If you want to grow your NDIS business and add to your team, whether it's extra practitioners or admin support, there are a few things within your admin that you need to make sure you STOP doing. To not only make it easier, but they're kind of essential… you will have problems if you keep doing them, if you're not already!
Today I’m going to run through just a few things that you need to look at improving, if you are intending to outsource or delegate some of your workload.
Check out the video below for my top 4 tips to implement immediately to optimise your business operations and enable business growth.
1. Stop Using Paper Systems
Perhaps you have paper forms, or worksheets, or you are handwriting notes in sessions, or using paper service agreements? In some cases, yes, you just need to use paper. It’s sometimes necessary so a client is able to use it, or it’s just easier. I know for myself, I like to write on paper when I'm in the middle of a call. It's way quicker to just scribble notes on paper. However, I always make sure I copy those handwritten notes into my CRM or task app so nothing gets lost or missed.
It is important to have a process and an easy way of getting paper digitised. If it’s for a form or multiple pages of notes, find yourself a good scanning app. It takes less than a minute and then you can get your admin support to make sure the notes get filed in the right place if you're short on time.
Digitising your paper documents is important, not just to be able to delegate, but for your record keeping in general - especially for when you're audited. The auditors need to be able to see that your documentation is being stored correctly and securely. These days they’re rarely coming into your office looking through your filing cabinets! For your own efficiency and peace of mind as well, digitising and filing your paper documents ensures they are able to be easily found later.
2. Get It Out Of Your Head
This next one should go without saying but I'm going to say it just in case - trying to keep everything in your head is asking for trouble.
This one doesn’t apply to session notes or files, I’m talking about the thoughts, ideas, and to-do’s we think of throughout the day. We've got so much information coming at us these days and most of us are juggling so many balls in the air. Our memories are affected by that and as much as we joke about baby brain - my memory is nothing like it used to be before I had my daughter - like it or not, information overload has an effect on us (and maybe it's age as well!).
These days, if I think of something that I need to remember to do, or that I might need to refer to later, it needs to get written down or saved on my phone. I have a notebook that I keep on my desk all the time just to scribble notes during phone calls.
I use an app on my phone if I think of something when I'm away from desk and office. I use an app called ClickUp, but it could be as simple as the Reminders app on the iPhone, or just the Notes app. Don't trust your brain, don't trust your memory. When it comes to your business and your clients, you can't afford to have things slip through the cracks.
3. Migrate to the Cloud
When you're thinking about growing a team and having other people involved in your business, the last important thing that you can't do anymore is save files and information only on your computer.
Even if your business is just you, this is an important one. Do not keep essential information only on your personal hard drive alone. If something happens to that computer, or the hard drive dies, gets damaged or stolen, that information is gone for good. At the bare minimum, set up a second drive to run daily (or even hourly), back ups. Even better, switch to a cloud based system.
Some people are nervous about cloud storage and security. The way I look at it is that for cloud storage companies like Google One and OneDrive and Dropbox, their whole business model depends on security. They don't exist if they don't keep your data secure. They have backups and they have encryption, that makes them some of the safest places you can have your information.
If you’re worried about user friendliness and don’t want to have to log in to a browser to get to your files, a lot of them have the ability to sync between your computer and the cloud. So for the day-to-day, you can use your usual folders like you’re used to, and know that your work and files are also syncing with the cloud.
So for security and backup, it's essential. When you're adding team members, it becomes even more important. Those new team members need access to your business information and files. They need somewhere to store files, that you have access to as well. So having a cloud storage system is a must.
4. Organisation Is Key
The final tip I'm going to touch on today for what NOT to do, is to have multiple places where you're keeping files and information.
It's one thing to have a backup, but apart from that you should try and keep everything in one place so you know where to look for it later. I've made the mistake before when I was trying not to pay for extra storage. I had some things in Dropbox and some things in Google One and other things somewhere else… it is a recipe for disaster!
Having files located in multiple locations, across multiple platforms wastes time and headspace. Keeping track of what is kept where and which version is which is an unnecessary stress to add into your day. You have that added risk of having duplicate versions of things and not knowing which version is the correct one. It very quickly gets messy!
Pick one place where everything needs to live. Have a set folder structure set up and make sure everybody that's working with your information knows the place where everything needs to go. Whether it's in a practice management system, or cloud storage. Taking the time to define and document and communicate where things need to be stored is a very worthwhile investment of time to avoid headaches further down the line.
Next Steps Towards Growth
In this “what not to do” we’ve covered mostly how you should stop and how you should start storing your information, files and documents. This is just one part of your admin and operations setup and a great place to start optimising your business for growth.
If there’s another area you’re struggling with that seems to be making your life harder, let me know in the comments and we can answer your questions or cover it in another video.
Additionally, if you would like more information about ways to set up your file storage in a way that's structured and easy to use, I currently have a short survey that I would love to get your input on. As a thank you for filling in the survey, you get access to my mini training/setup kit on how to set up your own business information hub. Click the button below to complete the survey. I'll see you next time with more tips to help you simplify. Outsource and grow.
