We admit it. We drank the cloud-Kool-Aid. We are Cloud-Cultists! We firmly believe that every business on the planet could see huge benefits from moving to cloud-based software.
But as a business owner, you don’t take these decisions lightly. You need to carefully weigh each new software choice against a range of factors. For many, the most important question when looking at new software is, “how will this bring value to my business?”
And that makes perfect sense. Changing processes takes a huge amount of adjustment for staff and clients, and there’s no reason to cause all that upheaval unless there is a significant payoff on the other side. Many business owners understandably think, “If it ain’t broke, why fix it?”
But what if I told you that your business could be missing out on an enormous amount of value? Here are 5 ways a cloud-based project management system adds value to your business:
1. Eliminate double-entry
Using one system that passes data through every stage of a project eliminates hours of admin work and manually entering data every month. A project management system like WorkflowMax allows you to enter data once at the quote or lead stage, then carry that data through the job management, timesheeting and invoicing phases.
What will you do with all that time you save?
2. Quickly answer client questions
“Where’s this project at?”
“How much over-budget are we?”
“How many hours have you done so far this month?”
Clients are always wanting a status update or three. Often, these calls can be a huge hassle, as someone will need to stop work to hunt through the spreadsheets, files and notes to find the information. Answering a simple question like “How many hours have you worked for me so far this quarter?” might involve an hour of calculations. That’s time that could be better spent earning money.
With cloud-based project management software, all your data is stored on one system, and it’s easy to pull out any kind of report you want. You can immediately answer the client’s question, or better yet, you can give them a login for your project management system and they can view all the relevant project details.
3. Use reports to track progress and goals
With a cloud-based job management system, you can quickly run reports on all your data and learn valuable insights about your business. For example, with the click of a button you can see:
who your most productive and profitable employees are.
which types of jobs bring in the most profit.
estimated hours on a project against the actual time it’s taking.
who hasn’t paid their invoices this month.
Think how useful these fast and accurate reports would be when planning ahead in your business!
4. Manage jobs from anywhere
A huge issue with tracking time against jobs is getting employees to do their timesheets accurately. This is especially problematic when you have teams working remotely or out on site. If they have to wait to get back to the office to load their hours, they will often forget and time can end up unaccounted for. Choose a job management software that allows your staff to use a mobile version to track time from their phones or tablets when they’re out in the field to ensure much more accurate tracking of time against your jobs.
Also, if your job management is tied to the office, you will have to be there in order to do keep things ticking. This means that many business owners are reluctant to take a vacation as they don’t have a way of monitoring the company while they’re gone.
However, choosing a cloud based job management system means you can log in from anywhere in the world and get a status update on current jobs in the system. You can quickly knock out a quote or invoice in front of the TV, or check in on progress from the beach!
5. Combine everything together
Cloud-based apps use API to connect together. This means that one app can pass information to another instantly, without having to log in or out. WorkflowMax, for example, interacts cleverly with Google Drive, Salesforce, Hubspot CRM, Exsalerate, and more.
That’s five awesome reasons to try cloud-based job management software. You’ll find it offers numerous advantages to your company, staff, and clients. So why are you still on that old, outdated system? Sign up for a free WorkflowMax trial, or check out our introductory videos on WorkflowMax TV.
About the Author: Steff Green is one of WorkflowMax's resident wordsmiths, writing everything from website pages to blog posts, ebooks, emails and everything in between. Steff is also an award-winning author, with several fantasy novels available on Amazon. When she’s not writing up a storm, Steff lives on a lifestyle block with her musician husband, two cantankerous cats, several sheep and chickens and her medieval sword collection.Originally published on July 13, 2015