Super simple ways to save your business money in 2019

Hands up who wants to be rich in 2019? Sorry folks, we don’t have any magic bullets nor the winning lottery numbers. No, don’t leave yet! Rather than telling you how you can get rich, we thought we’d share some tips that will help you save money. Which is pretty much the same thing, right?

Here are some of our top ways to save your business money in 2019:

1) Go flexible

The flexible working movement is going great guns at the moment as everyone from millennials to mums realise that life is a whole lot easier – and more fun – when you’re not chained to a desk from 9 to 5 (we always said Dolly Parton was way ahead of her time). It’s got huge benefits for businesses too, one of which is that it can save you money.

If there’s a function in the business that doesn’t need you to chuck a full time salary at it, go part time. Let some of your team work from home, if that’s appropriate, saving money on office space or desk rent. Taking a long term view, offering flexibility is likely to boost employee morale, wellbeing and loyalty, which means you should see staff turnover drop and therefore save money on recruitment too. Winner!

2) Outsource

It may sound a little counter intuitive to pay someone in order to save money, but think about it. Your time is not free, neither is that of your staff. You pay salaries, right? You could be out winning new contracts. There is a value to what each person on your payroll is doing. And if they’re doing stuff they’re not good at, taking twice as long as a professional and producing a shoddy end result then are you really being particularly cost effective?

Outsourcing anything from your content marketing to your archive management can take the pressure off, improve results, save time and yes, even save you money in 2019.

3) Ditch the archive

Another way to reduce your spend on office space is to seriously reduce the amount of stuff you have. Why would you pay however much it is you’re paying per square foot on office rent just to keep a roof over a bunch of archive boxes? Instead, could you have them scanned and then securely destroyed? Or would it be more cost effective to look into off site storage? (Ahem, we can definitely provide you with a quote to get you started, if that’s of interest.)

The other advantage of scanning your documents is that they’re ever so much easier to find. If we do say so ourselves, we’re really very good at creating well organised systems and we can even train your staff in how to use them so you can access whatever you need at a touch of a button. Which means no-one wastes time going on dusty expeditions through the archive room, which, given that time is money, is a money saver in itself.

4) Leverage technology

So we’re living in a digital age now, in case you hadn’t noticed. Which can be disconcerting for those of us who grew up with only five TV channels and phones that were wired into a wall. But the good news is that technology offers huge opportunities for saving money as a business.

For example, rather than paying someone to man the phones all day answering mind-numbing questions like, “What time do you open?” and “Can you ship items to the Isle of White?” you could get a chatbot to answer them for you on your website or use a virtual telephone answering service like our friends at Good Call.

5) Seek out budget hacks

We didn’t really like Tesco’s strapline when it first came out but “Every little helps” is definitely quicker to say than “Look after the pennies and the pounds will look after themselves”. Whichever version you prefer, the sentiment is true. Adopt an attitude of cost saving for 2019 and you’ll be surprised how many opportunities you spot.

For example, if you need stock images then head over to Pexels or Unsplash rather than paying a fortune in royalties. Or switch from sending out physical invoices to using an online system – if things need signing you can always use an e-signature service like Docusign. This last example will reduce your paper usage too, which is good for the planet, so that’s a bonus win right there.

So, which one do you think offers your business the best chance of saving money in 2019? If it’s #3 then give us a shout to see how we can help (you’ll be ticking box #2 and probably #4 too, so it’s an all round winning choice!).

The organisational secrets of Santa Inc’s admin elves

Christmas admin elf As you’ll remember from last year’s festive testimonials, we’re like this (picture us crossing our fingers closely) with Santa and his crew. Well, actually we’ve only met the big man a couple of times; we mostly deal with his elves. But that’s not a bad thing. Honestly, Saint Nick is more of a brand ambassador these days – it’s the admin elves who do the real work (don’t tell him we said so though, he’s got a very fragile ego).

Anyway, here’s how operations are run at Christmas Towers, and the lessons you can learn from these busy little guys when it comes to organising your office administration.

You can’t make naughty or nice lists like you used to

GDPR. They’re feeling the impact up there in the North Pole. Up until last year it was simple – Santa made his list, he checked it twice and he found out whether people were naughty or nice.

This year his elves have had to undertake a massive project to gain consent to hold data on the world’s 1.9 billion children. They also had to go through historic records and destroy any data collected under the old rules which would contravene the news ones.

Luckily we were able to help them by securely destroying several thousand boxes of these lists using our special cross shredding and pulping service. No one will be using your childhood indiscretions against you now, you can be sure of that.

Scanning invoices creates a lot more room for making toys

You’d think that with the price of land up north, Christmas Towers would be vast and spacious. But it’s surprisingly cramped. When we first visited (and no, we can’t tell you where it is or share photos – we had to sign an NDA) we were literally tripping over bags of reindeer feed and boxes of old receipts for elf-sized carpentry tools, baker’s sugar and string.

We couldn’t help them with the reindeer feed, but we did sort the receipts for them. Thankfully they were able to let us use Santa’s sleigh to get all the boxes back home (usually we’d take them off in one of our vans but they struggle a little in those rather extreme arctic conditions). We scanned them all, created a searchable database so they can retrieve any of them at the touch of a button, then securely destroyed the hard copies, which they said they didn’t need anymore (otherwise we’d have stored them here, obviously).

Don’t rely on a reindeer temp to find the right archive box

This is strictly between us, but there was a right royal screw up last year when several of the elves were signed off with tinsel blindness at the same time and the office ended up seriously understaffed. Unfortunately, this group included the only three elves who understood the document  storage system. So when the head chef wanted the original candy cane recipe from the archives (he was going through a bit of a ‘back to basics’ period, apparently) they dispatched a reindeer who was acting as temporary cover to find it. Naturally he hadn’t a clue where to start, upset several boxes of old files, got hopelessly lost and ultimately did not deliver said recipe. Which caused Chef to have a hissy fit of epic proportions and storm off muttering something about amateurs. It was all very Gordon-Ramsay-does-Christmas.

This year, they’ve relocated their archive to our Bridgwater storage unit – not only to create even more space, but because our barcoding system means we can easily find anything they’re looking for and either send a scanned copy straight across or courier a hard copy to them within 24 hours (assuming the snow isn’t too heavy out their way).

So there you have it. Lessons in life and business from the festive folks way up North. Happy Christmas one and all!

PS In the interest of full disclosure we should probably point out that Santa isn’t actually a client of ours. This is just a bit of festive fun, ok? We do provide data destruction, document storage, document scanning and a number of other services that would be useful to admin elves if they existed. If you could use one or more of these services, give us a call and we’ll see how we can help. Unfortunately we can’t actually supply you with an admin elf.

Need some help? Try our scanning calculator!