25.03
2020

Tips for Communicating Efficiently While Working Away From the Office

Communicating efficiently is a big part of what makes an office properly function, but what happens in a remote work setting, when face-to-face conversations aren’t always realistic? Barriers to communication shouldn’t be a reason for productivity to lag when employees are performing work away from the office. Here are four ways that you can make connecting with your dispersed remote workers much easier, efficient, and productive, especially during a time like this.

Use voice calls, when necessary

Calling remote employees from time to time, rather than exclusively messaging or emailing them, adds a personalized touch and can even help transmit your positive company culture across long distances. Verbal check-ins with remote staff also provide an easier outlet for them to ask follow-up questions and gain clarification on certain tasks, if necessary.

Retain records of past conversations

To ensure that conversations remain on task and work-related, make sure you’re using a system of communication that records chat logs in near real-time. This can also be beneficial if an employee forgets something; they can simply refer back to a past conversation they had with their manager to be reminded of what’s needed next, potentially cutting out a lot of unnecessary back-and-forth. Note: If you’re looking for a solution to help your company with this, Encore, our flagship application, has an Intra-Company Messaging feature that enables you to connect with multiple remote employees at once, while also saving records of past conversations for your team to reference in the future.

Rely on a project management software

Planning out work using a project management software can greatly assist everyone in your organization with getting on the same page about the current standing of things. Assigning tasks by employee lets managers and employees know when a step along the way of completing the project is on hold and also who specifically is responsible for its pending status. If remote employees are able to visualize the individual steps in an assignment in a checklist-style format, as well as see whose turn it is to act next, they’re empowered to more effectively collaborate without the need to ask unnecessary questions.

Send information to multiple remote employees at once

It sounds obvious, but any time you need to reach out to remote employees about an assignment, always only identify those who are involved with it and communicate exclusively with them. Communicating only with those who have a part in the project gets it moving forward faster, while also helping to prevent inbox overload and wasted time for those in your organization who aren’t a part of it. Also, as mentioned previously, Encore’s Intra-Company Messaging feature allows companies to communicate with multiple remote employees at once via desktop-to-handset integration, serving as a faster, less cumbersome alternative to email. Ask us today how we at Actsoft can set your company up with this feature and optimize your team’s efficiency, particularly when it comes to remote communication.

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18.03
2020

Employee Accountability: How Are You Keeping Your Remote Workers Productive?

Any time you have a situation where employees are working remotely, there’s always the possibility for productivity to slip. Even if you have a great deal of trust in your staff, it can still be tough to regulate and manage assignments while they’re away from the office.

Actsoft solutions are designed to help ensure productivity remains optimized while coordinating a mobile or remote workforce. Making the switch to a remote worker scenario can seem daunting, but it doesn’t have to be with Encore, our end-to-end workforce management solution. Three key features of our flagship application that help ease the process of taking your operations remote are Timekeeping, Geofences, and Intra-Company Messaging.

With Timekeeping, your remote employees can easily clock in and out from a smartphone or tablet in the field, saving time and allowing them to start their days faster. Plus, with this feature, you have the ability to run reports on timesheet data, letting you verify the accuracy of worked hours with ease.

Geofences help maintain that labor performed away from the office is only done so from approved locations. If employees enter or exit a set location’s perimeter in the field, managers will receive notifications nearly instantly. These enable your workforce’s accountability, in terms of geography, to be truly optimized while employees are remote.

Perhaps most important of all when managing a remote workforce is to have a reliable method of communication with your dispersed employees. Directives and instructions can change on the fly, regardless of whether or not your employees are actually at the office; use Intra-Company Messaging to convey assignments to remote employees from the convenience of a desktop computer. You can even review past records of conversations to ensure they stayed work-related, helping to further keep staff accountability in check.

Timekeeping, Geofences, and Intra-Company Messaging are just three key features of Encore that can help you instill high productivity and accountability in your remote workforce, as they give management prime insight on how work is being done away from the office. Learn more today about how our solution can quickly, easily, and safely help you implement a remote work strategy for your staff.

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11.03
2020

Identifying Your Target Audience: Essential to Success in Business

Throughout the process of creating or selling a product, one common denominator remains when it comes to success: you need to have a clear understanding of whose problem you’re trying to solve.

In a broader sense, this means to define your audience. Products or services targeted at specific groups will always do better than those that aren’t, no matter what it is that’s being sold. So, with that being said, what’s the best way to go about defining your key audience? Follow these three strategies for a step in the right direction.

Look at who other similar products or services seem to be targeting.

Begin by investigating the most similar field to your product or service that’s currently available. The less saturated that field is, the better. However, if your idea does tend to fall in line within the realm of a specific industry housing many other existing businesses, there’s no need to panic. You’ll just need to see what ways your future competition is currently marketing its goods or services and try to deduce the specific audience they seem to be targeting.

Understand the market.

Is the industry you’re trying to break into well-developed or is it a niche, and is your business model scalable? These are things to consider when trying to get a decent look at the scope of your idea’s end goal. And, as mentioned in a previous post, the true key to success as far as giving the idea traction and taking it from just that (an idea) and refining it into a truly marketable solution is to pitch it on the basis of its problem-solving potential to your targeted audience.

Use analytics to back up your business strategies.

Once you’ve surveyed the field and done your research, track your analytics and sales to test your strategy’s effectiveness. If sales aren’t where they should be, it could very well be a matter of simply needing to tweak your definition of your target audience. Once you’ve continued adjusting the parameters of your target audience (particularly through social media marketing), it’ll become easier to identify trends in revenue, eventually allowing you to get to a point where you’ve truly nailed your core demographic.

At Actsoft, our solutions can help you track analytics on all the other aspects of your company, giving you more time to create, manage more efficiently, and drive revenue. As your idea begins to really resonate with your target audience, rely on our software for everything else to run an entirely data-backed business operation.

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03.03
2020

Ways to Save with Encore’s Wireless Forms Feature

Wireless Forms on Encore provides a variety of ways for your company to spend less. With a suite of tools built in to make data collection more dynamic, faster, and completely digital, enjoy the savings that Wireless Forms can provide to your team through benefits like these:

Reduced paper costs

Use Wireless Forms to reduce the amount of money you spend on paper annually. In addition to eliminating nearly all of your paperwork expenses (between processing and order purchasing), you’re also able to access data collected from the field nearly instantly, as it’s securely stored with the Encore application.

Saved time

Faster data reception means more time for tending to customer needs. Unlike paper documents that require manual delivery, digital documents can be sent directly from the field to the office, drastically reducing the amount of time it takes to both bill for and record completed jobs. Plus, capture photos, calculate expenses, scan barcodes, register signatures, and more, all directly through custom-built forms that make data processing even faster and more dynamic.

Less errors

Whether it’s a computing-based error or an instance of illegible handwriting, mistakes associated with manual data entry can prove to be quite costly, as they often add unnecessary time to the submission process. In response, we’ve designed our Wireless Forms feature to make everything easier for your workforce to understand. Cut down on wasted time by automatically calculating totals within your forms and use keyboard-enabled data entry to reduce your team’s number of documents that are hard to read.

Better procedures with Form Workflows*

In addition to helping your workforce collaborate better, Form Workflows on Wireless Forms lets one of your employees automatically reroute a purchasing order to the handset of a manager for approval or denial. In performing this function, your team can reduce miscommunications and help ensure that any proposed expenses are properly vetted by those with decision-making power first.

These are just a few of the key ways that Encore’s Wireless Forms feature can make your organization smarter, faster, and more resourceful. Schedule a demo with one of our solutions experts today to gain a firsthand experience of how this tool can revolutionize the ways you may currently be doing business.

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27.02
2020

The Importance of Networking for a Startup Business

Making connections via networking is a proven tactic for growing a business, especially when you’re just starting out. Whether it’s through an event such as a convention, or simply meeting other local entrepreneurs at a coworking space, networking can help accelerate the timeline of what you want your business to accomplish.

Here are three key ways that establishing a connections web early on can benefit your company:

Building an initial foundation

For service-based business models in particular, it’s more crucial than ever to use networking as a groundwork-laying tool. Perhaps there’s an area of your business you’re weaker at developing. There’s more than likely another professional you can meet in a networking session who is proficient in the skill you’re deficient at. Being able to connect and potentially reciprocate assistance to one another is just one of the many results that can come with building a foundation first to jumpstart your company.

Gradually scaling operations

As your network becomes more and more established, explore any connections that might warrant it for new leads, rather than just business partnerships. A popular concept in entrepreneurship is to hire your weakness as soon as you can afford to, and with an influx in leads and revenue over time, you’ll be able to do so. As revenue and connections continue to ascend, consistently add pieces to your team until you’ve built a cohesive unit that covers all your bases.

Learning from others’ mistakes along the way

Your product or service should be marketed strictly based on how it can solve the problems your target consumer regularly faces, whether they’re currently aware of them or not. Networking allows you to collaborate with others in your industry from a strategy perspective, especially in a startup incubator setting (if they aren’t direct competitors of yours, obviously). See firsthand more effectively what some of their strategies are, discuss what worked for them and what didn’t, and use your findings to try and collectively increase sales.

At Actsoft, our software solutions are crafted to provide businesses like yours with analytics that truly empower. Much like how networking can uncover additional information to help you run your business smarter, our digital tools provide robust data about how your workforce is operating in near real-time, enabling your team to create powerful new strategies for reduced costs and greater productivity.

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21.02
2020

Why a Small Team Can Be Better for Business Growth

When you think about all that it takes to elevate a business from a small startup to a national or global brand, you might think that the most important thing to do is increase the number of people in charge of running your company. Wouldn’t that make the most sense? To achieve growth, onboard a slew of high-level executives to help you reach that goal by taking advantage of their years of experience. But what if we told you that a smaller team was actually the better direction to go?

Why is that? One entrepreneur recently wrote about the subject for Fast Company and began with an anecdote that sums up the reason in a rather succinct and relatable way.

I’m standing in the middle of a crowded living room full of my favorite people. All around me, I hear a cacophony of opinions about where to dine. There’s 12 of us, and we’re all getting impatient, louder, and more than a little hungry. Over 30 minutes later, and no one can decide on where to eat. Instead of opting for trying something new, we end up ordering pizza. Again.

When it comes to building a team of decision-makers for your business, despite the growth you may be experiencing, fewer people can actually be more beneficial. Here at Actsoft, we’re focused on efficiency, so if you can get more done by using fewer resources, we’re all about that life. But before we come into the picture, consider the benefits that come from starting off with a smaller executive team.

The big picture takes center stage.
Some business owners feel that it’s important to have a dozen or more individuals that are experts in specific niches. While there can be some benefits to that, the downside is that these area experts may fail to see the bigger picture because they’re too focused on a single viewpoint. Instead, having a smaller executive team composed of individuals whose knowledge spans multiple disciplines means that you have a group that is more likely to approach situations from a variety of angles.

They stay more focused.
Have you ever been in a meeting with so many people, it becomes a standing room–only ordeal? How often are you able to make much progress in these situations? Chances are, there’s a lot more clashing of ideas than anything. These turn into “too many cooks in the kitchen” scenarios. You end up with an excessive amount of people trying to be heard over each other or, conversely, people withdrawing from the conversation because there is a cacophony of noise to cut through in order to simply speak. Smaller groups, however, have an easier time staying on task.

Communication is streamlined.
How many times in your life have you been faced with a situation that requires immediate attention? Now, imagine this is the case and your decision will permanently (and dramatically) affect the future of your business. Of course, you want to seek out the advice of your executive team. But just think about how much quicker you can all gather to discuss when you’re a smaller group. A consensus can be reached much faster, allowing the company forward in the right direction without delay.

As you may already know, our solution helps you make the most of your team when they’re in the field. It’s our mission to help companies around the world increase their efficiency and lower their costs, particularly when it comes to organizing mobile employees. But the ability to do this all starts at the top. Create a smaller executive team of impactful, expert individuals that share the same mission of success for your company, and we’ll help you with the rest.

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18.02
2020

Recap: Actsoft’s Visit to the 2020 Synapse Summit

Last week, a few of our staff members were treated to an incredible experience, gaining the opportunity to attend the 2020 Synapse Summit at Amalie Arena in Tampa, Florida. As a convention for all things entrepreneurial and technological, the Synapse Summit gave our team the chance to take a couple of days to learn more about startup business and city development as a whole in the Tampa area.

Speakers at the event included Jeffrey Vinik, owner of the Tampa Bay Lightning, Sara Blakely, founder and CEO of Spanx, Jeff Hoffman, founder of Priceline.com, and Steven Currall, president and CEO of the University of South Florida, just to name a few. Each keynote brought a unique perspective to the table about scaling a company, personal growth, and the future of business. Separately from the main stage speakers, smaller breakout sessions took place, with industry experts offering discussions on topics ranging anywhere from trends in healthcare to new advances in military applications.

Out of all the valuable information the Actsoft team received at the Synapse Summit, one of the most crucial things we took away from the event was that the Tampa tech community is truly sprawling, and we’re so proud to be a part of it. Getting a chance to see where many of the industries our mobile workforce management solutions play in are headed was also immensely beneficial, as we plan to take our findings to the drawing board in an effort to continue pushing the boundaries of what our solutions can do.

The Synapse Summit reminded us as a company that the future is brighter than ever, not just for local developments in technology, but more specifically, the future landscape of software as a whole. We’ve returned from it inspired and rejuvenated, ready to provide an application that provides even more return on investment for your mobile workforce.

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07.01
2020

Ways to Optimize Your Company’s Communication

Communication is essential to good business, and if it’s a skill that’s suffering at your workplace, there are undoubtedly hidden costs that come into play. Poor communication can result in lowered morale at best, and incredibly costly mistakes at worst. In fact, according to The Holmes Report, the total cost of ineffective communication for 400 surveyed companies with at least 100,000 employees was a staggering $37 billion. Given these potentially catastrophic results, here are four steps you can take to make sure your organization is firing on all cylinders when it comes to efficiency and clear directives.

Ensure proper email etiquette is in place.

Even something as simple as training your employees with a quick, 10-minute video on best practices for email communication is a great way to help verify that things are conveyed clearly, concisely, and professionally. Also, emphasize the importance of spelling and grammar checks across your organization; whether it’s responding internally to a coworker or manager, or externally to a business customer, it’s always important to ensure that communications remain accurate so that respect for the recipient is consistently upheld.

Schedule meetings that are actually productive.

Meetings that accomplish nothing are more than just a waste of time; they can harm workforce productivity if they’re taking people away from their work and nothing’s being done. To mitigate this, define a handful of specific goals that the meeting needs to accomplish prior to its start time, and once those goals are all accomplished, end the meeting promptly. This helps everyone remain focused on finding solutions, rather than on arbitrary conversations. Asking the individuals in the meeting for feedback about your strategies also welcomes additional diversity to the discussion, which is another essential element to good workplace communication.

Implement an efficient chain of command.

For certain forms of internal communication, such as purchase order or product collateral requests, it’s always a smart idea to establish protocols. Following standard operating procedures enables your team members to reach out to the correct individuals for these requests from the start, eliminate unnecessary back-and-forth, and ensure that the correct materials are received expediently.

Use Encore to coordinate with employees that work away from the office.

Our flagship mobile application, Encore, can help you more efficiently communicate with your internal and mobile staff by allowing your administrators to send out new instructions to them on the fly, receive collected data from the field digitally, and more. As the most powerful solution listed here for helping keep your communication inefficiencies to a minimum, Encore works to provide companies like yours with features for high savings.

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17.12
2019

Season’s Greetings From Actsoft and Our New Corporate Vision

The prosperity of our customers and business partners remains our highest priority here at Actsoft. This holiday season, we’d like to take a moment to thank each and every business we’ve had the chance to work with over the course of the past year, as well as restate our commitment to their successes both now and in the future.

We typically take this time of year to reflect on all of the efforts we’ve made in working on our solutions, individual customer experiences, and processes over the past few quarters to ensure they remained as positive as possible. Seeing what was most effective and striving to fill next year with even more of those moments is a key principle for our team. It’s also an exciting time for us during the holiday season because of our return to the drawing board, as we begin to conceptualize future enhancements to our mobile resource management applications.

Heading into 2020, we’re looking to collect even more crucial feedback from our customers and design software to match it, providing businesses with even more tools that they can use to gain an edge in their respective markets. We’ve also worked hard to compose a new vision statement for 2020 that speaks more directly to our recently refined corporate focus, development strategy, and dedication to customer success.

Our vision:

We foster lasting relationships, empowering the Actsoft community with creative business solutions that promote a more prosperous and productive economy.

Now that we’re equipped with a new vision statement, Actsoft’s overall business philosophy is more effectively aligned with the needs of the customer and partner relationships we service on a daily basis. Our unwavering commitment to helping your team achieve its maximum potential remains as strong as ever heading into the new decade.

May your workforce be filled with success this season and into the future!

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11.12
2019

How to Avoid Lawsuits With GPS Tracking Technology

In today’s economy, companies can be easy targets for people looking to make a quick buck. When it comes to defending assets in a lawsuit, it is critical to have evidence to back up claims or to defend against fraudulent ones. GPS tracking devices can now help save a company thousands or even millions of dollars in legal fees.

Employees and customers also see the opportunity to cheat the system. An unhappy employee may claim owed wages when work was never actually done. An unhappy customer may suggest that a large construction crew or field service company damaged their property. Now, it’s easy to review records, routes, photos, or signatures and verify if activity actually took place — or did not.

Customers often believe they can easily cash in when they see the name of a popular utility company on the side of a van. They may claim faulty service, damage, speeding, or even that a worker arrived late or didn’t even show up at all. Now, there’s proof to confirm or dispute such claims. With GPS tracking technology, companies can save money on legal fees while preserving their reputation.

Keep Workers Accountable
If one of your drivers is in an accident while on the clock, how can you verify whether they were driving dangerously or speeding? If you suspect that an employee was taking unauthorized time off from work and caused an accident while driving back to a job site, can you prove it? You can! When you’re using our solutions, a supervisor can review current and past worker locations, time of arrival, time of departure, work completed, etc. Plus, with the ability to take photos from a worksite and collect customer signatures right at the time of service, not only is there instant verification, but there’s also a quicker way to speed up payroll processes from the field to the office.

Make Your Case
GPS tracking can validate where any employee is, where they have been and when, and if they are/were within or outside the boundaries of a specific, predetermined area at any given time. In the event of an accident, there’s no need to rely on forgetful witnesses. If there was a time lapse between the incident and the claim, important details that make or break a case may be lost.

Save Money
Tracking solutions actually speed up claim processing and cut down on administrative costs. But the real savings comes from the reliability of historical data from GPS tracking to defend against phony claims. Such tracking solutions dramatically cut down administrative costs, keep insurance down, and help avoid unnecessary claims. There’s no need for an in-depth investigation, as GPS tracking system provides the data where and when you need it. This doesn’t just help prevent stress; it can also be expensive. But by keeping a clear record of your fleet activity, you can keep your premiums down and minimize unnecessary claims.

Keep Track
GPS tracking is designed to protect your drivers, save you money, and increase the productivity of your fleet. By keeping an independent record of your fleet’s activities, it’s easy to defend drivers that might be targeted with fraudulent claims, misconduct, or accusations.

Be prepared to defend your fleet against expensive lawsuits. When you install Actsoft’s Encore, you will be able to defend and protect your fleet against expensive lawsuits, save money, increase efficiency, and preserve your company’s reputation.

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