What determines the importance of a digital platform for a company?
User simplicity and convenience . Since the centralization of office processes depends on software, this solution must be adapted for employees who do not have high digital competence. For those who contact the back office with requests, it is important that the process is transparent and understandable: how to submit an application to solve a problem, how to track its status. For example, through a single service, you can apply for a vacation, time off or dismissal, request a certificate or get a copy of the work book, knowing the exact data to provide and the time frame for fulfilling the request.
Ability to access the system through various canada mobile number channels . The main way to communicate with the back office is the Internet portal. Most often, requests are received through this channel. It is also important to provide additional communication methods for the convenience of employees of the main departments: phone, messenger, email. All these channels should be combined on a single platform for shared access. Thus, you can view the entire history of requests and, if necessary, switch to another convenient method of communication.
Effective interaction between departments . This plays a key role in the implementation of complex projects involving many employees and office services. With a software product that allows you to identify individual business processes within a project, determine those responsible for their implementation and task deadlines, the implementation of complex requests will become much easier.
Integration of counters into the system and reporting generation . To objectively assess the efficiency of the service structures, it is necessary to have competent control tools. The platform provides built-in counters for this purpose and automatically generates reports on the productivity of each department, employee, and individual operations.
The importance of interfacing with other software products is growing . Organizations that decide to centralize their back office may already be using basic programs like 1C. So, it is necessary for a platform for effective workspace management to ensure compatibility with the most popular programs, and best of all, with any of them. It would be ideal if this digital system could replace some of these IT products with its functionality.
Step 4: Conduct a change dynamics analysis
Going through the three previous stages will allow you to obtain the first positive results. When you first study the current situation with expenses for supporting the back office in the company (as indicated in stage 1), you will be able to compare this data with the indicators obtained after merging the support functions. The numbers will clearly show how significantly the expenses for supporting the back office have been reduced.
Conducting an analysis of the dynamics of changes
Source: shutterstock.com
If the initial costs have not been calculated (which is quite common in medium-sized businesses), the financial success of back office centralization can only be estimated approximately. For this reason, it will be more difficult to determine changes in the quality of work, as well as in terms of the overall improvement in business manageability.
Since the introduction of a centralized back office management system, the company will be able to operate with reliable information: thanks to advanced software, it is possible to track accurate financial data for each office unit. Having information about the cost of a certain service function and its quality, it is possible to fine-tune the operations of the central office and increase its productivity.
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Alexander Kuleshov
Alexander Kuleshov
General Director of Sales Generator LLC
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Organizational structure of the back office using the example of an online store
The analysis of the organizational structure of the enterprise, the number and professional skills of each employee depends on the company's work strategy. In the online space, you can see both companies with a large staff of employees and firms consisting of a small number of people who actively use external outsourcing services. However, it should be noted that the vast majority of online stores were formed during the formation of the Runet, they continue to develop in accordance with the traditional model for network business.
In the virtual world of entrepreneurship, increasing sales to 100 units per month entails the need to form an optimal staff for the online store. Until then, you can get by with a minimum staff, including a project manager, programmer, designer and contact center operator.
The organizational structure of the administrative part of an online store with a sales volume exceeding 100 purchases per month is as follows:
Online Store Management
Head of online store (director) .
This is the most important employee in the field of online trade. The development of the project depends on his strategic vision. He is responsible for recruiting personnel, distributing responsibilities, monitoring the efficiency of work in each department. Together with the team, he strives to achieve goals and objectives.
It is essential that the manager of an online store has a deep understanding not only of the Internet, but also of sales volumes, as well as a long-term organizational structure focused on a year, three years, and even five years ahead.
Online Store Management
Source: shutterstock.com
His responsibilities include budget development, business process structuring, strategic planning, product range definition, key personnel selection and monitoring of the online store departments' performance. He is responsible for every aspect of the project under his supervision, as well as for the overall success. In this regard, he must have broad knowledge in the field of IT technologies, SEO, WEB design, and be familiar with the specifics of Internet acquiring, the work of content managers and logisticians.
Accounting and finance .
Although many people think that there is no order in the online space, Internet platforms comply with all established accounting rules. An online store, like any other retail store, makes transactions with customers, prepares relevant documents and submits its financial statements to regulatory authorities.
Legal support .
Legal assistance in online business is usually required at later stages, when interaction with suppliers of goods becomes critical. Most often, this happens when the sales volume exceeds 500 orders per month. Once this threshold is reached, it is necessary to maintain a certain stock of goods, which entails the conclusion of late payment contracts or agreements on the return of unsold or defective goods. As a result, the services of a lawyer become mandatory to mitigate such risks.