Showing posts with label Improve. Show all posts
Showing posts with label Improve. Show all posts

Steps To Improve Your Business Credibility






Credibility is critical in order to convert website visitors into clients or customers. Consequently, website credibility is a requirement for a successful web presence. If you are a fortune 500 company building your website, you don’t have to worry about establishing credibility. You have an established brand name, most likely recognized worldwide. Unfortunately, the rest of us will have to work hard to establish credibility online.





In the process of building a successful online business, you have to establish credibility. Take steps to establish your site as a credible business. Credibility does not guarantee sales, but, without a doubt, it will improve your sales conversion. As you consider your strategy for building credibility, think of the companies you consider credible. Think of the characteristics that make them credible. Is it their, customer service, product, quality of service, image in the community, philanthropy?





Make your site personable. Post pictures of real people. Don’t use stock photos of models. Your clients want to see the people behind your business. On your “About Us” page, take a picture of your team members and provide a brief description of their job descriptions. Posting the pictures will have a positive impact on your customers. In addition, your team will have a growing self-respect.





Make your contact information highly visible. Don’t hide your phone number if you want your customers to call. If your business is unable to support phone calls, don’t list your number. Instead, implement an easy to use “Contact Us” form. Your physical address should be listed on your site. If you are a home-based business and you don’t feel comfortable listing your address, get a PO Box. It is an inexpensive solution. Real businesses have real addresses.





Do not use auto responders. Ten years ago, when people were receiving ten percent of the e-mail they are receiving today, it would have been a great idea. Today, auto responders are the sign of amateurs. With a few exceptions, you should not use them. Don’t ever send an auto responder to an e-mail. Your customers don’t care that you have received their e-mail. They want an answer to their query, and if your response doesn’t include the answer, you have no business sending the e-mail.


Using SWOT Analysis To Improve Your Business






Analyzing the strengths, weaknesses, opportunities, and threats (SWOT) of a business is a well-established tool that is widely used by academics, consultants, and advisors. Although it is a simple concept, business owners often struggle when trying to use it because it is so broad. It is difficult to determine where to start, what questions to ask, and where to focus. The obvious problems get attention while many other important issues get overlooked. SWOT analysis is a great tool, but its effective use requires additional structure.

Strengths and weaknesses relate to internal factors, while opportunities and threats cover external ones. The internal factors can be divided into five categories: management, workforce, sales and marketing, operations, and financial. The external factors are also divided into five categories: threat of new entrants, bargaining power of suppliers, bargaining power of customers, threat of rivalry from competitors, and threat of substitution.

To approach the analysis in a structured way, prepare a checklist using the categories mentioned above. Identify factors within each category that are important to your business. Under management for example, a major weakness for virtually every small business is relying too heavily on the owner. What would happen to the business if something happened to the owner? In the workforce category a factor could be employee turnover and the availability of new hires. The threat of new entrants might include the possibility of a big box retailer opening near your business. The bargaining power of suppliers and customers categories should consider the possibility of losing a major supplier or customer. Come up with several factors for each category to complete the checklist. It is important that you do not try to rate or solve each issue as you identify them. If you do, you will get bogged down on each factor and never complete the analysis.

Once the checklist is complete, you should rate each factor based on its importance to your business. Use an alphabetical scale from A to E, where A = very important, B = important, C = some importance, D = little importance, and E = not important. Next rate each factor based on proficiency (internal) or vulnerability (external). Use a numerical scale from 1 to 5, where 1 = very proficient or not vulnerable, 2 = proficient or little vulnerability, 3 = average proficiency or some vulnerability, 4 = poor proficiency or vulnerable, and 5 = deficient or very vulnerable.

The factors with the lowest letter and highest number (A5) are the biggest weaknesses or threats. The ones with the lowest letter and lowest number (A1) are the biggest strengths or opportunities.

Using this structured approach makes a SWOT analysis possible and practical for any small business. To make this process worthwhile you must use this information to take action. Work to fix the worst problems first, prepare for the biggest risks, take advantage of the best opportunities, and build your secondary strengths.


Will Call Center Management Software Improve Your Business?






Call center management software is becoming increasingly popular, even with businesses that have only a few workers. More often called “contact centers,” call center management software has the ability to control and handle the many different needs of businesses today. Many features include instant routing of important customers to the best agents, reduce holding times for customers, and offer more efficient scheduling of employees and detailed reporting. Your call center management system will help your customers and corporations talk to each other by managing their interactions. It is said that by using the right call management center software will have an immediate positive impact on your business and customer satisfaction. By not making your customers wait, being able to connect them immediately with the right service people, will improve customer perception. Now days, with technology making things faster and faster, customers' expectations are high and they expect your business to be on its toes and have the information they want—yesterday! The best thing you can do is upgrade your system with good call center software, and keep your customers happy. Happy customers spend more money.

Your investment can reduce your costs, depending on which call center system software you buy. The sooner your business is able to handle more calls, the sooner you can start making more money. Efficiency is key and a call center system can provide a wide selection of reports that give you detailed information, from live statistics on hold times and drop-off rates to yearly overviews of the entire operation. This will help you find out which employee is successful and which ones may need a bit more training. It is suggested before you call a dealer or go online looking for the best call center management software to fit your needs.

• How many requests do you handle per month?

• Where do your requests originate from? (phone, fax, email, web, online chat?) How many to

• What are your primary calls? (Inbound or outbound? sales or service? internal or external?)

• How many agents handle these calls? In how many locations?

• What metrics do you currently use to measure performance?

• What phone system are you currently using?

• What systems will the call center need to connect with? (Existing phones, databases, CRM, etc.)

• What's your budget for this purchase?

• What IT resources are available to help integrate and maintain the system?

• How will you measure the success of the new system?

Hopefully some of these tools will help you decide whether you need or want to get into call center management software. These are just some of the idea's out there that can help you decide. Always check out your different options that are out there for you to decide.


Can Craigslist Improve Your Business?




The answer to this question is yes and no and maybe. It all depends on the way in which the business owners utilize Craigslist. Savvy Internet marketers who are able to identify the target audience and create sales copy which entices the reader may find advertising on Craigslist to be incredibly profitable. Conversely Internet markets that do not do their research and take a spamming approach to advertising on Craigslist are not likely to see significant financial gains.





There is certainly an opportunity to gain financial benefit through advertising on Craigslist. Advertising for all products and services is free on Craigslist making it cost effectively. Additionally, Craigslist already receives extensive traffic with approximately ten million visitors generating four billion page views each month so there is no need to drive traffic to the website. While Craigslist offers so many advertising benefits, these benefits may be wasted if the advertiser does not do his research or evaluate the competition.





Research before Posting on Craigslist





Advertising on Craigslist is similar to advertising in other forms of media. Despite the existing heavy traffic flows to the website, successful marketing campaigns require extensive research. This research should provide the Internet marketer and his staff with insight into where post the advertisements to most effectively reach the target audience, how to word the copy of the advertisement to make it most appealing to the target audience and which relevant keywords should be included in the advertising copy to make it likely for members of the target audience to find the advertisement easily when searching for products and services offered by the company.





Research of this capacity can be conducted either online or offline. One of the most effective forms of this type of research is to have members of the target audience fill out market surveys. The answers provided by the participants should give the marketer a good idea of what the target audience is seeking. Incorporating this information into the marketing campaign can make it noticeably more successful.





Evaluate the Competition on Craigslist





The search feature on Craigslist gives an Internet marketer an excellent way to evaluate the competition. Studying the competition is important because it can help you to learn how you can be more successful. This increased success can be a result of determining successful aspects of the competitor’s marketing strategy and implementing these strategies as well as determining faulty aspects of the competitor’s marketing strategy and avoiding these strategies.





To get a good idea of the competitors who are advertising on Craigslist, use the search feature to search for keywords relevant to your own products and services. You will likely receive search results including advertisements from competitors. Next, carefully analyze these advertisements to determine how your can not only create better products and services at more affordable prices but also write more engaging advertising copy. Many wise Internet marketers have the reasoning skills necessary to properly analyze the advertisements for competitors but they often falter when taxed with the dilemma of creating better advertisements. This is when the services of a professional sales copywriter with search engine optimization (SEO) skills becomes a vital part of the equation. This writer can use his SEO training as well as his knowledge on the subject of writing advertising copy to effectively entice members of the target audience to either purchase products or services or at least investigate these products or services further.


Improve the Efficiency of your Business with Sales Training Programs






Proper sales training is crucial for the success of any business! The efficiency of your sales depends on various interrelated factors such as the efficiency and the skills of your business members, the ability of your company to create and explore new sales opportunities, as well as the ability to close potential sales. In addition, a proper customer relationship management can maintain the clients’ interest in the products or services offered by your business. Considering the fact that the profitability of a company is determined by its members’ relations with clients, a successful business should focus on better understanding customers’ needs, enhancing the communication with clients by providing good feed-back and also on improving interactions with clients. With the means of effective sales training programs, you will be able to strengthen the relations between clients and the members of your business.

Whether you are the owner of a large, prominent company or a small business, proper sales training of your team members is the key in achieving and maintaining a strong position on the market. In order to strengthen the relations with your loyal customers and to attract new clients to your products or services by increasing the exposure, popularity and credibility of your business, you have to make sure that your business team has a solid sales training. A proper sales training program can help you boost the profits of your business by familiarizing you and your team with a wide range of strategies for attracting new customers. In addition, sales training programs offer you effective solutions for selling more to your already existent clients, by maintaining them interested in your products or services.

There are various online professional services that offer a wide range of effective sales training programs for companies. By attending to the latest, cutting edge sales training programs, you and your business team will be able to quickly assimilate an extended package of knowledge, skills and abilities that are vital for achieving success. Sales training programs account for all the features of a successful business, ranging from customer service and sales skills to sales management and leadership development. By attending to a set of specialized sales training courses, your sales staff will be able to improve their overall sales skills, negotiation skills, communication skills and conflict resolution abilities.

Advanced sales training programs also include executive coaching, sales management coaching and leadership development, courses suitable for your team members that occupy higher positions inside your company. Thus, sales training programs are appropriate for all the people in your business, regardless of their role and position inside the company. By attending to a set of specialized, professional sales training programs, your team will learn new, effective solutions and strategies for promoting and selling your products.

Regardless of the success of your business, there is always room for improvement! After following a set of reliable, effective sales training programs, lots of businesses have been able to increase their profits by up to 30 percent! Sales training programs are strongly recommended for all business owners who wish to enhance the efficiency of their company.


Improve your Business Cards and Enhance your Sales






In this digital generation where information can be easily obtained within seconds, business cards still have retained their importance in the achievement of increased business exposure and business sales. If your business already has a bunch of printed cards distributed to a number of potential customers and yet you do not see any improvement in your market reach, then it’s high time to revamp your old business card.





Take out your business card and look at it in an objective point of view. If you were the customer, would you want to keep the card, or throw it away? Are the fonts on the card too diminutive for clear reading? Or is your design reflective of what your company is in business for? Most businessmen have their company cards printed based on their own subjective preferences, never really taking into consideration if the business cards deliver the necessary message for maximum business impact in such a minimum space.





Online connectivity has made it possible for businesses and clients to communicate without hassle, yet it is the business cards which reinforce the presence of the business even in the absence of the Internet. Thus, even when your clients are vacationing in a deserted island, or have gone camping on a mountain side where Internet connection is hard to come by, they are still able to access your business information through the business card, and even better to give your card to a prospective client.





Postcards are also viable ways to generate increased contact for your business but because business cards are handier and easier to fit into a wallet or a business file organizer, they are more certain to be carried anywhere and anytime. Moreover, what is printed on the card is as important as to how the information is printed. A business card should have the name and the logo of the company or business, the slogan or motto of the company, the contact person, contact numbers or cell phone numbers, the business website, and if possible, a physical address.





Any business should never underestimate the power of business cards. It is able to provide quick information, is easy to keep, and if optimized to the fullest, can generate impressive sales increase. Even the empty space at the back of a card can be utilized to hold additional information like a map or an attractive freebie. Business cards can surely help any business to be more well-known and profitable in the long run.


Improve Your Business Using Animated Characters






One of the hardest things to do on a website is reaching out to your visitors with the warmth and friendliness that exists in person. Thanks to Sitepal from Oddcast, it is relatively easy and inexpensive to add a lifelike animated character to your website. It isn’t as powerful as a real salesman, but its pretty darn close and a step above graphics and simple flash animations.

Sitepal allows all kinds of businesses to create animated, talking avatars for websites. These avatars can be used for a variety of applications such as customer service agents, virtual salesman, or even a reporter for news sites. Their eyes follow the mouse cursor. They can welcome visitors, inform about products displayed on the page, even answer pre-defined questions.

Personalizing your character is flexible and easy. The system lets you choose hairstyles, shades, necklaces, shirts, mouths, and face models. You can reposition the mouth, adjust the size of the shoulders, and even choose the amount of blush used for make up. It also gives you a decent list of backgrounds to use as well as an option to upload your own. For the audio, you can record a message using a microphone or use the pre-made audio. There is also a text-to-speech option that speaks the text you type in, although the voice often sounds computerized and unnatural. The avatars support 13 languages in 60 different voices.

According to Oren Levy, executive vice president of New York City Oddcast, there are 10,000 eBay auctions running with Sitepal virtual sales representative. These avatars aren’t there for decorative purposes, they produce real results. Some businesses customize characters targeted to sell only one product. Levy says one business saw a 33 percent increase in sales after using Sitepal.

Although Sitepal can be used anywhere, it is most effective with high consideration products like computers, large appliances, and furniture. They’re also effective when used with products facing tough competition. Subscription prices start at $9.95 per month or $99.50 per year.


Improve Your Business With Corporate Gift Services






Gift giving is no longer just for personal reasons. Now businesses get ahead by leaps and bounds when they expand their business using corporate gift services. And here are some popular ways they add gifts to their biz mix.





1) Seasonal Gifts – Many companies plan promotions around seasons like holiday periods. These are a great time for corporate gift services. If you would really like to stand out from all the other holiday season gifts your customers and clients will receive, send your gifts just ahead of the curve. Utilize Thanksgiving or the first of the year to send out your holiday gift. For example your local gift consultant/designer can help you plan well in advance with branded pen and pencil sets to give as gifts to employees for the holidays, promotional coupons to give away or insert inside holiday newsletters and greeting cards as gifts for past customers, encouraging return shopping trips and purchases throughout the rest of the year.





2) Event Gifts – Trade shows, workshops, seminars and other important business events are excellent places to boost business with corporate gift services. Give gifts as fundraisers, awards and door prizes at your events and make sure all marketing, sales and other promotional materials are well branded so that shoppers can reach out and find you.





3) Thank You Gifts – Gifts for customer appreciation, employee recognition and appreciation are popular too among corporate gift services. To help stream line and make your gift giving effective, choose gifts in all budget ranges for people of all ages: travel kits, first aid kits, snack packs, gift baskets with healthy snacks, wine and cheese trays, engraved ornaments or pens, popular best-sellers from the business section of your local bookstore or Amazon(dot)com.





4) Themed or Custom Gifts – Be sure to consider this category. Having a theme in mind can allow your gift consultant to create a basic foundation of gifts and then customize them as you see fit.


Improve your business with logistics software




The technological development in each field of market was soon followed by evolutionary steps of logistics softwares and IT companies. Today there are many software companies that provide the highest quality and friendly software solutions to the Transportation Industry. Their softwares are designed to be industry oriented from the ground up. The industry-oriented approach is reflected by their market focus, products, service offerings, the customer support, and the talent base they employ …





True professional companies always stay on the cutting edge of technology innovations to deliver state-of-the art solutions to their clients. Therefore, if you have an important business to run in the transportation industry, you would better not waste anymore time and purchase at least a lite logistics suite, an affordable, but still a powerful one. Its solutions may include Freight Forwarding Software, Purchase Order Management, Real-Time Online Cargo Tracking, Inventory Control Software, Third-Party Logistics System (3PL), Trucking Software with Cross-Dock and Dispatch, Integrated Accounting Software and many more.





A Freight Forwarding Software, for example, is designed especially for small Freight Forwarders and Warehouse Management Companies. It can handle Ocean Freight, Air Freight along with Warehousing. Newest version releases have taken the request of customers in consideration and added the QuickBooks export support. That means that now you can easily export invoices to QuickBooks, saving time and reducing errors.





A lite suite version will be able to handle all the requirements of a Cargo Warehouse operation including Warehouse Receives, Warehouse Withdraws, Labels, On Hand Reports and Invoices. The Ocean Export and Air Export modules may provide an array of features like Quotes, Bookings, Manifest, Labels, Waybills (Houses, Masters, Directs) and reports that will let you keep track of your company operations at all times.





Still, if you can afford to spend more, there are more powerful softwares that will offer access to cargo status information directly through your company’s internet website, providing your customers with a powerful online shipment tracking tool. Authorized users can search, view and print information in various forms, such as: Warehouse Receipts, House Airwaybills, Master Airwaybills, House Bill of Ladings, Master Bill of Ladings and Cargo Manifest.





A complete featured suite offloads much of the administrative overhead associated with addressing client shipment inquiries, helping you to reduce cost and increase employee productivity. Also agents can enter POD information without having to call your office. They may also keep track of all cargo going to their office.





Usually, the software companies understand how critical it is for their clients to have their logistics software running 100% of the time. That is why they give their support department the higher priority. Any technical support team is committed to provide superior support service, and is available twenty four hours, seven days a week.





The companies’ staffs now understand that today is not only the software, but also the customer support that is critical to the clients. Their goal should be to build a relationship of trust with their customers and that is why 24/7 support is absolutely necessary to be provided. This kind of support can easily be achieved using the technology of the Internet. If one is interested in any of their products or services, he/she should be able to visit a contact page for more information, at least on how to get in touch with them. Also, if a customer has non-time critical issues or just has some questions, an e-mail should be provided for any inquires or an online support request form. Any problem should be resolved within a few hours, if the service is professional.





Think about the advantages of purchasing a logistics software! It will improve your time and experiences in your business area.


Improve The Quality Of Your Franchise Business With Multi-Unit And Multi-Concept Franchises






Multi-unit and multi-concept franchising both provide opportunities for fast, efficient growth. Franchising is an obvious consideration for individuals who naturally have that entrepreneurial spirit. You might be wondering what is means to have an entrepreneurial spirit.





Are you self-motivated? Do you dream of building a business with your two hands? Do you struggle as an employee, constantly feeling like you could improve the company if someone would hand over the reins? If one or more of these questions provokes an affirmative answer, you are an entrepreneur who is ready to find a track into the business world, possibly with a business franchise.





Most importantly, you do not need a college degree or years of experience to take advantage of this increasingly emergent business prospect. And, with the right information, you can successfully operate more than one franchise business.





What is Multi-Unit and Multi-Concept franchising?





Multi-unit franchising occurs when a franchisee operates multiple stores from one franchisor within a specific area. This type of franchising is popular, for instance, in the food industry. Entrepreneurs seeking a restaurant franchise will find a bounty of options. Similarly, multi-concept franchising involves more than one brand and works best if the concepts are related. For example, children’s hair care and family portrait studios are two concepts related enough to create synergy for each another.





Challenges of Multi-Unit and Multi-Concept franchises





As with any rewarding investment, there are a few challenges to take into account when considering a multi-unit or multi-concept franchise. First and foremost, choosing a good location is vital. Consider the surrounding area of a potential outlet. Going back to the restaurant franchise example, you might ask, are there plenty of retail businesses nearby? Obviously, an eatery would do well if located near a shopping center or strip mall where guests may be inclined to take a food break.





Another challenge common to first-time franchisers is micromanaging. Certainly, you have a vested interest in how each store functions but much of the responsibility should be placed on an infrastructure of managers you hire.





These individuals are responsible for the everyday operations of their stores and should be trusted to run these businesses as you would if you were working there each day. Hire managers to serve as an extension of you. They should believe in the franchise, working toward its success and most importantly, its growth. This is where you meet the first advantage of a multi-unit franchise business. If managers see the potential for growth, they consider themselves as being on a career path. The benefit for you here is that you are much more likely to have a dedicated management team for the long term.





Also, allowing each manager to assume responsibility of store operations allows him/her to put personal touches on that particular location. This gives the store the “feel” of a small business franchise, something most customers appreciate.





Of course, staffing is always problematic, but you can improve it by treating your managers and their staff members well. Again, growth potential encourages employees to stay with your franchise because they see a career path. They are also far less likely to seek employment elsewhere if they feel that their services are valued and their opinions respected. Many multi-unit and multi-concept franchisees meet with their managers regularly. Some even set up voluntary focus groups for subordinate employees to give them a chance to express any concerns.





Advantages of Multi-Unit and Multi-Concept franchise businesses





With the challenges come advantages that make multi-unit and multi-concept franchising worthwhile. One key advantage is that the risk is absorbed by several units or brands. With multiple stores, you do not have all your eggs in one basket, so to speak.





For example, if a local government suddenly plans road construction near one of your stores, sales will inevitably dip. Fortunately, your remaining outlets will not suffer. In fact, some of the business may simply be diverted to one of your other locations. Moreover, with a multi-concept franchise, you can spread the risk over several brands. If you operate a realty franchise, for instance, and the housing market experiences a low, it is unlikely that all stores and all brands will experience down time in the same period.





Furthermore, you will have access to more cash flow. Many multi-unit franchisees, for example, use the cash flow from other units to expand with additional units. And, the financial benefits do not stop there. You also have the option of reducing overhead costs by spreading them over several outlets, also gaining economies of scale.





In short, with multi-unit and multi-concept franchising, more capital becomes available. Meanwhile, franchisees running a single-unit are immersed in the details of managing a small business franchise.





Additionally, multi-unit franchises provide efficiency because of their potential for shared labor. Many employees are willing to take shifts at other locations, if needed; thus, the costs of hiring and training new personnel decrease. You also save money in other areas such as internal warehousing, distribution and advertising costs. If you operate a multi-concept franchise, you are far more likely to acquire special location and lease considerations from landlords. Most landlords prefer to work with multi-concept franchisees because they can subdivide larger areas. Your benefit is that they provide accommodation for all of your brands.





Building an Infrastructure for your franchise





First, consider any skills you may have. As mentioned, the most important attribute of a successful franchisee is an entrepreneurial spirit. However, if you have a degree in accounting, you may want to consider what you have to offer as you plan the infrastructure.





When planning your infrastructure, which should be designed to umbrella all units and brands, it is important to bear in mind how many staff members you will need to launch verses the number you will need to grow.





Starting with a large infrastructure will help the launch go much more smoothly. Otherwise, you may end up with a few people scrambling to meet the demands of a new business franchise.





However, there are significant downfalls to this method. For instance, having too many people in your infrastructure can lead to a breakdown of communication. Also, once all units and brands are up and running, you may find the costs of maintaining a large infrastructure to be too high and cutting back on personnel can reduce morale among remaining employees. Of course, the best way to solve this dilemma is to carefully plan and build the infrastructure slowly.





Choosing the best franchise opportunities





It is important to remember that there are many franchises for sale in today’s marketplace. Still, not all franchisors are equipped to support multiple units. This does not necessarily mean the franchisor is unsuccessful. Instead, it may simply mean that there is limited demand for a particular brand in your area. Or, the structure of the store might simply be geared toward a single-unit franchisee. This explains why it is always best to thoroughly research a franchisor before any agreements are made.





If you are considering a multi-concept franchise business, remember to carefully review the franchise agreements. Make sure your definition of a competing business matches that of each of your franchisors.





Most importantly, keep in mind that there are plenty of opportunities at your disposal. It is imperative that you research each prospect before investing your valuable time and money.


Improve Your Home Business With New Ideas




Generating new and fresh ideas is paramount to running a successful home business. Ideas are needed for developing, marketing and advertising your products or services, and used for resolving different problems you may encounter.

Below are three ways for generating new ideas that can help improve your home business.

1. Communicating with other business people on a regular basis can generate many ideas. There are a number of resources available online and offline that will allow you to meet new people. These include seminars, chat rooms, discussion boards and trade shows. By participating in these types of forums, you will stimulate your mind and develop new ideas.

2. If your preference is to not communicate in this manner, you can generate countless ideas by reading. Many types of reading material are readily available both electronically and in paper form. E-books, e-zines, web sites, newspapers and magazines will all stimulate your mind. Fresh ideas can be generated regularly by reading often.

3. If you don’t have a lot of time to read, you could listen to audio recordings. Books, seminars and business courses are available on cassette or cd. This can be done while driving in the car, as you’re exercising, or while working in the yard or doing house work. By using this technique, you can save time and generate new ideas simultaneously.

You can use one, two or all three of these techniques and apply them directly to your home business. As you’re absorbing all this new information, it’s helpful to take short breaks to brainstorm ideas. And, since new ideas can come at any time, it’s a good idea to keep a notepad and pen handy.

It is often said that one idea could be the difference between the success or failure of a business! By continuously generating new and fresh ideas, you can help your business stay ahead of the competition.


Bar Codes Faxing Improve Business Document WorkFlow






Reliably integrating important electronic and paper documents received by fax such as invoices, expense reports, purchase orders, employment applications, claims and legal contracts into the daily business workflow is a common challenge. These documents are critical to many revenue related business processes and yet they are commonly misplaced, lost or misfiled in a never-ending row of filing cabinets.

In addition, the reproduction of these paper documents decrease productivity and increase daily soft costs such as manual labor burden, fax retransmission, paper, toner, and printer wear and tear.

Incorporating bar code faxing into an organization will improve the business document workflow and mission critical data access to the following departments in your organization:

  • Human Resource Departments
  • Accounts Payable
  • Accounts Receivables
  • Sales
  • Marketing
  • Legal Departments
  • Production
  • Manufacturing

Bar code faxing will also help eliminate the need to purchase or develop special forms applications and processing procedures, minimize lost documents and help with any eDocument initiatives your organization may have.

What is bar code faxing?

Bar code faxing is a computer based fax methodology in which commonly faxed documents are given bar codes for identification, routing, metadata and indexing purposes. Bar code faxing is simple to implement, reliable and depending on the bar code symbology used, very secure. Bar code symbologies used in bar code faxing include 1D and 2D bar codes, most commonly referred to as Code 39, Code 128, PDF417 and DataMatrix. Code 39 and 128 are the most inexpensive and easiest to implement because applications like Microsoft Word support bar code fonts. Code 39 and 128 fonts are readily available on the internet free of charge. PDF417 and DataMatrix bar codes can hold larger amounts of data, support Check Sum and various types of encryption. In some cases, implementation of these PDF417 or DataMatrix is more expensive due to proprietary application requirements.

Bar code faxing can be accomplished with the actual document itself or with a bar code fax cover page. The bar code is computer generated and added to the actual document/cover page. Another method of adding a bar code is with a hand held bar code printer or bar code label maker. The bar code can be placed and easily identified in the one of the four corners of the document. It is recommended to use slightly larger font sizes when using bar code faxing because fax documents shrink slightly during actual fax transmission. The use of intelligent fax hardware minimizes the shrinking and provides the highest quality fax images. Information captured in a bar code will vary depending on the document type. For invoices the bar code may contain the invoice number, customer name, and account number. It may also contain the name of the department it is being routed. For expense reports the bar code may contain the employee ID number, month of report, total amount due etc. Employment applications may contain phone number, social security number, position applying. The information that can be contained within a bar code is unlimited.

Once the fax with the bar code is received, the fax server software has the ability to read the bar code and extract the information or metadata. This metadata is then used to a) Identify, b) Route, c) Store & Deliver and d) Retrieve documents efficiently and effectively.

Summary

The use of bar code faxing isn’t new by any means. In the past several years however it has gained traction and acceptance in the fax server, scanning, document management, content management and imaging industries due to the introduction of the multi-function devices (scanner, fax, printer, copier), better imaging technologies, more robust computers, operating systems, intelligent fax boards and the need to resolve compliance and regulatory issues.