How can you maintain your bookkeeping efficiency while telecommuting?
In light of the COVID-19 pandemic, organizations across the world are encouraging their employees to telecommute, thereby preventing the rapid spread of this virus and ensuring employee safety. However, the organizations need to maintain the productivity and efficiency of the employees as most of them have not worked from home before this pandemic. Companies that are equipped with the right hardware, proper bandwidth, sufficient VPN capabilities, and secured web servers have a smooth transition from traditional office space to a home environment.
Successful bookkeeping organizations like Velan, also have a secure and accurate infrastructure with sufficient capabilities to manage the workload of its entire workforce who are telecommuting. Tools and technology can further streamline this transition and here are some tools that could have a major impact on your bookkeeping services an efficiency while working from home
Professional bookkeepers distinguish themselves from mediocre ones by employing high-speed internet with sufficient bandwidth to avoid delays and buffers in their work. As they also deal with sensitive information, the usage of a secured web server can also give an edge over their competitors. The last thing you want is a slow internet connection in the middle of a meeting with your client.
Slack is a highly popular team management tool that helps team leaders to manage their subordinates using text, audio, and video communication. Though it is sophisticated enough to have a feature to build online communities, it also has simple features like file sharing where the users can share any type of file ranging from images to PDFs. It also eliminates the hassle of maintaining complex email chains by allowing users to leave the channel, once their work is done in the project
One of the best project management tools around, Trello is highly visual allowing its users to access powerful features with a simple user interface. It allows managers to handle multiple projects simultaneously using a feature called “Boards”. Each board has multiple “Lists” which are equivalent to various divisions in a project and each list can have many “Cards” which are the tasks performed. Thus, Trello offers flexibility and simplicity which could provide useful for managers to handle remote teams
Asana is also a project management tool with comparatively more features that could prove useful for telecommuting but with a complex interface. Similar to Trello, it has the “Boards” and “Lists” features, but in addition to that, it also has “Timeline” and “Calendar” features to integrate your tasks with the calendar and assign them a priority. It is also equipped with project templates and pre-determined workflow which makes it easier for beginners as they can input their data and follow the process
GOOGLE FORMS AND SPREADSHEET
One major advantage of Google tools is their popularity which makes them compatible with various software tools and products and simple enough to be used transparently with your clients without much fuss. For example, you can easily manage your inventory using google spreadsheets by logging it if anything moves in or out while keeping your client in the loop at all times ensuring accuracy and transparency.
While Trello is an executive-level software giving you a bird’s eye view of the whole project, Todoist is an employee level software with minimalist features. Bookkeepers working from home can improve their efficiency by using this software as it gives them options to prioritize their tasks based upon importance, create reminders and even delegate tasks to colleagues if needed. It is more of a personal software but can also double up as a project management tool seamlessly
Working from home involves a lot of writing and editing work as communication mostly involves texting through various tools and emails. Grammarly is an online writing assistant tool that can clear most of your grammatical errors and can further improve the tone of your writing. The ability to communicate clearly with your clients is vital and Grammarly ensures that your document is clear and easy to read. Hence Grammarly is a must for every employee whose work involves writing and editing
Sharing large files over email can sometimes become difficult and hence Dropbox can be your primary content sharing platform, particularly for employees working remotely. Employees working from home can easily share work-related presentations, documents, and video files with their colleagues thereby collaborating efficiently
Skype is a commonly used free communication platform which supports audio, video and text communication and can be used in your computer as well as a mobile device. The major advantage is its cost efficiency and offers high-quality video and audio chats. With an array of features, Skype is a highly affordable communication tool with an easy-to-use interface
Most employees make the mistake of working from their kitchen or dining table, thereby making them susceptible to a lot of distractions. Though some manage to work efficiently like that, most people need a dedicated workspace. A proper workstation, high-speed internet, relevant tools, and good vibes can make your work highly productive and provide you with a successful telecommuting experience.