Business Systems Builder™
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Do staff members complain that there is not enough time to do everything and yet take way too long to do things and often achieve a low standard? Are many of the problems that plague your business the result of simple things being done late or staff unable to locate information? Simple things like running out of photocopy paper can be a real disruption. And the reason? We have been too busy or just forgot to check stationery levels and place an order. With a simple oversight by one person, many others can be affected until emergency stock arrives. (We of course must still prepare the regular stationery order). |
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Business Systems Builder™ |
But it is not only forgetting to do things. There are hundreds of tasks carried out in a business and many appear very simple. However, there is often a lot of detailed knowledge required. Maybe staff need to prepare a document but cannot find the required electronic file. They may interrupt others to assist in the search and if this is fruitless, create a new file themselves. Again, we have disruption and loss of productivity. Problems often occur when regular staff are away and others are unaware of the details of how things are done. |
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Work not completed on time often causes conflict between staff members. It can also cause other things to go wrong, so meetings are held to discuss these issues. This wastes more time and further reduces productivity.
Disruptions and inefficiencies like these waste time and money and annoy people, but sadly occur all too frequently.
Top performing companies ensure that things are done efficiently and on time, so how can you do the same?
With the release of the new version of Business Systems Builder there is now a way to streamline your backoffice. Finally you can systemise your business and easily provide instructions and supporting information to staff so that tasks can be completed efficiently. You can even be automatically informed as soon as tasks are overdue, rather than finding out when it's too late as the consequences of inaction become evident to everyone.
Offices are often alarmingly inefficient. In a backoffice with 10 people a 1% productivity improvement will pay for BSB within one year.
So can you afford to not install BSB?
How does BSB help improve productivity?
BSB is computer software designed to help systemise your business and manage the timely execution of tasks. Systemise in BSB refers to creating an electronic operations manual that records the hundreds of different tasks executed in an organisation. Information relevant to the entire organisation is recorded in a central location for easy reference. These records can include work instructions and links to documents, URLs, email addresses and other relevant material. Routine tasks will have frequencies and last time completed recorded.
Many tasks are part of processing work for customers. Examples are processing an order or case or file that may involve many activities and many people. These tasks can be grouped into projects.
BSB helps to manage your business by automatically sending email reminders as routine and project tasks become due and/or overdue.
What benefits can you expect from systemising your business with BSB?
| Method improvements | Documenting tasks with step-by-step instructions ensures optimised methods are used. Files and supporting information can be recorded for easy access. This eliminates unnecessary steps, reduces errors and saves time finding supporting information. Tasks can be be completed correctly the first time, every time. |
| Productivity increases | Improved methods reduce execution times, which creates additional capacity. |
| Knowledge retention | Documenting tasks ensures that knowledge is retained and therefore available for when people leave or are absent. |
| Training improved | New employees learn quickly, with less assistance from other staff. |
| Value increased | Improved productivity means increased profits. |
| Contented staff | The business runs more smoothly when tasks are efficiently completed as they fall due. This reduces conflict and improves job satisfaction, morale and staff retention. |
| Control improved | BSB automatically emails reminders when tasks are set-up correctly . BSB can also automatically escalate problems when tasks become overdue. This avoids waiting to act until things go wrong. |
Why use BSB over other solutions?
BSB is an inexpensive application designed to store information related to tasks in a central location. In some cases, relevant information will be in other files (Word, Excel, PDF, JPEG, etc.) that are easily linked to a task record in BSB, which makes locating all information much easier.
BSB has powerful search and report capabilities. Emails with work instructions and other necessary details are sent automatically to facilitate easy execution of due tasks. If a routine task requires feedback, an entry is automatically written in the Task Log ready for update. Project tasks can also be tracked. Hard copy reports can be printed detailing routine tasks due in a selected time window.
Tasks can be configured to require feedback and escalated to management with emails sent automatically when overdue. This feature greatly improves management control.
Staff changes are easily managed by quickly re-assigning tasks to a new user
What do users think of BSB?
"We started with about 150 tasks in 2005 and now have documented in excess of 400 routine tasks. The emailing of reminders is the stand out feature as it ensures that work is completed on time. Since implementation we have had several changes of key staff that have occurred smoothly thanks to the concise work instructions and email reminders. The time taken to set up the system properly was very quickly paid back with improved productivity. Everyone loves it!!"
Ruben Moses, Managing Director, Stabilus Pty Ltd
FAQs
1. Why bother with BSB when I can set my own reminders in MS Outlook?
As these are reminders just for yourself they often lack the detail required for someone else to do the task if you are not at work. BSB provides a structure that when used correctly will improve the quality of the information recorded. Also, if a task is not completed when due there is no escalation of the issue from MS Outlook reminders. Also, MS Outlook is not at all suited to handle projects.
2. Doesn't more email only compound the productivity problem?
All emails received by staff from BSB can be moved automatically to a special folder (see 'Create rules' in MS Outlook Help) to prevent Inbox clutter. Also, email can be turned off for experienced staff and turned on for new employees and those wanting reminders.
3. Won't staff think this is a bit too much like big brother?
People tend to resist change and so this like any project must be introduced properly or risk failure. It is vital to have staff 'on side' as they are the people who have lots of information in their heads that is vital for managers to get recorded in a central database. It is our experience that staff willingly add new tasks in time as they realise the benefits of BSB.
4. We run a very simple business so isn't it overkill to install such a sophisticated tool?
People are often surprised at how much detail there is in running a business. In fact we typically find there are hundreds of routine tasks that need to be completed and it is therefore no surprise that things get forgotten. When forgotten, problems will occur that bring these oversights to the surface. Unfortunately there can be loss of credibility, loss of business, fines or penalties with huge financial consequences. This makes implementing a tool such as BSB very cost effective.
5. How are we going to find the time to set-up BSB properly?
It's similar to the question "How do you eat an elephant?" (One mouthful at a time!) As mentioned elsewhere, offices are often alarmingly inefficient. In a backoffice with 10 people a 1% improvement in efficiency will pay for BSB within one year. (We would not be surprised with a 10% improvement in many businesses). So a better question might be can you afford to not find the time to set-up BSB?
Unfortunately there is seldom one change that will make a really big difference. However with BSB we can improve the effectiveness with which hundreds of tasks throughout the year are completed that in total will lead to a big improvement.
6. Is BSB suited for my business?
BSB will be most effective if your business has 6 or more full-time staff engaged in backoffice work. This will ensure that BSB will achieve a rapid payback. The business needs to be system oriented. If you already have an Operations Manual, work instructions and detailed job descriptions then BSB can be implemented very quickly. Even if you have only some of this recorded then you have the mindset required to be successful in implementing BSB. If you have nothing in place then most likely BSB will be a waste of time. BSB is the icing on the cake - you must already have a cake.
7. What are the system requirements for BSB?
BSB runs on Microsoft Windows 2000, XP and Vista. It can be run as single user or multi-user and a web version is planned. It comes standard with a 3 simultaneous users licence, which means it can be installed on as many workstations as desired, but only 3 users can access the database at the same time. Additional users are possible for an additional charge.
8. What if we need some extra reports or other changes?
It is expected that BSB as supplied will meet the requirements of most users. However, we can customise BSB to meet special requirements and will charge accordingly.