Shameel Siddiqui ACA, FCCA, CPA PK, MBA Entrepreneurship on LinkedIn: What Is Back Office Support? Meaning, Benefits & Examples In the world of… (2024)

The Key to Scaling Your Business? Outsource Admin TasksAs business owners and managers, we know how bogged down we can get in administrative tasks - bookkeeping, data entry, appointment scheduling, email management. While essential, these tasks prevent strategic focus.That’s why outsourcing some admin functions is a game changer, especially as your company grows. Handing these tasks to a virtual assistant or back office team has advantages:- It frees you and your team up to focus on high-value activities like business development, marketing, and enhancing the customer experience. Doing more of what only you can do has a huge impact.- You gain access to expertise and technology that a single person or small team can’t always provide. Specialized admin services leverage updated systems and best practices.- It allows you to flex up or down as your needs change. Outsourcing admin gives you an elastic workforce that scales without having to hire full-time.It can save you money compared to hiring in-house for many support functions. No overhead, facilities, hardware, or ongoing training costs.The key is choosing the right outsourcing provider - one that will essentially serve as an extension of your team.What administrative responsibilities do you find most time-consuming? Are there any tasks that, if removed from your plate, would allow you to better focus your time on more impactful work?

7

Finance recruiters, this is the solution to setting up your own business!Recruitment is sold as a route to riches. Which it is, but you can only get so far...We are facing 3 problems:1. We're grafting to make someone else rich, taking <25% of our billings2. Working 40+ hours a week from an office with little to no flexibility3. Command & control culture. Unreasonable targets and irrelevant KPI'sObvious solution - go out on your own and take a larger % of your billingsReversal - it's too risky to go out alone. What if it all goes wrong?Here's the fix🔑Introducing the profit share model that my client is offering!- Make yourself rich instead. Salary + profit share (40-50% of your individual profit). This way you're given the security of a salary whilst taking a higher % of billings.For example (assuming a £35k basic salary):Bill £150k - Industry avg comms = Earn £57,500 per year Profit share scheme = Earn £67,000 per yearBill £180k - Industry avg comms = Earn £62,000 per year Profit share scheme = Earn £79,000 per yearBill £210k - Industry avg comms = Earn £66,500 per year Profit share scheme = Earn £105,000 per year- Ultimate flexibility to work from anywhere, set your own KPI's and around your own schedule- Unlimited support & coaching from the wider group with other colleagues on profit share model to collaborate with- Access to the best tools: LinkedIn Recruiter,Loxo, Calendly, Docusign etc.- Full back office support - Finance team, marketing, L&D, HR, Virtual AssistantsReach out👇🏽📞 07305824206📧 fg@highergroup.co.uk

9

AI-powered chatbots can significantly enhance administrative support by automating routine tasks, providing instant assistance, and improving overall efficiency. Here are several ways AI-powered chatbots can improve administrative support:1. Handling Routine Inquiries 24/7 Availability: Chatbots can provide round-the-clock support, answering common questions and handling routine inquiries without the need for human intervention. This ensures that employees and clients receive timely assistance regardless of the time of day. Instant Responses: Chatbots can quickly respond to frequently asked questions, such as office hours, contact information, and policy details, reducing the workload on administrative staff.2. Scheduling and Calendar Management Meeting Scheduling:Chatbots can assist in scheduling meetings by checking the availability of participants, sending calendar invites, and managing rescheduling requests. This streamlines the process and reduces scheduling conflicts.Reminders and Notifications:Chatbots can send automated reminders and notifications for upcoming meetings, deadlines, and important events, ensuring that nothing is overlooked.3. Document Management Document Retrieval: Chatbots can help users quickly locate and retrieve documents by understanding natural language queries. This saves time and improves efficiency in document management.Filing and Organization: Chatbots can assist in organizing and filing documents, ensuring that they are stored in the correct locations and easily accessible when needed.4. Employee Onboarding and TrainingOnboarding Assistance: Chatbots can guide new employees through the onboarding process, providing information about company policies, procedures, and resources. This helps new hires get up to speed quickly and reduces the burden on HR staff.Training Support: Chatbots can deliver training materials, answer questions, and provide support during training sessions, enhancing the learning experience for employees.5. IT and Technical SupportTroubleshooting: Chatbots can assist with basic IT troubleshooting, such as resetting passwords, resolving connectivity issues, and providing instructions for common technical problems. This reduces the need for IT staff to handle routine support requests.Ticketing System: Chatbots can create and manage support tickets, ensuring that issues are tracked and resolved efficiently.6. Data Collection and Surveys:Feedback Collection: Chatbots can conduct surveys and collect feedback from employees and clients, providing valuable insights for improving administrative processes and services.Data Entry: Chatbots can assist with data entry tasks, ensuring that information is accurately recorded.By automating these tasks and providing instant support, AI-powered chatbots can free up administrative staff to focus on more complex and strategic activities, ultimately improving the efficiency and effectiveness of administrative support.

Employment Relationship:Virtual Assistant:VAs are typically independent contractors or freelancers. They are not employees of a company and are usually hired on a contract basis or for specific tasks or projectsRegular Employee:Regular employees have a formal employment relationship with a company. They are often hired for a long-term, ongoing basis and receive benefits, such as health insurance, retirement plans, and paid leaveWork Arrangement:Virtual Assistant:VAs work remotely and may be located anywhere in the world. They provide their own equipment, like computers and software, and manage their own work schedules.Regular Employee:Regular employees often work on-site at the company's office location and adhere to a set work schedule determined by the employer. They typically use company-provided equipment and toolsContract vs. Employment Agreement:Virtual Assistant:VAs usually work under a specific contract that outlines the scope of work, payment terms, deadlines, and other project-specific details. The contract may be project-based or ongoing.Regular Employee:Regular employees work under an employment agreement that outlines their role, salary, benefits, and employment conditions. The agreement is often open-ended, subject to termination with notice or causeTaxation and Benefits:Virtual Assistant:VAs are responsible for handling their own taxes, insurance, and benefits, as they are considered self-employed. They are not eligible for traditional employment benefits.Regular Employee:Regular employees have taxes withheld by their employer, and the employer may offer benefits like health insurance, retirement plans, paid time off, and moreIn summary, the key differences betweenvirtual assistantsand regular employees revolve around their employment status, work arrangement, responsibilities, benefits, and legal obligations. Employers should carefully consider their specific needs and the nature of the work when deciding whether to hire avirtual assistantor a regular employee

Are you struggling to keep on top of things at work? 🤨Have a team of people but still feeling the pressure? Guess what, we've all been there....Read our blog on why outsourcing to a VA can be advantageous for your business AND your team! 👇We are an award-winning VA business specialising in creative and traditional business support. #admin #outsource #administrationservices #virtualassistant #outsourcing #va #businesssupport

1

HR Implementation Project PlanSuccessful project planCreating a successful project plan for HR implementation involves several key steps:Define Objectives:Clearly state the goals and objectives of the HR implementation project, such as improving HR efficiency, enhancing employee engagement, or ensuring compliance.Stakeholder AnalysisIdentify all relevant stakeholders, both internal and external, and understand their needs and expectations.Project ScopeClearly define the scope of the HR implementation, including the specific HR functions or processes to be addressed.Budget and Resources:Estimate the budget required for the project and allocate necessary resources, including personnel, technology, and tools.Timeline:Develop a detailed project timeline with milestones, deadlines, and dependencies.HR Technology Selection:Research and select the appropriate HR software or tools that align with your goals and budget.Data Migration and Integration:Plan for the transfer of existing HR data and integration with other systems, such as payroll or time tracking.Change Management:Develop a change management strategy to address employee concerns and facilitate the transition to the new HR system.Training and Development:Create a training plan to ensure that HR staff and end-users are proficient in using the new system.Testing and Quality Assurance:Implement a thorough testing phase to identify and resolve any issues before full implementation.

31

17 Comments

You might hear that most people in charge think outsourcing costs a lot more than doing things themselves. That's sometimes true, but there are good reasons to consider outsourcing, too!Outsourcing can save money:Companies who outsource often don't have to pay for an employee's full salary, office space, or extra things like vacation time. It's like hiring someone for a specific job, and they leave when it's over.Outsourcing means finding experts: If you need something special done, an outsourced worker might already be the best at it!You won't have to spend time training someone new.But there are downsides too: Sometimes it can be hard to talk with someone who works far away, especially if their workday is different from yours. And since they aren't part of your company, they might not understand everything about what you do.The tricky part is deciding if the good parts about outsourcing are worth the challenges. It's a big decision, so take your time and ask lots of questions before you choose!

3

Employment Relationship:Virtual Assistant:VAs are typically independent contractors or freelancers. They are not employees of a company and are usually hired on a contract basis or for specific tasks or projectsRegular Employee:Regular employees have a formal employment relationship with a company. They are often hired for a long-term, ongoing basis and receive benefits, such as health insurance, retirement plans, and paid leaveWork Arrangement:Virtual Assistant:VAs work remotely and may be located anywhere in the world. They provide their own equipment, like computers and software, and manage their own work schedules.Regular Employee:Regular employees often work on-site at the company's office location and adhere to a set work schedule determined by the employer. They typically use company-provided equipment and toolsContract vs. Employment Agreement:Virtual Assistant:VAs usually work under a specific contract that outlines the scope of work, payment terms, deadlines, and other project-specific details. The contract may be project-based or ongoing.Regular Employee:Regular employees work under an employment agreement that outlines their role, salary, benefits, and employment conditions. The agreement is often open-ended, subject to termination with notice or causeTaxation and Benefits:Virtual Assistant:VAs are responsible for handling their own taxes, insurance, and benefits, as they are considered self-employed. They are not eligible for traditional employment benefits.Regular Employee:Regular employees have taxes withheld by their employer, and the employer may offer benefits like health insurance, retirement plans, paid time off, and moreIn summary, the key differences betweenvirtual assistantsand regular employees revolve around their employment status, work arrangement, responsibilities, benefits, and legal obligations. Employers should carefully consider their specific needs and the nature of the work when deciding whether to hire avirtual assistantor a regular employee

Onboarding new hires is a crucial process, and using the right software can significantly streamline and enhance the experience for both the employer and the new employees. When searching for onboarding software, consider the following steps:Identify Onboarding Needs:Understand your organization's specific onboarding requirements. This could include document management, employee training, compliance tracking, and integration with existing HR systems.Define Budget and Resources:Determine the budget available for onboarding software and the resources (both financial and personnel) that can be allocated to the implementation and maintenance of the software.Evaluate Integration Capabilities:Ensure that the onboarding software can seamlessly integrate with your existing HR systems, payroll software, and any other relevant tools your organization uses. Integration reduces duplicate data entry and improves data accuracy.User-Friendly Interface:Look for onboarding software with an intuitive and user-friendly interface. This is important to ensure that both HR professionals and new hires can easily navigate through the onboarding process without unnecessary complications.Mobile Accessibility:Consider software that offers mobile accessibility. This is particularly important as many employees may prefer to complete onboarding tasks on their smartphones or tablets. Mobile access enhances flexibility and convenience.Customization and Flexibility:Choose onboarding software that allows customization to match your organization's unique onboarding process. The ability to configure workflows, forms, and content ensures that the software aligns with your specific needs.Compliance and Security:Prioritize software that adheres to data security and compliance standards, especially if you handle sensitive employee information. Check if the software helps automate compliance-related tasks to minimize risks.Employee Training and Development Features:Look for software that includes features for training and development, such as e-learning modules, training tracking, and skill development. This ensures that new hires can quickly adapt to their roles and responsibilities.Performance Analytics and Reporting:Choose software that provides analytics and reporting features. This allows you to track the onboarding process's effectiveness, identify areas for improvement, and measure the overall success of the onboarding program.Support and Training:Assess the level of customer support and training provided by the software vendor. Adequate support and training are essential for a smooth implementation process and ongoing usage.

🕒💼 The Importance of Well-Filled Time Sheets: Connecting the Dots to Cash Flow in Engineering Organizations 💰🚀When I reflect on my early days as a student, working at a temp agency, I can't help but be amazed by the evolution of how we manage time sheets and payments in the workforce. Back then, every Friday afternoon, my role was to ensure that temporary workers were paid in cash, based on the number of hours they had worked. It was a direct translation of time to cash, a tangible connection that couldn't be ignored.Fast forward to today, and the landscape has completely changed. With electronic systems dominating the payroll process, the connection to cash has become less apparent. But let's not mistake this shift for a decrease in importance. Well-filled out time sheets remain a vital cog in the wheel of an engineering organization's cash flow, and here's why:1️⃣ Accurate Billing: Time sheets serve as the foundation for accurate billing. When employees meticulously document their hours worked, it ensures that clients are billed correctly. Any discrepancies can lead to financial losses or disputes that may harm the organization's reputation.2️⃣ Resource Allocation: A well-maintained record of time sheets enables organizations to optimize their resources effectively. By analyzing time data, they can allocate staff to projects with greater precision, reducing idle time and enhancing productivity.3️⃣ Cost Control: Transparent time tracking allows organizations to monitor labor costs closely. This real-time insight helps in controlling expenses, making budget adjustments as needed, and ensuring profitability.4️⃣ Cash Flow Management: Perhaps the most critical aspect is its direct impact on cash flow. Accurate and timely time sheet submission ensures that employees are paid accurately and on schedule. In turn, this timely payment ensures a motivated and satisfied workforce.5️⃣ Compliance and Legal Protection: Properly filled out time sheets also play a crucial role in compliance and legal matters. They provide a documented trail of work hours, protecting both employees and the organization in case of disputes or audits.Properly filled out time sheets are the linking pin of an efficient, cost-effective, and financially stable engineering organization. They're the invisible force that keeps the engine running smoothly.So, let's continue to emphasize the importance of accurate time tracking, not just for the sake of tradition but for the very real impact it has on the financial health of your organizations. Let's bridge the gap between the past and the present by recognizing that, even in the world of zeros and ones, time is money. 💸🌟#TimeSheets #CashFlowManagement #Engineering #Productivity #BusinessEfficiency Royal HaskoningDHVWorleyDEME Group, SBM OffshoreMcDermott International, LtdWoodFugroVanderlande Petrofac Bilfinger Arcadis FIDIC - International Federation of Consulting Engineers

19

5 Comments