Virtually Live Software Inc.
Virtually Live Software Inc.
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How to Reduce Administrative and Operational Costs

25.05.21 12:56 PM Comment(s) By Virtually Live Software

10 ways to lower administrative and operational costs while increasing your quality and productivity.

Computers are everywhere. You would be hard pressed to find a business that did not use a computer in their operation. However there are still many tasks that are done manually that leads to added cost, inefficiency, and prone to errors that could be handled effortlessly with a computer. By computerizing these manual tasks, you reduce your administrative and operational cost while increasing quality and productivity.

Duplication of effort

Handling and entering the same information multiple times is not only a time waster but also a point for errors to happen. Information should be entered once into the system and then used by the rest of the system as required.



A huge waste of time each week or month is the preparation of reports by hand. If the information is entered into the system, the system should generate the report automatically for you saving valuable time.


Streamline communication in your business

Communication is the lifeline of any business. Without accurate and timely communication things start to fall apart. Using the system to communicate to all parties not only ensures the right message gets to the right person, but it also is a permanent record of the communication for future review.


Enforce accountability

By having a system in place you can enforce policy and procedures as well as know who did what. Designing the computer system is an excellent opportunity to evaluate how things get done and then adjust it accordingly.


Minimize costs due to manual errors and inefficiency

Doing things by hand can be very time consuming and error prone. Handwriting can sometimes be very difficult to deceiver. Paper forms can easily get lost or misplaced. Paper cannot be backed up like data in your computer system.


Analyzing data

So you have all this data, but without tools to help you to analyze the data you may never get the answers that you were looking for. Good software can easily analyze data to allow you to see trends, look for detail or see the big picture.  The system can easily give you “what if” tools so you can evaluate different scenarios.


Storing / looking up important information

How much time is spent each month filing and trying to find information in file cabinets? What if you are looking for something that happened a year or two ago? Who knows how long it will take you, if at all, to find it.


System talking to each other – the complete loop

Nothing is more frustrating and time consuming than going into multiple systems to get the information that you require to do your job or having to enter the same piece of information into multiple systems. If you had one complete system that talked to each other, then all the information you need would be at your fingertips.



Every business has a workflow. The first person does A B C, then the second person does D E F. Computer automation of workflow is a great way to monitor workflow. It allows employees to know what is coming down the pipe so they can prepare for it.


Information for customers to help with the buying process

Does it come in black? Is it an in stock item? Customers need help with the buying process. They have many questions and depending on how you answer them can depend on whether you get the sale or not. What about a self-service information kiosk for the customer to use so that they don’t feel the pressure of having to deal with a salesperson?


Look at your business workflow and processes to see where the bottlenecks are? Where are you dropping the ball? Where could you be more efficient? These are the areas that should be considered for automation. Computer automation allows for more work to be done using less man power and at a higher quality.

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