How to Manage Your Business While Traveling

Whether it’s following up on work, assigning tasks, checking on your business mail, or just replying to customers, it can all be done from your phone. As a matter of fact, almost anything can get done online, through your phone today.

Yes, it’s that simple. But don’t go running home or rushing off to your next vacation destination just yet! We need to establish how you can get all this done and more without being at the office. Keep reading to find out the key factors you need to consider when managing your business while traveling or being away.

Key Factors to remotely managing your business:

Conduct Regular Meetings:

Everyone doesn’t need to be huddled up in the conference room to conduct a good meeting; you can get remote employees, freelancers, and employees at the office all in the same meeting with just an internet connection.

Now meeting on a daily or even weekly basis can be difficult while you’re traveling because you’re mostly busy and have other things to address. However, meeting with the managers weekly or bi-weekly will reassure your presence in the office and confirm your supervision on all business matters.

You can easily conduct meetings through Skype or Google Hangouts where everyone can see each other and even share files if needed. You can also use Google Slides for presentations or Team Viewer to share your computer screen with everyone for demonstration.

Be sure to regularly interact with your employees no matter where you are and build close relations with them that can evolve into trust. If this is accomplished, you’ll never need to worry about business when you’re away.

Follow-up on Work Progress & Hours:

You being away from the office should never mean work doesn’t get done or is on pause. Technology created a solution for slacking or lazy employees, time tracking software. This type of software allows you to track employees working hours so you will always be updated with who came late or who worked overtime.

Employees will be able to track their shifts, breaks, and leave notes on their work progress.

There are many types of time tracking software, some are essentially focused on tracking working hours like ClockIn Portal that generate timesheets and can be integrated with payroll systems.

Others include a project management feature like Zoho Projects where you can share projects, assign tasks, and follow-up on tasks.

You can also use essential project management software like Basecamp or Asana that mainly focus on getting work done efficiently. Project management software allows you to assign tasks, update them with comments, set deadlines, add attachments, and eventually mark them as complete. With a straightforward tracking method of working hours and work progress, employees will feel obligated to stay focused and get things done faster.

Handle Business Mail Instantly:

While traveling, your mail is something you mustn’t forget about. Neglecting your mail for even a few days can lead to problems. Unattended mail can be important contracts from clients, documents from partners or investors, or feedback from your customers.

With a virtual mailbox, you can take your mail with you wherever you go.

A virtual mailbox is a mailbox that you can access online and handle your mail. The options vary from shredding any document or forwarding packages to opening, archiving, or downloading mail in just a few minutes. Your mail is delivered to secure mail facilities where the envelope is scanned and uploaded to your cloud-based mailbox for you to control.

So not only is it remote access to your important mail, but it eliminates the need for a mailroom! This means lesser paper storage, no mail operators, and faster mail operations, a win-win for you and your pocket.

Now, you’re ready to go!

With your business essentials all in check, you can easily travel whenever needed without worrying about work falling behind or inefficiently managing your business. By following these three factors, you can manage your tasks and still have time to enjoy your vacation!

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How This Woodland Is Telling You That You Need Travel Expense Management Software

Woodland in autumn. A peaceful afternoon. Sun finds its way through the canopy onto the floor. One glance tells you everything there is to know.

Except that it doesn’t. All you’re getting from a single glance at our picture is an impression. Sure, you can tell it’s a picture of trees, but how many are there? What species? How old? How many to the hectare? Are they healthy?

See? With every question I ask about this simple picture, you realise you know a little bit less than you thought. In the end, you’re down to the first three words in this post. It’s woodland in autumn.

And so it is with travel expenses. You know they exist because you keep authorising business travel. You may even know what you spent last year, or for the year to date. But is your business getting good value for that spend?

Interrogate the data

The only way to answer that with anything like confidence is to interrogate the data and tease out the information that’s lurking in there. That sounds like a complex exercise, and no doubt it is – if you’re starting from scratch with a pile of receipts and expense claims with the travel data rolled up inside everything else.

And that’s why the dashboard system of oversight built into so much modern software is so valuable. The clever developers behind the software powering your favourite app have set it up to do the hard work for you, and to tell you instantly where there are peaks and troughs in whatever system it is that’s being monitored. If it’s staff absence, you may find that there are lots of people who don’t make it on Monday morning for example.

And if it’s travel, you may find that three employees who went on the sales trip to the major client travelled together but have all claimed mileage as if they went alone. Sadly, it happens. Even if it doesn’t in your business, you may find better ways of accomplishing the task, like getting it done without spending quite so much on travel. For example, is the cheaper flight from a different airport actually cheaper in real terms, once you’ve factored in the mileage for getting to the airport and the overnight hotel stay because of awkward flight times? And how much time does your business waste on travel in the first place? What’s the hourly cost of employing whoever is going on the business trip in the overpriced scenario I’ve just outlined? Could their time be better spent? In short, is there a better way? Travel and expense management software will help you to find out.

Claim and pay more accurately

Good travel and expense management software sets down the rules, and makes it easier and faster for employees to claim in an accurate and timely manner, which makes approving expenses simpler and faster too, leaving you more time to get on with generating revenue – and isn’t that what you’re in business for?

By adopting the use of travel and expense management software you’re making the best use of available tools, empowering you to be more effective by interrogating data automatically, turning up gems of information from the impenetrable mass before you.

As my father was always prone to say: “You can’t see the wood for the trees.” I guess what he meant was that there was so much detail it was impossible to get a clear view of what really mattered in the scene.

Have another look at our picture. Thinking about what I’ve said, doesn’t it look a little different now? And are you going to find – and use – some travel and expense management software?

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