Using IT to get organised

SmallBusiness.co.uk investigates how technology can contribute to a smooth-running operation.


SmallBusiness.co.uk investigates how technology can contribute to a smooth-running operation.

SmallBusiness.co.uk investigates how technology can contribute to a smooth-running operation.

Telecoms start-up Iovox uses readily available online communications tools to keep office operations functioning smoothly. ‘Once you use something that’s freely available you can get staff to understand it and support it without having to hire someone with specific knowledge,’ says CEO Ryan Gallagher.

The company uses one program for project management, calendaring and bug tracking, which allows everyone in the company to log in and check what everyone else is doing on the calendar, or invite people to appointments. It also enables files to be uploaded and projects to be tracked. ‘We couldn’t work without it,’ says Gallagher. ‘Once you go above two or three staff and go international, you need to have a record of what everyone’s doing.’

Staying mobile
Companies with a tolerant attitude to remote working can stay organised by using videoconferencing facilities to make sure everyone is on the same page.

Neil Gandhi, co-founder of QuickStart Global, uses an HD-quality mobile telepresence solution that costs around £2,000. It involves a piece of hardware that can be plugged into an internet connection. ‘You stick an HD-ready screen on the end of it and that gives us effectively high-definition, high-quality videoconferencing, and we have those units across the world,’ he says.

Live data streaming
A CRM system has kept courier Parcel2Go organised. It features a dashboard giving the company live data updated every 15 minutes, which shows how much money has been taken per hour and how many parcels sent.
‘Every detail that anyone could wish to know about what their customers are doing I have covered,’ says founder Fil Adams-Mercer. The company has a system where if takings are down within an hour or even 15 minutes it highlights that the company isn’t making as much money as it would expect, meaning that staff can dive into the CRM and check where the business is suffering.

It’s come at a price – the system has so far cost Parcel2Go more than £3 million – but it’s been invaluable. ‘We couldn’t function without it,’ says Adams-Mercer.

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