Give your Business a COVID-19 Health Check

COVID-19 has changed our day-to-day lives. If you work in an office, chances are you’re now doing it from home. The adjustment is difficult and there are a lot of negative consequences that have come from this. However, there are positives too. Now is the perfect time to reassess your processes and make your business more efficient. It’s also a great time to do all the little things that always end up on the bottom of your list. Here are a few things you can do to pass the time and make your business the best it can be when the pandemic is over.

Clean up your documents

If your company is very structured there are probably folders labelled perfectly. However, chances are, this isn’t what the ‘my documents’ section of your computer looks like. This is the perfect time to go through all your documents and file everything correctly or delete everything you don’t need. I’m talking about the 57 screenshots that you don’t remember taking. If you haven’t already, create clear folders for all your documents. Try to keep things as simple as possible. Arrange your folders as if you were doing it for someone brand new coming into the company, you never know when that might happen.

Move documents to SharePoint

We are all guilty of saving to our desktop. When I first started, I was the only one in my department and it didn’t seem to matter. As my team grew and I started to do more for other people in the business, I was forced to stop clicking save to desktop. Move everything now and get in the habit of automatically saving to SharePoint. Your desktop will look cleaner, you’ll save time emailing files and you’ll be protected if your computer crashes.

Research new programs

Do you ever think, there must be an easier way to do this? Well guess what, there probably is. Chances are, if you’ve thought about something, it has already been invented. There are so many software programs out there that can make your job so much easier. Now is the perfect time to research ways to make your business more efficient. Write down your top 10 problems, or 10 things you wish could be done quicker and start Googling. Here are a few examples of software we use that makes life so much easier:

  • Zapier – Zapier is an automation software that integrates with hundreds of different programs. You can automate emails to customers, automate moving data across platforms and so much more. If your staff spend a lot of time inputting data or sending generic emails, automation software could be just what you need.
  • Asana – Asana is an online project tool for teams. You can map out projects, assign roles, set deadlines and manage workloads. If you’re constantly sending emails asking for updates from your team, this could be a great tool for you.
  • Smartsheet – Smartsheet is like the online version of excel. It allows you to store data, create spreadsheets, create reports and follow leads in real time. Smartsheet enables the entire organisation to view and update the same sheets live.

Do a policy audit

If you haven’t updated your company policies in a while now is a good time to give them a refresher. Your business has likely made a lot of changes and it’s important to ensure that your policies reflect these changes. Make sure you also set a reminder to update the polices every 12 months. Set a reoccurring calendar so you don’t forget. If you don’t have policies created, now is a good time create them. If you have changed company policies, don’t forget to get employees to sign off on them so they are aware of the changes. I’d recommend starting with a privacy policy, this is very important and should be available on your website.

This is a difficult time but it’s also an opportunity to improve ourselves and our businesses. In times of hardship, we have two roads to choose from. We can sit and wallow or we can adapt. This is the time to adapt. Be creative, reinvent your business, do all the things you’ve been saying you would do. Use your extra free time to educate yourself on ways to improve your business and work on self-development. Listen to a podcast, do an online course, research new strategies and programs. Do whatever you need to do to come out of this better than you were when it started.

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