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One of the hottest products and in demand in the business world, is the rising demand for project and business management systems.
As society is moving towards self sufficiency and self education, more and more business owners want to be able to control all aspects of their business by themselves.
Many business owners in the past used to hire mid-level management staff , the likes of office managers,project managers,PAs. Although, these types of roles may be good and still available in most large organisations, it has proven to be quite a problem for the small business owners. The problems it created are:
1. Added costs of mid-level management salaries.
2. Another layer of supervision that needed to be supervised by the business owner.
3. Difficulty to find suitable and reliable candidates. It is notably difficult to find good mid-level managers and the employee retention is quite poor at these levels.
But, the biggest reason, was the dependency that business owners developed in these people.
It is amazing how easy it was for business owners to shed this responsibility and easily shift their business core actions to other people. Some of these mid-level employees enjoy this type of dependency and encourage it, in fact. When an employee feels that the boss desperately needs and can not handle anything without them, it is surely a great ego booster and an excellent card to play when a salary raise is in need or any other benefits.
While I am not claiming here that these jobs are redundant, I would still like to stress that developing such a dependency in your own employees is a dangerous thing. Not knowing how your own projects,clients or finances are doing is a warning sign!
So, how can you both have the time to macro-manage your business and not lose control over its core actions to your employees?
The solution lies in technology. We are in 21st century where technology holds most of the solutions to people’s problems.
Today’s business management software, offer so much control in just minutes of work, you can easily see that you don’t really need to hire some of those mid-level management employees.
Most Admin and Project Management work can be easily done through the software itself, your finances as well can be easily managed through the business software itself.
What is a better feeling than knowing that you know and control your own business. That there is not even one employee that you just HAVE to keep in your business, in order for your business to continue working. Think about how much confidence it actually gives you as a business owner.
There are many excellent business management software out there, just a few clicks away…
Giving quotes is an art in itself. It is often your first contact with a new clients and a quote can be a make or break point! no less!
We all know that giving a fast quote and a competitive quote is essential when you are about to establish a connection with a new client. You did it wrong, and you simply lost the client for good. Many business owners give a quote which is simply too low and by doing this they end up losing money repeatedly. When we designed this business software we were set out to tackle this issue once and for all. We wanted to make sure business owners don’t just give quotes off the top of their heads but use a software quote module that will help them to provide a client with their best quote and not lose money on it.
But, how do you make sure you don’t lose money on the quote?
We developed a Quote Management Module that is designed to tackle this sensitive and often complicated issue of giving the right quote.
Add a Quote
Once you created the quote sheet, you can save as template if you wish and add it. Once added you will be able to convert the quote into a project, edit or delete the quote.
Once you created a project, the relevant quote will show in the project management module
Another way, to add a quote is after you have created a project, this can happen when you have started a project without giving a proper quote (less recommend practice)
Clients are the backbone of a business. Clients that feel that they are not in capable hands will probably seek to move to another service provider. Competition today, in almost every field is fierce. It’s not easy to get clients and it is even harder to maintain the clients. Once you have good clients a smart business owner will do his or her best to keep them happy.
So how do you know which clients is good which is a bad client for your business?
At iQDesk 2.0 Business Management Software we took care of this too, the Client Management Module has a really cool feature that shows you, which of your clients generate you profit and which clients don’t.
Keep good records of your clients
Add New Client– fill in their details and upload their relevant files (agreements,contracts,company docs)
Manage Client fields- here you can add and modify clients fields to allow more user flexibility
You can decide if you want to give client online access so they can follow their own projects and communicate with you on their project page
There is the new client you have just created
This module gives you great insight into your clients aspect of your business. Covers the important issues of client profitability and management, and enables you to grant online access to your clients.
Managing your employees should not be complicated. In this module you will keep track of all your employees records and files, update their salaries , their employment contract (monthly/hourly),upload their files such as employment agreements and CV etc. And, decide whether you want to give them online access in case you wish for them to update their project status and check their tasks on their own. The module is very flexible and user friendly.
Add a new Employee
Give them online access
Employee Cost automatically calculated into the other modules
What’s more is the unique feature where the employees salaries is automatically calculated and added to future expenses in the Quote, Cash-Flow and Project Management modules. All you need to do for this to happen, is to add the employee name to the other modules and their cost per hour will be calculated automatically. Many business owners forget to add employee time to their costs,especially one-off extra time. This expense has to be reflected per project and as in the cash-flow.
Here in the project module you can see an example of how the employee expense is being calculated automatically
Here you can see the expense in the cash-flow module
And see here how employees cost is automatically added to the quote
Managing your daily tasks often gets postponed. One of the biggest problems business owners face today when it comes to their daily management is knowing how to prioritise their workload.
How many times have you started to do something , just to realise that you have just been spending hours on something which is not the highest priority. How many times times have you forgotten to do something that was actually quite important. How many times do you postponed and reschedule , meetings, calls, even work? and how many times you should have delegated something and you didn’t? This is what this module is all about. Those daily tasks you need to do, those little daily struggles of how to manage your time properly. All can be resolved by using this Tasks Management module we developed to tackle those very same issues.
Add New Task – Manage your day to day and put a reminder
Add New Folder – Sort your responsibilities
My Tasks – See what you need to do and prioritise
Team Tasks – Learn to delegate
See your tasks automatically feeding into the Project Management Module
When you assign a task to a specific project, this same task is going to show in the project management module, this means you don’t need to enter the same task twice.
Managing your cash-flow, be it your personal or your business cash-flow is a must! We can’t stress it enough, and it is amazing how easily this ‘must’ is being pushed to the bottom of the priority list. Considering that your cash flow is the one thing that is vital to ensure your business viability. It always comes as a big surprise to us, whenever we analyse other businesses to find out how little effort if any at all is being invested in managing cash-flow.
In our experience , the main reason so many business owners neglect their cash-flow management is that they lack two things:
1. The knowledge to manage cash-flow
2. The time to manage cash-flow
While taking the time to manage your cash-flow can be resolved quite easily, the lack of knowledge was the one that we found more worrying. After all, how can someone assume the role of a business owner without knowing how to deal with the most important aspect of their business? This is a big question, and as a result of it, many so many small businesses fail miserably. Although, there has been a shift in awareness, so many business owners now acknowledge the need of business management , there are still so many gaps in people’s education and expertise to cover them.
The idea behind iQdesk Business Management Software was to literally tackle those gaps. The idea behind teh business software was to make sure that regardless of business owners’s level of education and availability of time, they will be able to run their businesses, while technol;ogy covers those gaps for them.
In a previous post , we covered the project management gap and in this post, we would like to cover the cash-flow management by showing how the iQDesk 2.0 Business Management Software easily manages this tricky aspect of business management.
The cash flow module is split into 3 main screens
The current screen takes all the payments that have already been paid and all the payments that have already been received. This screen is a clever tool, as it feeds automatically from the previous modules where payments has been processed.
All the current cash flow will be displayed on this screen giving the user the ability to see how their finances look at the very same moment.
The Forecast screen will show all the payments that are still to be processed. It covers both the future incoming payments and the future outgoing payments. A user can filter through the relevant dates to get an accurate picture of what the business finances will look like in the future months.
This screen also feeds automatically from previous screens.
Charts and Stats
This screen gives the user a clear and easy to understand display of the business finances.
Manage your Payments
For additional flexibility and user control of the system we have added payments management toolbar.
You can do the following:
Add a new cost on an ad hock basis
Add a Fixed cost that will feed each month on the same date if selected
Export all the data to an excel for easy transfer of data
The system also enables to user to filter by dates and also displays an overview of the payments at each stage.
Managing your cash-flow via the iQDesk 2.0 Business Management system, is easy and covers the business financial aspects that are important for your business.