With electronic communication commonplace in all walks of life, you would have thought that few businesses would be posting letters these days. However this is far from the reality.

Despite the tide of communication being firmly in cyber space, many businesses still rely on the postman to deliver documents. More than two billion letters are sent in the UK each year and the majority of Royal Mail’s daily postbag of 62 million items is business mail. If this continues, proposed changes to postage rates will soon be hitting businesses hard.

Reports suggest Royal Mail might soon be allowed to charge as much as it likes for a first-class stamp and prices could be as high as £1 (see further reading, below). Ofcom also wants to do away with caps on service charges to help the postal service steer clear of ‘an inexorable spiral of decline’. These figures illustrate that, while change might be necessary to help cover ever-increasing costs, many businesses will suffer a huge rise in postal prices. At a time of economic turmoil, an expected rise in postal costs – potentially as early as spring next year – would create untold damage.

Business leaders must think carefully about their continuing requirements for snail mail. Many businesses still send financial and payroll documents, such as invoices, purchase orders and payslips, by post. Proposed increases in postal fees suggests that relying on traditional, slow methods of document delivery could be a costly mistake.

The automated delivery of documents by email allows firms to send documents quickly and cheaply and without the huge levies associated with hand-delivered mail. Automated delivery systems can also email out thousands of documents all at once, significantly cutting time-consuming administration. Other benefits include greater transparency, no ‘lost’ documents and improved efficiencies. By integrating document management with existing IT systems such as accounting, HR and payroll systems, the cost and efficiency benefits are magnified.

So, when postage costs are hiked up in the spring of 2012, will your business take the hit or will you consider smarter ways to deliver your documents?  The future of mail really is electronic.

Further reading:

http://www.thisismoney.co.uk/money/news/article-2051727/Royal-Mail-postage-costs-soar-Ofcom-takes-cap-capped-prices.html

http://www.independent.co.uk/life-style/gadgets-and-tech/features/are-we-facing-the-death-of-email-6273170.html

Posting business documents needs to become a thing of the past! is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

Action concentrated on proposed changes to pension schemes, yet the sentiment associated with the strike seemed to draw on wider themes – the UK economy is struggling, conditions are only going to get tougher and public sector bodies must get a grip on spending.

Executives faced with making spending decisions face a tough job. On the one hand, citizens require a set of services that continue to meet their needs, particularly at a time when economic constraint means demands for support are likely to increase.

On the other hand, continued pressure from the Comprehensive Spending Review (CSR) means that the public sector must prove value for money and demonstrate means to reduce spending. The CSR will lead to an £81 billion cut in public spending between now and 2014/15, with average departmental cuts of 19% (see further reading, below).

Spending visibility can only be gained through the implementation of the right technologies. Public sector bodies will not be able to keep procurement in check if they do not have the right level of awareness about how much is being spent by different departments and on what.

And so now is the time to invest in budgeting, forecasting, planning and analytical technologies that will provide transparency into how public sector cash is being spent. Certain bodies are already investing in these technologies as a means to deliver greater spending transparency and to help cut costs.

Cheshire West and Chester Council is implementing a budget monitoring and forecasting system from Advanced Business Solutions to enable £500,000 cost savings during the next three years (see further reading). The system will go live in 2012 and is being integrated into the Council’s existing Oracle system to enable the quick download of data.

Such integrated use of technology creates a single version of the truth, enabling better-informed spending decisions. Trying to make serious spending cuts without such technologies in place is akin to trying to climb Mount Everest in a pair of slippers.

Further reading:

http://en.wikipedia.org/wiki/Spending_Review

http://www.advancedcomputersoftware.com/abs//news/cheshire-west-and-chester-council.php

http://www.advancedcomputersoftware.com/abs/resources/pdf/AdvBS216_FS_spend_analytics.pdf

Public sector bodies need to get a grip on spend is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

This year at the Green Apple Awards, we were honoured for our HR Self-Service solution, which enables paper-heavy HR and payroll administration to be replaced with a web-based solution.

We are always proud to win awards, but in the midst of our success, we mustn’t forget why we’ve been honoured. Placing ‘green’ high on our agenda is far more than a compliance exercise; it should be ingrained in everything we do.

Our HR Self-Service solution has been recognised for fostering green practices by reducing the production and distribution of paperwork around an organisation and for cutting carbon emissions.

In these times of austerity, many organisations are looking to take steps to make significant cost savings and maximise value. Taking such steps should not be treated as a chore, nor should they be costly. With key systems and solutions such as HR Self-Service, a move to becoming ‘green’ is made that much easier whilst making smart business sense.

Of course, we shouldn’t forget that our subsidiary company, Version One, also picked up a Green Apple Award for its document management technology. Version One’s software helps cut costs and improve efficiency by automating the access to key documents.

As we continue to develop solutions for our customers and strive for awards, we mustn’t forget the importance of keeping green at the top of the agenda.

Keeping green at the top of the agenda is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

Kate Upcraft
Payroll writer and lecturer
ISIS Support Services Ltd
kateupcraft@btconnect.com

HMRC PAYE review is radical for the industry is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

To illustrate the difference this could make the RPI is running 5.1 % at present whereas the CPI is only 3.4%. Actuaries have calculated that this could mean significantly lower pensions overall, naturally the higher the salary on leaving the bigger the predicted loss. Those of us with preserved final salary benefits, and I’m one of them, have recently seen their pension rising higher than the salaries of those still working for the same employer, but that is all set to change.

Of course, one could argue that helping final salary schemes to cut their deficit may mean that some remain open when they would have closed, however there are few such schemes open to new or existing employees, such has been the downturn in stock market returns leading to huge deficits. In fact, in the FTSE 100 only four schemes remain open to new members.

Steve Webb has made this move on the basis of levelling the playing field as, for example, state benefits will in future be based on CPI increases not RPI. The reason the two differ is that RPI includes mortgage and council tax costs so rises more quickly than CPI. On average there has been a 0.75% differential.

The only solution for members who are still in employment is to increase their pension saving through AVCs if these are available, or take out an additional personal pension, which of course is also an option to those deferred members who will now have to rework their retirement calculations.

Kate Upcraft
Payroll writer and lecturer

One letter makes a big difference to final salary pensions! is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

He says that the position is:

• Repayments and forms – broadly five days old;
• Pensions and benefits – we are keeping these under 40 days old and hence the oldest items are dated in May;
• Customer letters (the catch all after the other two categories are removed) – this post is older but we are recovering ground on this quickly following the redeployment of resources to manage the notice of coding activity earlier this year – around 7% is over three months old.

HMRC has also turned off the ECS interface again which captures data from P46(car) forms and P11Ds, so employers need to make employees aware that if they want to see a prompt code amendment after submission of either form type, they will need to contact HMRC directly. No date for ECS to resume has been given at present.

HMRC manages expectations on service is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

The amount of digital information grew 62% to 800 billion gigabytes during 2009 when compared to 2008, according to research from EMC (see further reading, below). The 1.2 zettabytes of information expected to be created in 2010 would be equal to every man, woman and child on Earth “tweeting” continuously for 100 years.

The problem is not going away either. More than 60% of chief executives (CEOs) cite industry transformation and the information explosion as the most significant factors facing their organisations during the next five years, according to IBM (see further reading).

And if the CEO is concerned about a technology issue, then you know you have an important issue on your hands. So, how can the business cope with the surge in demand for knowledge?

It is a crucially important question. Data comes in a number of structured and unstructured forms. These multiple forms create stoves of information that are useless unless the business can understand what data the organisation holds and why.

Understanding such questions will allow the business to ask the most important questions of all: what does this information mean and how can we use it to serve our customers better?

To answer such questions, you need to get a grip on information management. As a starting point, data warehousing techniques – a repository of organisational information – must be allied to broader business objectives.

Create an interface that allows your workers to understand what is actually being held in the warehouse. Then use carefully selected analytics to successfully navigate through the ocean of business data.

Such navigation does not have to be a rough ride, either. Careful integration can allow employees to make real time decisions based on data they can trust.

The effects of the information explosion continue to radiate outwards. But the right technology tools will help you control the impact on your business.

=====

Further reading

http://www.itjungle.com/tfh/tfh062810-story01.html

http://www.ameinfo.com/231603.html

Manage your information to control the explosion is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

When a government department makes mistakes, and we all do because we are human, it is simply an error and we have to cope with the fallout, however significant to our privacy or finances. When we make a mistake it is negligence and we face an automated fine that we have to appeal – of course these too are often sent out incorrectly. Should government departments make it easier for us to get financial redress for official error – isn’t that part of the reason for an HMRC taxpayer charter?

Negligence v official error is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

Budget cuts are predicted and these will likely hit the public sector hardest. If the public sector is to operate effectively and efficiently within the confines of budget cuts, they will need to take a good hard look at their operational efficiencies.

Investment in technologies will be key in order to bring about efficiency savings whilst operating with the same (or fewer) headcount. And we’re not talking about implementing huge IT systems that require a PHD in quantum physics to operate – these systems need to support existing processes, be easy to use and deliver a proven and swift ROI. Systems such as spend analysis, electronic procurement and document management are just some of the solutions that are being rolled around across NHS trusts and local authorities as we speak – these organisations have recognised that the foundations for success amidst budget cuts and efficiency targets are built upon the right technological infrastructure.

So, as we all hold our breath to see what the Chancellor has in store, the classic song “Tomorrow” from the musical ‘Annie’ springs to mind – I wonder whether this is what the Chancellor is humming today?…..

The sun’ll come out
Tomorrow
Bet your bottom dollar
That tomorrow
There’ll be sun!…..

The sun’ll come out
Tomorrow
So ya gotta hang on
‘Til tomorrow
Come what may

Tomorrow!
Tomorrow!
I love ya
Tomorrow!

I certainly doubt whether anyone in the public sector will be joining in the chorus, that’s for sure!

All eyes on the budget is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment

• Take Regular Breaks
• Don’t Shower As Often
• Set Realistic Expectations
• Work from Home
• Don’t Answer the Phone
• Make A List and Stick To It
• Quick Wins to get People off Your Back
• Plan for Tomorrow
• Bin It
• Prime Time
• Do Not Disturb
• One Word Email Replies Like Yes or No
• Say “thank you” (in person, or by e mail) As someone remarked on the day – “That is BEING POLITE” – and actually costs nothing to do
• Do Nasties First
• Make Appointments With Tasks

On top of this, I covered a lot of other tips and ideas during the presentation.  Here is a summary of those:

1. Using the technology available, rather than being a slave to it, is a really good behaviour to develop.  If you were there, you will remember we had a guinea pig time management volunteer (COA Solutions’ Michelle Wilding) who had managed to wean herself off viewing e mails as soon as they popped into her inbox with the simple expedient of turning off e mail alerts.  She now schedules in email review points in her day, and feels much more in control.
2. Taking breaks to re-charge your batteries (or ‘sharpen your saw’) is another great discipline to develop.  The investment pays.
3. Reduce ‘creative avoidance’ (or procrastination) to a minimum.  This is one of those areas where making an appointment with the task can really help.  It also seems to make most impact if you arrange it early in your day – so, linking to the idea of “doing nasty things you don’t want to do, first”.  Getting something out of the way does seem to rerelease your brain to do a lot more constructive work afterwards.
4. Make a daily plan.  This has most usefulness for me if I do it the night before.  It is a good end to the day, and means I can forget about the pressing tasks, because I know they will get done.  My sister, who works as a school secretary now does this by e mailing herself, so the plan is in her inbox for the next morning.  This has calmed many a previously sleep disturbed night!
5. Interruptions:  Have a ‘Do Not Disturb’ system.  This can be using your new Do Not Disturb hat, from COA Solutions, or something similar.  The rules are that you cannot be always on “do not disturb” and your colleagues will need support from you when they need to be not disturbed too.
6. Batch your tasks: although this works for many small and repetitive tasks, it works especially well with a list of phone calls.  Try it, and see how much you will get done.
7. Telephone calls you take:  If you have caller identification, you can screen and prioritise calls.  Voice mail is a very useful time saver.
8. De-clutter:  Throwing things away really does help to release your creativity and problem solving ability.
9. Handle things once – either refer it on, action it, file it or throw it away (or delete).  So cleansing!
10. Ask for help.  It does give you more time to do other things.
11. Meetings: – Three ideas: Set a stop time and stick to it. .Always have an agenda circulated beforehand.  Use a flip chart to capture the action points.

We hope you enjoyed the session, and even if you couldn’t attend, we hope you find these ideas useful.

Phil Hawthorn, One Step Ahead.

Phil Hawthorn has run One Step Ahead since 1996 – a training company specialising in team and enabling skills.

Time Management Tips is a post from Advanced Business Solutions - Supplier of accounting software, business intelligence and document managment