Have you ever searched for a web page and got a message that said “404 Error Not Found”? It is one of the original FTP or file transfer protocol error codes. The first 4 indicates a client error. The server is saying that you’ve done something wrong, such as misspell the URL or request a page which is no longer there. The middle 0 refers to a general syntax error. This could indicate a spelling mistake. The last 4 just indicates the specific error. In short it couldn’t give you what you want.
Running a business and not being able to give someone what they want when they want it can cost you money. You could be your client’s “404 Error – Not Found”. I remember the days of endless paperwork (most of the time in duplicate or triplicate). With all that paperwork it’s understandable not to find something from time to time. Customers understood and didn’t get too upset. With the ease of the digital age, cloud computing and smart phones those things are … well … in the past.
By now I’m sure you are using things like digital options like email, websites and social media. In this article I want to shine some light on running your business with the minimum of human 404 errors. The paperless office is achievable. Lets look as some options to drop the paper and not drop the ball when it comes to having what you need when you need it.
One of my favorite and most used digital tools is cloud storage. By name it sounds like just a place to keep a copy of documents. It is that … and a lot more. Some of the most popular ones are Amazon Cloud Drive, iCloud, Box, DropBox, Google Drive and SkyDrive. There are so many different options out there and almost any of them will do the job. I use cloud storage as my office in tandem with my phone, computer and tablet. It lets me have instant access to every note, every name and every number I have written down for each client.
I always have access to it. No more forgetting a contract at home. No more “I’ll have to get back to you I have that written down at my desk”. Google Drive and SkyDrive let you edit any of your documents, spreadsheets, forms and drawings on any device. Don’t forget real time syncing and saving as you’re working on your mobile or desktop. Need to make a change on something while you’re at the park walking your dog … no problem you have access. Have a dispute with a client over what the contract actually said … no problem you have access. Want to make a note about an idea for new advertising campaign … no problem you have access.
Another digital replacement I love are services like RingCentral and Grasshopper. These are “Virtual Phone Systems”. I do not own a Fax Machine or an office phone but my business has a toll free number and a toll free fax. It’s all done over the internet with the RingCentral app or website. I can take a digital copy of a document that’s stored online, fax it to someone’s physical fax machine.
I can also receive faxes and phone calls to multiple extensions. Set “In office” and “Out of office” messages that can be turned on and off at predetermined times and days. To someone who is calling or faxing it seems like I have a fully functional brick and mortar store. Everything is done from an app on my phone or a web page on my computer.
Keeping a schedule or calendar up to date and correct is hard enough on it’s own. For me double booking a day can be disastrous. I used to keep 2 calendars, a paper one and digital one until I forgot to write and event on the wall calender and almost missed an event. With options like Google Calendar, 1Calendar and Outlook online, keeping tabs on your schedule is a breeze. Add or remove on the fly no matter where you are.
Forget to look at your calendar, no problem, set short and long term reminders that go to your email or buzz right on your smartphone. Set individual meetings or events to be public or private. Share your calendar with others for synchronizing meetings and events. I share the public view mode of Google Calendar right on my website so any time I change or add a public event anyone can view it real time. I don’t forget to go to an event, they don’t miss an event. It’s win / win!
I deal with a lot of contracts in my business and I need to get my clients to sign and return them quickly. Now with electronic document signing it’s no longer a burden to me or my clients. Sites like DocuSign, Hello Sign, SignNow and RightSignature let you email a digital document. The recipient receives a link to click on that takes them to that digital document. They then can sign and date it on their computer with the mouse or sign on their tablet or phone with their finger and return it to you instantly. No where in this entire procedure was anything printed. Nothing was scanned and no ink was used in the signing process.
Now after all this work is done, someone needs to be paid. Just like cloud storage, there are a wide range of options and prices, so do some research to see what works best for your needs. Let’s first look at POS or point of sale options like Squared, PayPal, Intuit GoPayment or Charge Me. These options can be used with almost any smartphone or tablet. All you need is a simple add on device that is usually free.
Payments can be made using a credit or debit card. Once the card is approved, the purchaser signs the digital receipt on the electronic device. A copy of the receipt is sent to both the seller and purchasers’ emails. No paper, no pens, no printing. Want to except cash for a payment? No problem there either. You can make out a virtual receipt showing that the client paid with cash. They sign the receipt the same way and a copy is sent to the needed emails for neat and tidy record keeping.
You say you don’t need point of sale, you only invoice … got that covered too. Online invoicing is also something I use often. Sites like CurdBee, PayPal, Freshbooks and Wave let you send digital invoices and receive payments directly. The client pays online via credit card, debit card or virtual check. No physical paperwork involved whatsoever. Just like before check out all of the costs and options.
There are so many advantages to running a paperless office. I can honestly say that I have almost zero paperwork involved in running my business. My accountant loves me. I give him access to a cloud storage digital file with spreadsheets, bank statements and photos of receipts. He calls me a few weeks later to sign some paperwork then bing-bang-boom taxes are done.
Technology is not going away. People used to say that TVs and cell phones were a passing fad. There will come a point when your clients or vendors require the use of one or most of these options. Embrace it as a chance to walk away from all that paperwork. It will benefit you … I promise! I’m almost never caught without the info I need. It makes it easier on myself and my clients. Let’s not forget why we started all of this … the eradication of real life “404 not found” errors.