which NextGen Enterprise provides, have allowed organisations to offer exceptional customer service. Combined with the integrated accounting and financial management system, NextSoft Enterprise, has the necessary tools to manage every aspect of their business.

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Bookkeeper software

NextSoft — Fri, 28 Oct 2011 08:15:24 +0000

The ability to provide exceptional service will distinguish which companies will be successful and which ones will not, in this competitive market. You must have the ability to meet the service quality and time expectations of your customers, as well as mechanisms to ensure the efficient development of proposals and quotations.

Submit your Free Online Assessment NOW!

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Property Management

NextSoft — Fri, 28 Oct 2011 08:13:45 +0000

One of the greatest challenges in a busy property management office is maintaining visibility of everything that’s going on. Without appropriate systems in place, keeping track of every client relationship and the activity of every staff member can be a major challenge. Ensuring every client’s expectations is either met or exceeded is vital to organisations whose growth is dependent on ‘word of mouth’ recommendations.

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