Business Management Processes

Easy Process for submitting your tax documents to your Tax Accountant

You know when you look on the Internet and you try and find a good process on how to do your tax returns you do get a lot of hits but it’s more about what you can use as tax deductions in your tax returns and it gives you all the laws and regulations.

What really was of interest to me was  finding the easiest way to submit my tax documents  to my tax accountant so he could do my tax. He can worry about all the laws and regulations, tax deductions etc.

So he has been doing my tax for years and never once has he let me know that he was happy to have my documents sent electronically to him.

Every year I would get various documents in hard copy and file into a premade folder with tabs and then print out the odd documents that were available electronically. I thought I was pretty clever, because the folder was premade, I had a guide to every document required. I would physically deliver the folder to him and also have to pick it up. I think he also made copies of all my documents for his records.

It was still an onerous and dreaded task! I simply hated doing my tax!

One day there was a tipping point when most of my documents were now electronic and the printer was running out of ink.

I asked him would he be happy if I posted my electronic documents to a shared drive and he said sure, not a problem.

????!!!  Pity he didn’t say that about 10 years ago!**!!!!

So now it is a much easier process.  

1. Create a gDrive Folder
2. Assign Permissions (You already have your Tax Accountant’s email presumably)
3. Identify all tax documents receipts /invoices
4. Post well named tax documents in the folder on an ongoing basis 

NOTE: For Hard Copies take a photo then post to your gDrive. Use a standardised naming convention such as Company Amount Receipt or Invoice Date . This will help you eliminate doubling up. 

      5. Notify you Tax Accountant when all documents are ready/available and give link to location.

I also create a spreadsheet from my downloaded bank statements for that financial year so I don’t miss any payments. The spreadsheet also provides a summary when you filter specific credits/debits. (Well it does for St George Bank, can’t speak for all banks).

Let your tax accountant know that you have done a summary spreadsheet so it makes his job a lot easier and he can feel guilty about how much he’s charging you for his services!

Kerry Boland

The Boland Process

What is involved in hiring a Business Process Management Consultant?

I’ve been helping small businesses and corporate organisations improve their processes for many years. I find that most companies have trouble keeping track of their business processes, or worse yet, they don’t have any documented processes at all. If you are in this situation, here are some steps you can take to help get your business back on track:

A good starting point is to perform a “gaps analysis” on your current processes. This will help you identify where you are losing time, money and resources. You can compare your processes to industry standard best practices in order to identify any gaps that exist between the way you currently operate and what the market expects from it.

Once this has been completed, it is possible to develop a plan of action for improving these processes as well as identifying additional areas where improvements could be made. By using a Business Process Management Consultant they will be able to assist in performing this gap analysis for you ensuring that all relevant aspects have been considered before developing any recommendations for improvement.

Once the gaps analysis has been completed, it is possible to develop a plan of action for improving these processes as well as identifying additional areas where improvements could be made. By using a Business Process Management Consultant they will be able to assist in performing this gap analysis for you ensuring that all relevant aspects have been considered before developing any recommendations for improvement.

As you take the journey, you may encounter roadblocks and unexpected problems. You may need to make changes to your plan or goals. You might decide that it isn’t worth it after all, or that it’s not the right time for you to pursue this goal.

You might find yourself feeling disappointed or frustrated. You may feel like giving up and quitting.

But if you do choose to continue on, you will eventually reach your goal. It might take longer than you thought it would, but it’s well worth the effort. When you get there, it will feel like a huge weight has been lifted off your shoulders and your life will be forever changed for the better.

To help ease the pain of change, make sure you communicate.

With all your staff, customers and suppliers. The main thing to focus on is why this is good for everyone. You should explain how the new system will be better than the old one, and how it will help make things easier for everyone at work. You can also use this as an opportunity to debunk any myths that people may have about what’s happening – such as “I won’t be able to use my computer anymore if you change too much!”

It’s also important to get your staff involved in the process. You can do this by inviting them to brainstorm ideas, or even just asking them what they think of the changes. This will help you understand their concerns and address them before they become major problems.

If you’re planning a big change, try and get your staff involved. By getting their input, you can avoid any problems with them feeling like they aren’t being listened to. You could even use this time as an opportunity to get feedback on how things are going in general – such as whether people feel that their workload is manageable or not.

A business isn’t just a collection of people, it’s also the data that drives it. The more you can manage and monitor your data, the better you’ll be able to understand what’s happening with your business—and how you can use that information to improve.

Data is the lifeblood of any organization because it’s what allows us to make informed decisions about our future direction and growth. Without good data management practices in place, we’re essentially guessing at what might be best for our company or department—and guesswork never leads anywhere good!

If something isn’t working as expected, having access to good quality data will help provide insights into why things aren’t going right so that changes can be made before they become too big of an issue (or worse yet: become ingrained).

But if there are no problems? Well then great! Good quality information means quick decision making without getting bogged down by unnecessary details or having any surprises because everyone has access to all relevant facts needed based on their roles within the organisation.”

There are many benefits to reviewing and updating your business processes.

• Your processes will be more efficient, which means less time spent on them, and more time for other tasks.
• Your processes will be more effective because they’re doing exactly what they need to do.
• Your processes will be more consistent because they’ll be the same across all employees and locations.
• Your processes will be more transparent so everyone knows what’s going on at all times, which makes it easier to see when something isn’t working or needs improvement (and where).
• Your process is adaptable so it changes as conditions change, instead of getting stuck in a rut or being unable to grow with your company’s evolution over time.

At the end of the day, it’s important to remember that business processes are meant to make your company more productive and efficient. When you have well-organized systems in place, you can be confident that everyone is working towards the same goals.

A review and update of your existing processes can help improve their manageability, which can lead to more consistent results for both customers and employees alike. It will also make sure that any new hires understand how things work around there—and if there are any changes being made.
By taking the time to evaluate your existing procedures and processes, you’ll be able to find areas where you can improve. And by focusing on those areas that need improvement, you can make sure that everyone is working together towards a common goal.

Do you need to make your processes more efficient?

Business process improvement is the act of making a company’s processes more efficient. One way to do this is by reducing the amount of time it takes to complete a process, reducing the number of steps involved in a process, reducing the number of people required to complete a process, and/or reducing the number of resources required to complete a process.

Business process improvement is a strategy that can be used to drive growth and profitability. It’s also a way to improve customer service, reduce costs, improve collaboration between departments within an organisation, and increase employee satisfaction and retention.

Are Staff ignoring your processes?

You’ve invested a lot of money in your business processes and you know they’re good. You’ve got the right people in place and they’ve been trained on them. So, why are your staff still ignoring them? There can be a number of reasons why this happens:

• They don’t understand or haven’t had time to learn them properly yet
• They don’t think it’s important to follow the process because someone else will do it for them
• They just don’t care about the rules, procedures and policies
• They’re bored and want to start doing their own thing
• They don’t see the purpose of following rules, procedures and policies They don’t think it’s fair to have to do things a certain way

If you have high staff turnover and are experiencing difficulty in retaining knowledge and training new staff, it could be a sign of poor processes.
Staff turnover is expensive. It costs an average of $10k to hire someone and train them, so if you’re constantly losing staff, you’re wasting money on their salaries as well as the time it takes to hire and train replacements.

You need a good process for hiring and training new staff in order to retain knowledge and prevent high turnover rates.

Low productivity is one of the biggest signs that you have a bad process. If your staff are spending too much time working on tasks that don’t add value to the business, then this is a sign that something needs to be changed. You need to streamline processes and remove unnecessary steps so that employees can spend more time doing what they’re best at.

In today’s competitive business environment, the customer is king. Customers drive your business forward and make you money. They are also your best advocates, spreading the word about their experiences to other potential clients.

But customers can also be your biggest critic. If you are not delivering on their expectations, they will let you know – in no uncertain terms! Customers always want more from you: more value for money; better service levels; products and services that meet their needs and solve problems for them; and a seamless experience across multiple touchpoints (online or offline). This means that every time a customer engages with your brand as part of an experience cycle (whether it’s ordering something online or visiting your store), they will be looking for ways in which they think they could do better next time around – even if everything was perfect!

Does it take way too long to find and locate a process document? Are you spending more time looking for them than actually using them?

If so, it’s time to review and update your processes. Processes are important because they show staff how things get done. They help ensure that everyone is working on the right things at the right times and in the right way. And they can also be used as a reference when there’s a question about how to complete an activity or task.

Processes are especially important in an organisation that has many departments and teams, or where staff members have a lot of autonomy. This is because they help ensure that everyone is working on the right things at the right times and in the right way. Processes can also be used as a reference when there’s a question about how to complete an activity or task.

If you’re not sure where to start, consider hiring a professional to review your business processes. I can help identify gaps in your current processes and make suggestions for how to improve them. I can also assist in streamlining inefficient steps, making them more efficient and effective for the company overall.

In addition to assisting with identification of improvements, I will help guide the process of implementing changes once identified. This may include identifying resources needed for implementation or refining any new documentation that needs to be created.

Conclusion
If a business doesn’t have good processes, it can lead to problems. Everything from low customer satisfaction levels to high staff turnover rates could be the result of poor processes. In order to avoid these issues and improve your business, it’s important that you review and update your current processes on a regular basis.
I’m here to help you!

Kerry

The Boland Process

Does your business have a Procure to Pay Process?

Ariba states “Procure-to-pay (p2p) is the process of integrating purchasing and accounts payable systems to create greater efficiencies.
It exists within the larger procurement management process and involves four key stages:

• selecting goods and services
• enforcing compliance and order
• receiving and reconciliation
• invoicing and payment.

Kiss Flow puts it another way : “Procure to pay is the process coordinated and integrated action taken to fulfill a requirement for goods or services in a timely manner at a reasonable price.
It involves a number of sequential stages, ranging from need identification to invoice approval and vendor payment. Steps in a procure-to-pay process need to be executed in a strict order.”

The Procure to Pay Process is one of the most common business processes written and every enterprise involved in goods and services would or should have this process.
Without a valid Procure to Pay Process your business risks errors and possible financial losses.

The SAP Blog has a more detailed explanation (with a full 18 Steps for Enterprise level) stating  “All enterprises and corporate aspire to improve their bottom line.
Basically, there are two ways to do it, either to increase the top line or reducing the cost.
Increasing the top line or the revenues in today’s competitive markets is not a very easy option.
That’s why, now a day’s the sourcing and procurement functions are being examined, by the companies, in order to find ways to cut costs and control spending.”

If your business doesn’t have a Procure to Pay Process OR it needs updating, as your systems have changed Contact Us.

Audit Ready or Useful in Current State?

Are your Business Processes/Standard Operating Procedures audit ready or more importantly, useful to your staff?
Most businesses have processes but many do not have the enough support to ensure the content is valid and reliable.
Documentation, most people will agree, is important but not regarded as urgent. Given how busy we all are, documentation falls through the cracks while we manage all the fires in the business, ironically caused by outdated disorganised documentation!
My mission is to develop clear, simple and valid procedures which staff can easily follow and access..
I am totally focused on getting your documentation in order, building a strong foundation and bridging any gaps, so your staff can do their tasks right first time!

To find out more visit my website for further information.

Kerry Boland

The Boland Process