Top time saving techniques

In today’s busy world every second counts, and at Clear Books we want to provide you with all the business applications you need to

make running your business as time-efficient as possible.

We also know that our customers have a huge amount of knowledge in running a business, so we conducted some research within the Clear Books community to find out what tips and

tricks you use to make the most of your time...

Embrace the cloudUtilising cloud software means there's no time wasted provisioning software, hardware, etc. One device + one internet connection = a whole rack of equipment pre-cloud. Cloud software also means you can save all your files (documents, spreadsheets, photos) in one place and access what you need from any device.

Go mobileBeing able to do those 'two minute' tasks on your iPhone or iPad when not in the office can be crucial. The Clear Books mobile app allows you to take a photo of a receipt on your phone and attach it to an expense claim, meaning there’s one less thing to remember when you’re back in the office.

Limit email checkingIf you’re the type of person who can’t help but check emails, this can sometimes distract from other tasks. Try limiting yourself to checking once in the morning, once in the afternoon and if you're really dedicated, once in the evening! If the temptation still gets too much, services such as Email Ninja Kit (http://clr.bo/email-ninja) can help remove clutter and stem the constant distraction of notifications.

Create templatesIf you repeatedly find yourself writing the same email to different customers, take a moment to create one definitive template and then just tweak the details as needed. As one of our clients says, ‘Customers always get standard, professional emails — and it saves a lot of time!’

Go automaticTechnology is evolving to create more and more shortcuts but sometimes it’s hard to keep track of what’s new. It’s worth taking a small amount of time now to research features in your most-used tools which will save you time later - e.g. in Clear Books Accounts you’ll find automatic payment reminders, automated bank feeds and recurring invoices. This TED Talk (http://clr.bo/time-saving-talk) contains more time-saving tech tips.

Use a text expander appApps such as Breevy (http://clr.bo/breevy) allow you to store certain long-winded yet frequently used words or phrases as shorter code. For example instead of manually typing out a client name containing accents every time, replace it with a set abbreviation and... voilà.

Eliminate paperKeeping things digital is not only good for the environment but also for time management. Tips such as insisting suppliers submit invoices via PDF, and using Clear Books to issue paperless bills, quotes and invoices are guaranteed to make life simpler. Take a look at Wunderlist (http://clr.bo/wunderlist), where you can create all types of handy digital lists.

Think elephantWhen a task is looming it often seems easier to put it off. But this only enhances the sense of dread as the deadline draws near and time runs out. One customer recommends tackling these tasks as though you were eating an elephant. Rather than being overwhelmed by its size, break it down into ‘elephant chunks’ and take one bite at a time. This makes for a calmer, more focused and time-efficient approach to any ‘mammoth’ task.

Let us know if you've got more tips to add to the list and if any of the above works for you!

www.clearbooks.co.ukOnline software for small businesses

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