Need to know asap ! a business person is desperate to better organize their business. they hire you to act as an efficiency expert. as you review their situation, you notice they file all of their receipts and documents into one overflowing folder. their work space is very messy with many piles of papers and useless knick-knacks. they mention difficulty finding important documents and have forgotten important dates and events due to their clutter. write a formal letter to your client offering tips on ways to make their business more organized and efficient. make sure your letter has specific examples which can improve the business' organization.

30th December 2019

The Manager,

Tat Business Organisation

Dear Sir,

Recommendation on keeping an Organised & Efficient Work Environment

We write to recommend the following strategies:

Document Management & Storage

Managing office space and file storage ensures staff are able to perform at optimal level.

For proper keeping of physical documents:

Cloud Storage

Not all documents need to be printed out for keeping or filing. Soft-copy of receipts, invoices, and other attachments can be kept into a Cloud storage solution like Dropbox.

This could also apply to hard-copy documents. All that is needed is to scan the documents and upload them to the Cloud storage.  

For efficient usage of the Cloud storage solution, it is recommended that Folders be created for different departments, units and usage functions. Just the same way , the physical cabinet will be segmented.

Calendar & Scheduling Assistant.

To keep track of important dates, tasks, appointments and events. Staffs should be trained on usage of the calendar feature present in their emails. The major email providers posses the calendar feature which help in organizing meetings, setting reminders on tasks and other related events. If the current email solution does not have this features, The organisation should consider migrating to any of this two or another provider that does.

Ticketing Software for Customer Support

A ticketing software should be subscribed to for handling complaints, emails, phone calls and feedback from customers. A good example of ticketing software includes, Zoho, Freshdesk, Zendesk etc.

All client activity should be logged by the staff interacting with the customer immediately. This will ensure each activity is traceable, tracked and can be monitored for quality assurance purposes.

We believe if this recommendations are implemented, the level of efficiency and effectiveness will greatly improved.

$2.00 for three shots.