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Author: Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

All About Office Automation System & Tips for Startups

One major consideration for startups today is to keep the operational costs at the lowest for an improved ROI. An office automation system not only helps by reducing the need of manpower for handling some regular and mundane tasks, but it also improves the overall efficiency and productivity by involving the automation process into various tasks.

Office Automation System

For once, believe a friend who advised you against installing an all-digital and cloud-based Office Automation System (OAS) for faster and seamless processing of the various tasks in your startup – for some unclear fear of data theft or something. Now, you can imagine the consequences you’ll have to face at your office and for your business in the absence of a digitized and automated solution for tracking and managing every required but mundane tasks, such as:

  • Keeping track of payables, receivables, and leases for owned or rented property.
  • Scheduling and carrying out maintenance of on-site equipment and tracking their progress.
  • Having to move physical copies from place to place instead of simply sending digital official copies by mail.
  • Tracking space utilization from requisition to blocking and scheduling to allocation.
  • Raising trackable tickets for pending jobs and problems.

And other important tasks like:

  • Producing outgoing documents (Word, spreadsheet, and PowerPoint presentation).
  • Storage and retrieval of those documents.
  • Communication needs of office managers within the company and with external entities such as vendors, investors, etc.
  • Scheduling and booking conference rooms, meeting rooms, or lecture halls, etc.

That’s essentially why startups today are including an office automation system in their business setup. This helps them eliminate the day-to-day hassles at their workplace and allows all management related tasks to function seamlessly. Because OAS brings efficiency and speed in every task in an office, it also helps by lowering your operational cost thereby improving your return on investment down the line.

What Exactly Is an Office Automation System?

Office automation system is like an integrated process that consists of hardware, software, and networking, all working in tandem to accomplish different office tasks, such as inventory management, facility management, accounting, email, and word processing. The system works by collecting, storing, manipulating, and relaying office information and data digitally, to accomplish basic tasks and goals.

Perhaps, the most common form of an office automation system could be the Microsoft Office Suite which consists of almost all types of document processing tools such as Word processing, spreadsheets, PowerPoint presentation, database managing application, etc. However, this is the most simple function-related work domain of an OAS and was more popular in 90s.

Today OAS has become more sophisticated and has integrated with various front-office and back-end tasks of a workplace to establish itself as a more broad solution for problems related to every aspects like inter-office communication, data storage and management, etc.

The best example of today’s office automation system could be a facility management software that allows to manage and automate various operations related to your workplace. These could be tracking payables, receivables, and leases for owned and rented properties, or maintenance of on-site equipment, managing space utilization, and much more.

Important Characteristics of an Office Automation System

  • Sophisticated process that consists of electronic equipment and communication systems.
  • Involves and integrates people, procedure, and technology.
  • Involves the use of computers, in conjunction with other electronic equipment.
  • Consists of word processors and other essential documenting and presentation designing software connected to one another through means of a local area network or cloud drive.
  • Designed as a multi-function information system to provide executives some decision support tools.
  • Supports a large number of software packages working by integrating with each other.

Utility of an Office Automation System or Tool in Your Startup

An office automation system can be useful for your startup or SME in many ways. Not just startups or SMEs, even your old office with a more traditional business processing setup can also start benefiting through a complete automated overhaul to start being more productive.

Here are some most important ways an OAS helps in your company’s growth:

  1. Data Storage and Manipulation: Your office has to deal with all sorts of documents and records for the everyday functioning. All these documents need to be stored safely. When stored in a digital format, these become easy to be created and manipulated. It also provides the facility to prepare, edit, and send these data in many formats such as textual data, or images. OAS with right data applications like a Word processing software and desktop presentation packages facilitates this creation and manipulation of data.

  2. Data Management: Apart from creation and manipulation of data, OAS also helps by letting your organization monitor and control various projects and activities within the office through an electronic data management system. You can easily delegate a project to a person or department, monitor and track their performance and deadline, and also give remarks and recommendations for further improvement. This kind of program system, tickler systems or reminder systems, and task management are some of the features of OAS data management module which empowers to keep a hawk’s eye on all business processes without any hassle.

  3. Data Exchange: Electronic transfer module of OAS lets you exchange all types of data with your colleagues within an organization or with other parties out of the organization. Emails and other communication applications like Skype lets you share all types of content, including text documents, image files, spreadsheets, or video files on a real-time basis, through a network connection.

  4. Inventory Management: Office automation system’s inventory management module lets you track inventory levels, orders, sales, and deliveries. It basically provides a tool to organize inventory data digitally so that you never run out of any product or spend too much capital in the inventory.

  5. Office Efficiency Management: Not just the data and inventory, a perfect OAS lets you take care of your office as a whole. By installing a complete suite of facility management applications, you can ensure full efficiency and productivity of your office space and your employees. For example, space management applications take care by optimizing your floor plans and allocation of space to boost productivity and bottom line results for your premises.

Advantages and Disadvantages of Office Automation

Office automation today is much more than just document producing, storage and retrieval. Electronic and digital information is the crux of modern office automation. It may include strictly internal computers, high-end management software, a worldwide digital network through the internet or off-site cloud storage. Implementing the new office automation system in your office comes with its own set of advantages and disadvantages.

The advantages are:

  • Values Time and Company Resources: Your company’s most valuable assets are time and its resources. The good performance of your company starts with using these two efficiently. Office automation allows you to communicate with people via mails, chats, fax, etc., and send text, image, audio, and video files digitally to anyone inside the office or outside in any part of the world. This way you can also save your resources that otherwise would have been spent on travel to meet people for information or file sharing.

  • Reduces Direct Involvement in Regular Works: It reduces your work load on regular office tasks such as creating reports and organizing all sorts of data. Spreadsheets allow you to enter, compile, and store bulky data for future reference. Spreadsheets also help reduce the work load and keep your office in order.

  • Faster, and You Can Rely on Its Accuracy: Everything from creation, editing, and sharing of documents and all sorts of data is way faster with office automation. Also, machines and software combined together give results that are highly accurate. For example, you can add up numbers in spreadsheets and create budgets and it will always come up with accurate balance.

  • Reduces Cost of Operation with Lesser Work Force: From ledger work to a more extensive task like managing company’s facilities inside or outside the office, office automation allows you to hire only a selected number of people to manage all sorts of work through its digital dashboards. It helps by lowering the cost of operation and increased dependency on manpower for even the most pettiest of works.

Like any other system in the world, office automation system too has some issues however, they seem to be not-so-worrying to anyone who are using it. Let’s have a look on the issues that exist with office automation.

  • Chances of System Failure, But No Data Loss: Minor glitches are common, not in frequency but in the form of errors that are usually reported. A complete system failure is a rare phenomenon. Office automation technology isn’t new. It has already been through the time and testing for so long. By keeping up with the updates, and software and hardware meltdowns, you can easily avoid a shutdown. Also, even if a shutdown couldn’t be avoided, you still don’t need to worry about your company data. If you have installed a cloud-based technology, your data will be safe which you can re-access right after the system restart.

  • First Time Installation Is Expensive: Obviously, if you are installing everything afresh, it has to cost you dearly. A professional office suite and machines, their installation, training for use, and fixing of the initial issues, are the areas where you have to dig your pocket. You should think about the long-term benefits your company will be drawing out from automation after this one-time expense.

Some people associate employees’ resistance to change among the pitfalls of office automation. But you don’t need to worry about that. For sure, technology will keep upgrading itself no matter you like it or not. But if you are having the right OAS vendor with you, they will provide training to your employees to level up their understanding and performance.

Office Automation Tips and Solutions That Are Feasible For Your Startup

Startups usually commit mistakes like buying instead of renting, or choosing an OAS software or equipment without actualizing their needs. This goes into a list of unnecessary expenses defeating the very first purpose of installing an OAS into your business – to lower the operational cost for an increased ROI.

Here’s what you should consider while selecting an office automation system for your startup:

  • Decide beforehand which tasks you should automate. For that, divide your tasks into two types of lists: first, the essential tasks like document producing, and storage and retrieval of those documents, transmission of messages, scheduling meetings, etc., which has to be automated anyway. In the second list, include items according to your specific needs and look for the systems within your budget that can perform that work.

  • Consider a rental or lease, rather than a purchase. This will let you first try out the application in a real-world environment, and fully understand whether it’s supporting your business effectively or not. Because technology is continuously improving, trying beforehand will allow you to upgrade your system by replacing components as needed instead of selling out the old system as they turn out obsolete and again buying a new one.

  • Find out what training and support policies your vendor offers. Before making a purchase, ask your vendor whether they are going to provide a training to your staff. If yes, how and when. Can they come to your place in your business hours to provide support and repair if the system goes down? Your staff and you will need some time to get settled with the system. A proper initial support and training on how the system should work will go down a long way to build an effective automation system for your business processes.

  • Look if it lets you define the acccess privileges. A good office automation system will provide access privileges to everybody in the organization. But obviously, your manager or supervisor also gets the control over who gets access on what project. It means that you can define the access controls and approval privileges on every individual project. It allows you to have a better monitoring of every project in your organization.

  • Ask if you can customize the software based on your future needs. Many of these office automation system software are custom designed. It means that you can get the desired control options, and even a completely new menu option/s added, based on the need of your business and its processes. Again, as mentioned earlier in this blog, the best example is a facility management software which allows the highest level of customization options available.
RELATED POST: Significant Benefits of Implementing an Office Automation System

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

7 Most Important Traits That Make You a Good Manager

At the start of my career, I didn’t had anything more than a bookish idea about what it really takes to become a good manager. Now, I’m the founder and managing director at QuickFMS, a pioneer in facility management space, and I can say with my vast experience of managing different tasks and all kinds of people that becoming a good manager isn’t so hard if you can acquire the right attitude and right skills.

Most Important Traits That Make You a Good Manager

A manager has the most fundamental tasks to keep the company and its resources, especially the human resource, working in the right direction to achieve the set goals and objectives in the agreed time frame. The tasks of a manager can be broadly categorized as such:

  • Setting the goals and objectives and the time frame in which they are to be achieved.
  • Dividing the tasks into manageable activities and selecting the right people to do it.
  • Creating a team by integrating the available tasks and resources, and keeping them motivated through communications.
  • Tracking and analyzing the work done against the set goals and appraising or interpreting over them for future objectives.
  • Developing or help in developing his co-workers or staff according to the needs of the knowledge economy.

To be able to successfully achieve these tasks, you should have the following 7 most important traits in you:

  1. Able to See the Big Picture: You should be able to see the big picture concurrent with managing the details. Most of the failures are because managers get so much consumed by the minor glitches which keep coming in their way that they forget paying attention to the details. A good manager knows how to keep themselves focused on the big picture so that they never get diverted from their bigger objectives.

  2. Understand the Context and Structure: A stellar manager has an indepth knowledge of all the rules, limitations, and guidelines. Knowing the parameters help them wok within the structure without letting the structure impinge upon the process. By knowing the context and structure they are working within, they are also able to guide others for doing the same.

  3. Vulnerable, but Emotionally Intelligent: Vulnerability is about having the courage to show up and be seen. When you share the information with your co-workers, you build a collective consciousness regarding a job in the workplace. However, it also requires you to be emotionally in control so that your compassion shouldn’t turn against you and shouldn’t affect the quality of your work output.

  4. Have a Flair for Research: A good manager is one who can identify others’ talents and turn them into their performance. To succeed in that, managers need to do their own research to identify and deploy the differences among people, challenging each employee to excel in his or her own way.

  5. Know When to Trigger Good Performance: The best manager is the one who knows when and how to recognize the good works of his co-workers in order to boost their satisfaction and their performance. He knows that every person responds to different stimuli. For some, a praise and celebration among his co-workers will be enough, while some will respond better on a one-on-one conversation of praise.

  6. Adapt to the Changes: A true manager can successfully predict and adapt to the upcoming changes in the workstyle because of the changes in the industry. A manager with sound technical expertise are better able to cope with the workstyle changes. This way they are better able to diagnose each employee’s shortness in required skills and able to help them acquire those before it’s too late.

  7. Show Honesty and Fix Accountability: Good managers are honest and transparent in their tasks and with their employees. Being truthful about the company’s goals, and transparency in sharing information is what separates them from others. It also puts them in a better position to fix others’ accountability too so that the employees understand the importance of responsibility for their actions as well.

There are other important qualities that a good manager should possess, such as cultural affinity, positive attitude, warmth and competence, patience, empathy, etc. The reason why I didn’t include them in this article is: first, they are more about humane and less about professional aspects, and second, because everybody should have them. They are needless to say!

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

5 Major Benefits of a Cloud Based Facility Management Software

Being a business owner, you’ve got a lot of things including your facilities, assets, people, and other internal and external resources to keep on track. Managing all these for a smooth running of your business is not an easy task, especially when you’re trying to do it all from spreadsheets, CAD printouts, or a complicated software system.

Benefits of a Cloud Based Facility Management Software

Managing a space and its people requires a solution that can co-ordinate all these things and you’ve got to do it on time and budget. Cloud based facility management software is a web-integrated approach towards allowing you to effectively organize, structure and run all elements of your business and infrastructure through cloud networking for maximum efficiency and performance, all at one place.

If you want to pre-confirm about the popularity of cloud based programs before reading this blog any further, IDG’s Enterprise Cloud Computing Survey 2016 says that by 2018, the typical IT department will have only 40% of their apps and platforms residing in on-premise systems.

Here are the 5 benefits that a cloud based facility management software has to offer for your business organization:

  1. No Installation Required: One foremost benefit of cloud based software is that it requires no infrastructure and no installation. What you actually do is renting the software rather than buying it. This reduces your capital expenditure or start-up costs, in case you’re starting out new.

    By renting, you also save your valuable time and effort that you would have spent otherwise in getting it installed, checked, and allocated to its users. This especially benefits a small or medium enterprise which can start functioning right away without any wait or worry.

  2. Reduces IT Handling Cost: Cloud based software are maintained and supported by the specialists who built it. They take care of the server maintenance and security updates. Also, it frees your IT department from the setup process which, in case if it were there, could take months to bring things in line. It also reduces your company overhead cost by saving you from deploying a full army of IT professionals for its maintenance.

    One other aspect is that you always own the most upgraded version of the software with latest features without any disruption or additional cost. This also helps you to quickly determine the major benefits of the software for your organization.

  3. Remote Access: Cloud based facility management software provides a centralized database that can be accessed from any location, via any device (through a web browser), and at any time. This way, it better serves the needs of an increasingly dynamic and mobile workforce.

    All you need to have is a desktop or laptop powered by an internet connection, and you’ll need to remember your login credentials which you’ll use to login securely to your account through a web browser. The use of latest HTML5 technology lets you access the data even from a tablet or a smartphone browser.

  4. Secures Your Data from Loss: One of the biggest fears for anyone is the safety of the company data. When your data is saved in the cloud, you don’t have to worry about their theft or loss because of unexpected disaster events like fire, building collapse (due to earthquake), etc.

    Unlike an on-premise based facility management software, which requires manual efforts to check, download, and install system updates, cloud based facility management software are regularly updated with latest security updates that makes it increasingly hard for hackers to get into it.

  5. Makes Your Manager More Efficient: Your facility manager can take great benefits from the shared and collaborative management approach of a cloud-based facility management software. From placing a task to checking the collaborative team effort, and guiding all the way to get the work done on time, cloud based facility management program offers all the help to your facility manager.

All these benefits of a cloud based facility management software converge upon to provide the two most important benefits to your organization: first, increased productivity, and second, a significant cut to your company’s cost thereby increasing your ROI.

So, don’t miss out on the opportunities that a cloud based facility management software has to offer to your organization. For more information on this, contact us at helpdesk@quickfms.com.

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

QuickFMS Amazes Students as well as Scientists at the Indo-Global Education Summit & Expo 2017

To compete successfully in the knowledge-based economy of the 21st Century, QuickFMS participated in Indo-Global Education Summit & Expo 2017, a unique event organized by the Indus Foundation (a non-profit trust) truly focussed on collaboration with foreign universities & student recruitment.

QuickFMS Indo-Global Education Summit & Expo 2017

The Summit & Expo 2017 had sessions on skill development and academe – industry collaboration. Also, separate sessions for student recruitment. Mr. Amit Prasad, our MD & CEO of QuickFMS was invited as an honourable speaker to address the gathering from higher ranks including Vice-Chancellors, Directors, Principals, Provosts, Deans, Dept. Heads, Faculties, Scientists, Researchers, Trustees, Correspondents, Government Officials, Students and others connected with higher education. This session from the very successful entrepreneur, Mr. Amit Prasad with his extensive, amazing & innovative way of looking at opportunities left a lasting impression in broadening their horizons.

SatNav Technologies (which happens to be the parent company of QuickFMS) was represented by Naveen Goud, DGM Sales & Rachel Paul, DGM Corporate Sales of our core team. They had an excellent experience interacting with students of various institutions who were inquisitive to know the different features of QuickFMS; and is expected to have mutually supportive & synergetic effect. Also, had the opportunity to explore business ventures with other startups & entrepreneurs.

Undoubtedly QuickFMS once again, stood out as an evolving exceptional product matching international standards & was identified as unique with its distinctive features among other participants from education, business & government sectors around the world who took part in the Summit & Expo.

Certificate:

Certificate by The Indus Foundation

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

6 Features of Facility Management Software to Ease a Manager’s Task

The debate over the usefulness of facility management software is already concluded with recognizing its effectiveness in providing greater accuracy and better record keeping abilities than a paper-based system.

Facility Manager

A whole bunch of articles and blog posts can be found on the internet listing the essential features of facility management software (FMS) that help an organization to work effectively, efficiently, and integrally. To know better about the effectiveness of FMS, we are listing here the features that actually help a facility manager in better solving their issues and managing their tasks.

Here are 6 effective features of facility management software:

  1. Ability to Generate, Assess, and Prioritize Work Request:
  2. Facility managers are loaded with so many tasks that it becomes very tedious for them to organize each and every task according to their nature, priority, and relevance. Facility management software allows generating work request with complete details and notifying other personnel on what type of service is in need. It helps in proper delegation of the task.

    An associated feature is the ability to put ‘priority’ on important work requests. This way it helps the recipients such as contractors, sub-contractors, and suppliers to prioritize and complete the high-importance task first.

  3. A Singular and Integrated System:
  4. Being a single and fully integrated system, it helps in reducing time and effort applied for getting a job done. With proper categorization of tasks, it saves the facility managers from wandering and keeping away the redundancy.

    The integrated system comes with single support network where you have one point of support for all facility management software needs: a single point of contact for all software issues, relationship with your support team, multiple problems can be solved with one phone call. It also helps in maintaining internal and external consistency at all levels by allowing easier establishment of best practices, and smooth and efficient workflow.

  5. Track Work Orders and Data History:
  6. The main goal of tracking work orders is to keep a check on the trends of work orders as a future reference. It gives options to track work orders on a monthly, quarterly, half-yearly or yearly basis. This helps the facility managers in evaluating the areas that need greater focus and attention.

    It also allows tracking the equipment’s data like their history of issues, errors, and problems to prevent experiencing redundant issues. This way it minimizes the repair cost of equipment that is getting the same issues or defects.

  7. Helps in Tracking Consumable Inventories:
  8. Facility managers have a huge pile of work to complete on a daily basis. Meanwhile, they forget about identifying the though-tiny-but-important consumable inventories like tissues and light bulbs that require scheduled orders. The absence of the stock of these essential items can annoy your tenants.

    Facility management software helps keep a check on the stocks of all the consumable as well as non-consumable items by setting a stock updating alarm-like system in place. This keeps the facility from being short on any essential reserve.

  9. Preventive and Scheduled Tracking of Maintenance:
  10. Facility managers also have to take care of the maintenance of the building and its components. The task involves disciplines such as painting, decorating, carpentry, plumbing, etc. These tasks come without warning but facility management software keeps a data of history of every maintenance work and their next probable date of maintenance. Not just that, it keeps a record of the contractors and sub-contractors who supplied the parts or provided the maintenance service.

    The facility manager is also responsible for maintaining the building at its best and complies with all safety standards. The facility manager needs to take care of all legal processes of the building and those important schedules will not be missed through the help of facility management software.

  11. Cloud-based Application
  12. Facility managers being the agents of delivery of support and services for an organization take great help from cloud-based or web-based facility management software in managing every aspect of the infrastructure and personnel management from their mobile, computer or personal laptops. This feature helps facility managers address urgent matters and access important files without the burden of rushing back to your office.

    Because the data is stored on the server outside the office building, it provides an added level of security to them in case any disaster hits the office building such as a fire caused by a short circuit or the collapse of the building due to earthquake.

Good facility management software with the above mentioned features eases facility manager’s tasks at different levels to attain greater efficiency and effectiveness of the job being done.


Related Article: All You Need to Know About Facility Management Software

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

Why some people hate GST – A Dummy’s Guide

Are you confused with all this hungama around GST? I am with GST but I am against it, is that the message you’re receiving from some groups ? And this must be confusing you even further? Fret not, you aren’t alone and you aren’t at fault either! The Fact is that all this confusion is created intentionally, some people are assuming that they’ll suffer under GST so they’re spreading negativity about it. What surprises me is why some products that are going to become cheaper under GST are shamelessly announcing Sale season and trying to clear off stock.

Why some people hate GST

But if it is such an amazing game changer, why would anyone hate it? How does it affect you as the Aam Aadmi of the country? To understand that, let me give you a Dummy’s guide on some background aspects of our country. A big hype is that small traders are going to hurt under GST, so consider your neighbourhood kirana store. He charges you by the MRP of the product which already includes taxes across all levels, but he pays no tax at all thereby pocketing all your money. Since GST will trace goods across all levels, he needs to get used to lesser profits. Rather than shedding crocodile tears over them, let us be happy that our hard earned money will no longer go to the black economy. And if the small trader cannot survive legally, then he might as well go and work for Walmart.

Over the years I have seen many businessmen buy smaller cars than they can afford but they go to a neighbourhood car accessories store and invest lakhs in upgrading various features which are normally available in high end cars. So why can’t they buy high end cars in the first place? Well, because they don’t have ‘entry’, but pray what is an entry? Dumb-Head that you are, obviously you don’t know that business in India is done mostly without ‘entry’ into the books of accounts. Businesses transact in crores but all of that goes into the parallel economy. I know a person who was paying close to a crore for an old flat purchase, but wanted to give most of it in cash because as a family he was showing only 1 lakh per earning member’s income!

Several moons ago in 1992 when I first started investing in the stock market I applied for the IPO of State Bank of India. I was lucky enough to get 200 shares allocated, thereby giving a bumper profit of over 50,000 Rs and obviously I was delighted! Having seen my family pay taxes before they get money home, I asked my financial adviser how much should I put aside for tax and he started laughing, he said only stupid people pay taxes. I remember telling myself even then, I hope days change soon and fortunately things are changing slowly since a few years, GST will hasten that change!

On the other hand, for the honest tax payer it has been a very uneasy journey, for those who pay taxes regularly or those who get salaries after Tax is deducted from their earnings. Even on that tax paid money, we pay tax when purchasing insurance, paying mobile bills, while eating at restaurants, when staying in a hotel and what not, making our effective tax rate not 30% but well into 40% or more! It is time India came up with a rewards scheme for those who are genuine payers.

For example, how about a Premium Club of tax payers who get Lounge access at all Airports, Special discounts in all Government Hotels , Restaurants, Guest Houses, Special membership to clubs the Government owns ? Make different tiers and institute a reward points scheme, more the points, more benefits you can avail at designated outlets. It would make payers feel recognized and rewarded and it has already been tried in some countries abroad. Besides, these discounts would only be similar to what Politicians and Bureaucrats enjoy off the record anyway, at the tax payer expense, just time to widen the net a bit further, to deserving people? Thus, encouraging more people to come forward and contribute towards building the nation.

So in summary my dear fellow Citizens of India, don’t get confused with all this hype, have confidence that worldwide, this kind of measure has given more benefits than ills. Think of the dozens of taxes we don’t need to bother about, just one single rate and one single country. Don’t get taken in by the hysteria or the initial setbacks that are likely to happen anyway. In the end we will have a cleaner India with less of Grey areas.

Thank your lucky stars that just like P V Narasimha Rao came in 1991 with a fresh policy that put the country on the path to restoration and glory, initiatives such as Demonetisation and GST are shaking up the country like never before, number of tax payers are increasing, number of people who accept credit cards and payment wallets are increasing. The phrase “cash is king” is slowly becoming less relevant, the old Order Changeth, we as well as our Children will reap the rewards of these !! Jai Hind !!

PS: Forward this article if you liked it and have experienced something similar, lets make India aware!!

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

5 Inherent Skills That Make Women Perfect Facility Managers

A woman tends to be naturally expert at skills such as problem solving, networking, and at handling different tasks simultaneously, and effortlessly. The fact that women are better than men at being emotionally intelligent is what makes them uniquely qualified for facilities management.

Women have always been born managers as they keep doing all their in-home tasks without even compromising on their out-home jobs. And the age of technology has only come as a boon to them. It has enabled them to take on all these in-home and out-home jobs simultaneously and by virtually being omnipresent at both places all the time.

women-as-facility-manager

In companies, both big and small, women are now acquiring higher positions and leading them successfully in attaining more heights. Their soft skills are proving them to be better than their male counterparts in managing different departments and even the most complex affairs. Facility management software is helping them in being more efficient than ever in handling all the problems that arise in the facilities management.

Listed below are 5 skills that women possess generally better than men, and their utility in facility management:

  1. Networking Expert:
  2. Women are great networking professionals. They know it inherently how to create and expand their network. Employees also turn to women bosses with more assurance that their issues will be addressed. Unlike men, women stick together and protect one another. The connections they effortlessly make can be of great use to them as well as to the company.

    Utility in facility management: Making connections is like establishing a chain of potential problem solvers for you. Every workplace faces many issues related to space & infrastructure management, and people & organization management. A facility manager with these connections will not let you wait for the problem to be resolved. Networking skills help in making every task smooth, though tasks like supervising the staffs, and dealing with the complaints from management, vendors, and the inspectors will benefit the most from these skills.

  3. Relationship Specialist:
  4. Women do not require to learn how to make relationships. It comes naturally to them. Cultivating genuine, meaningful, and purposeful relationships is what they specialize in. They never quit on making healthy and long-lasting relationships. They thrive at creating and sustaining momentum for both themselves and others. This helps them in having a deep understanding of the limits and abilities of their colleagues and staffs.

    Utility in FM: Relationship expert facility managers will be very effective at managing your company’s property leasing and rental agreements. The tasks may include tracking the terms of the agreements, monitor lease lock-in periods and rent-free periods, managing landlord contacts and dealing with them on payments, etc. Needless to mention the importance of relationship building for accomplishing these tasks optimally.

  5. Problem Solver:
  6. Men and women differ in their problem solving skills. Men are less communicative and tries to dominate the problem solving process to use it as a chance to demonstrate their knowledge and skills, while women focuses more on the process of solving a problem. During the process, women often rely on taking help of those close to them, discussing their situation in detail, and forming a team to address the issues collectively.

    Utility in FM: Any facility manager is now able to organize their task right on their palm through online facility management software. These software have made a facility manager’s job easy, but you shouldn’t forget that computers can only organize your tasks and not physically do it. For that, you’ll need manpower and teamwork plays the best role here. Women facility managers tend to discuss the issues and problems in detail with their staffs and want them to get involved in the whole process. This teamwork makes the job easier for everyone.

  7. Opportunity Expert:
  8. Men usually loathe women for their opportunity grabbing skills. However, seeing opportunity in everyone and everything, and giving life to their own ideas and inspiring others to do the same is what makes women more practical and precise with their objectives and goals. Also, they don’t get their egos in the way and thus never get distracted.

    Utility in FM: In facility management, the leader has to work with a wide range of data. An expert facility manager tries to find the opportunities for the company by assimilating them and looking for patterns, linkages, and relationships for having a clear path to future. Facility management software are a huge help here with their wide range of functioning with data.

  9. Emotionally Intelligent:
  10. Being emotionally intelligent at workplace is about being able to take critical feedback, refraining from blame games, giving relevant opinions that are valuable to the company or the entire team, and keep encouraging oneself and people around you for achieving a better working environment. Many researches conducted around the world prove that a woman’s brain is wired in a way that makes them more emotionally intelligent and aware.

    Utility in FM: Facility managers communicate with each and every level of an organization such as their management team, workforce, third-party vendors, and the maintenance crew. An emotionally intelligent person with effective self management skills as well as strong social skills balance these communications and make the most out of it. Woman facility managers are found to be more apt with these skills, and great at handling and delegating tasks.

      IT enabled facility management software are helping facility managers in administering the overall functioning of the company seamlessly and like never before. They provide with highly efficient modules that let the managers better plan, allocate, and monitor their tasks. And women facility managers, who are innately experts at these skills are taking great advantage of the facility management software modules to better manage each and every facility related affairs of the company.

      Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

10 Ways Technology Has Reshaped the Modern Workplace

Technological advancements have entirely reshaped the organizations by making their business processes highly integrated, and more streamlined. This is more so in case of small or medium enterprises. Run by a few people, small businesses need technology like nothing else. Technological advancements have facilitated these businesses in running their tasks smoothly and performing well than ever before. Are you keeping up with the technological evolution in the workplace?

Technology Has Reshaped the Modern Workplace

Ever wondered how MNCs work by collaborating with their thousands of employees and resources from all around the world, and that too in real time? Well it’s all because of the biggest wonder of the 21st century — technology. Technology in the workplace is like a facilitator that makes an action or process easier to keep the whole workflow smooth and on track. Facility management software such as QuickFMS helps business leaders stay organized and up-to-date that in turn helps in business profitability.

Not long ago, companies were in mess as they had to deal with a lot of paperwork, meetings had to be held in rooms, travel expenses were incurred on client meetings and communication across the organization was not so easy. From the ways of communication, to the methods of solution, technology has helped businesses come a long way. All the operational and communication issues have now been simplified and streamlined with the help of new technology. Businesses no longer need to take a pause in any of their tasks.

Whatever barriers that used to be there long time back, like communication barrier, task performing barriers, management barriers, or outsourcing barriers, have been overcome by the invention of technology. Internet, and various software and applications have made it possible for the businesses to remain focused on their goals with no or negligible disruption by the day-to-day operational procedures.

Let’s see how technology is helping the businesses grow by leaps and bounds:

  1. Changing the Way Businesses Communicate:

    Technology has changed the way people used to communicate at the workplace. The arrival of smartphones, social networking sites, chat apps has brought communication to a new level. Communication among the employees, or management to subordinates, or management to management has become fast, instantaneous, more deliberate, collaborative, and unified.

    You can send emails, text or video chat or even video conference with subordinates or superiors through social networking apps like WhatsApp, Skype, etc. With the help of technology, you no longer need to be present at your workplace every time. You can engage in other important works outside the office, and keep in touch even face-to-face with your colleagues at the office through video chats and conference.

  2. Keeping It Fully Organized

    Technology helps in keeping the business fully organized. Systems like Project Management Software helps in building, delegating, reviewing, and assessing a task. Employers and managers can easily supervise workplace activities that helps in keeping everything on track. It fixes the responsibility, accountability, efficiency, and timed delivery of tasks assigned to people.

    The modern workplace has now many innovative products and software to increase the workflow and boost efficiency. Project Management Software helps improving the quality and quantity of work, and also helps in risk assessment by providing a red flag every time a task gets off track that might lead to a project failure.

  3. Making Business Operations More Productive:

    Businesses nowadays rely on business productivity software that provides many tools to overcome challenges of executing on strategy every day. It enables managers to more easily track progress during every phase of goal completion and offer immediate reinforcement or coaching to keep performance and deadlines on track.

    This is another example of the role of technology in improving the productivity and performance of the organizations. Access to new technology has enabled the employees to do things faster with precision and has helped in discouraging workplace distractions, thus raising productivity.

  4. Helping in Cost Management

    Improving profitability is the ultimate goal of every company. Due to innovative technological software, companies are now becoming fiscally healthy as these innovations are proving to be more cost-effective. Every workplace has some chore tasks that need dedicated people to handle it. It needlessly keeps the costs high. This cost can also be reduced by installing SaaS tools in the workplace.

    Through Saas tools, we can eliminate the manual handling of a task by automating wherever possible, and focusing on integration of different tasks. Not only that, automated processes give more accurate results, and help keep every record with its date and time mentioned. This way they are easy to be recalled for any business purpose. This overall management of costs at different levels provides better profitability by reducing the cost.

  5. Keeping the Business Secure:

    Business workplace at its every level demands a great level of security for its safe running. Technology plays a vital part in doing so. It provides an end-to-end hardware and software-based data encryption so that only authorized parties are able to retrieve and read it. Fingerprint and facial recognition features give an added level of security to the systems at workplace.

    The companies are using innovative technology and implementing security software and algorithms to make sure that the sensitive information is accessible to the right people and is protected from malicious hacking attempts.

  6. Giving Customizing Options:

    Technology has made it possible to customize any software according to the variable business needs. Businesses are now using such software to manage their day-to-day operations. One such software that is becoming popular in the modern workplace is facility management software.

    Whether large or small, every business workplace has its own way of doing things for achieving their goals. For that, they need a kind of technological support that suits their style of working and the customizable software is able to provide those services.

  7. Increasing Collaboration:

    Technology has completely changed the way companies collaborate. Technology has helped us connect with people anywhere and at any time. This increased collaboration has brought a high level of flexibility in communication that allows employees, co-workers and managers to connect with each other easily.

    As employees can now connect and communicate no matter where they are, this has helped in encouraging teamwork, mutual understanding and bonding between the employees. Improved level of collaboration also helps leaders and managers to stay in touch with their employees and manage them better. Increased collaboration on projects has enabled the companies to keep their clients updated on their project performance and progress.

  8. Reducing the Risk of Security Breaches:

    Stealing critical and important information was easy in the past, but now with the use of technology, the threat of data thefts and leaks have been reduced. Proper security measures are being implemented in the workplace that helps in keeping important information safe.

    It has also become easier to keep a check on the employee’s’ online communication and activities to ensure that they don’t get involved in any practice which is against the interest of the company. As employees know that they are being watched all the time, the likelihood of getting involved in any wrong practice is reduced.

  9. Improving Efficiency of Employees:

    Time management is important in the modern workplace as poor time management can cause deadlines to be missed leading to an unhappy client. Time management has now become easier with the help of modern technological tools. These tools have helped in optimizing the daily working routine and enabling the employees to focus on the most important task.

    This helps in increasing the efficiency of the employees, allowing them to meet the deadlines and eventually results in client satisfaction. As technological advancements have reduced the amount of time and effort spend on daily activities, employees can now spend more time on creativity and developing new ideas.

  10. Enabling Remote Working:

    New technology has enabled remote working, teleconferencing and co-working space which has completely reshaped the workplace. Mobile and cloud technology has allowed instant and remote access which enables internet-based service models. This has resulted in interconnected workplaces not tied to one location, but many. They are hinged together by virtual conferencing, complete connection and portability.

    Cloud technologies and improved IM systems have helped the employees to work from anywhere with the click of a mouse. Video conferencing has made it possible to co-ordinate with the best employees no matter where they are.

The impact of technology in the workplace is incredible. It has changed the way traditional workplaces used to work. It’s up to the business leaders to keep up with its evolving pace in the most efficient manner. Business owners cannot afford to compromise their company’s productivity, profitability, and security. By implementing new technological solutions and financial management software such as QuickFMS, business leaders can ensure optimal profitability and productivity at their workplace.

Related article: How to Select the Right Workplace Management Solution

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

10 Inspirational Quotes Every Business Owner Must Read

It takes a small idea to transform a common man into an entrepreneur. Similarly, a short inspirational quote has the power to convert an entrepreneur’s struggle into success. The motive of this blog is to fill your mind with positivity and to strengthen your determination to make your venture reach the heights you have always dreamed of. Stay tuned as we have many more in store.

Connect with me on LinkedIn for regular updates. https://www.linkedin.com/in/amitprasad1973/

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

Leadership Qualities to Run a Small Business Successfully

A leader is that person to whom everybody in an organization looks for when in need of a solution to a trivial or even a dire problem. But who is a leader? A facility manager in a multinational corporation, an executive partner in a partnership firm, a sole proprietor of a small business enterprise, and any person who has a job to provide directions, instructions and guidance to a group of individuals, also known as a team, with the purpose of achieving a certain goal.

Leader of the 21st Century

Leaders of past centuries were persons in command and control who used to issue directions for enforcing their execution while remaining at a distance from the daily work. Time has changed and with that, the role of a leader has also changed. Today’s leader stands in the middle of the action and is focused on identifying and developing the talent and working hard to build an environment which can nurture that talent and give it space and freedom to work creatively and efficiently in order to achieve that which is desired.

Leadership Quote from Amit Prasad

There’s much more that is new and different about the leadership, management, and communication in the 21st century. Customers, in this digital age, are empowered to seek out, compare, and measure value as never before. That’s why, today’s leader can’t afford to have a focus just towards maximizing the productivity of his employees, rather he has to learn to serve the target customer. Serving the customers by understanding their needs and wants is the best way he/she can harness the true potential of the employees more fruitfully.

Related article: Essential Qualities of a Business Manager in This Digital Era

Essential Qualities of a Leader

A small business runs mostly on the might of its leader who is the owner as well as the manager-in-chief of his company. He has to take care of the balance sheet of the company by maintaining a healthy cash flow in and out of the company. He also looks into the profitability, productivity, connections, customers, regulations, and the marketing of the company. Let’s have a look at the essential skills and tasks of a leader:

  • Engenders Trust & Enthusiasm

    He should focus on building the trust of the customers towards the company by generating enthusiasm among the employees in working towards the fulfillment of customer’s needs and wants.
  • Thinks in Terms of Relationship

    Now every business is a relationship business. The better the company’s goodwill among the customers, the better will be the business. A leader who understands this and encourages his employees towards building that relationship will surely own the best team that fulfills the expectations of the company.
  • Creates a Stimulating Ecosystem

    He will understand that to harness the full potential of his employees, he has to identify and develop the talent by providing it with a stimulating environment that can support the employees in enhancing their knowledge and skills.
  • Guides a Continuous Refinement Process

    A good leader will build the strategy taking into account the inputs of his employees, and he will keep guiding them for continuous refinement process so that the plan of action must always remain a hundred percent productive.
  • Supports Experimentation & Learning

    A good leader understands that his employees are not puppets who will keep dancing on the indication of the strings attached to his fingers. He encourages each employee to develop his own style of working so that the employee can get the best score through his output.
  • Listens and Observes Carefully

    A good leader is a good communicator and a good communicator knows that the very idea of communication is a two-way process. It’s not just about speaking your mind but also about listening keenly to others, so as to be able to observe the gravity of the situation more accurately.
  • Takes Responsibility of His Team and Its Result

    A good leader will never refrain from taking full responsibility of his team and its result. He gives all the credit to his team in case of success. But he knows that a team’s failure is his failure and so doesn’t blame his team in case of a failure.

How a Leader Motivates His Employees

A leader can’t do everything on his own. He needs an efficient and productive team of working people to achieve his goals. But he faces many challenges in keeping his employees motivated. Some of these challenges are:

  • Preventing the employees from moving into other companies.
  • Providing them an environment where they can enjoy working and so maximize their output.
  • Keep encouraging the teamwork.

Related article: The Workplace Motivation: Show Your Employees That You Care

Employee Motivation

A leader’s first and foremost job is to keep his employees constantly motivated. A motivated employee is the most powerful asset to the company. So, how a leader can keep his employees motivated? Let’s have a look:

  • Taking Care of His Employees

    A leader who takes care of his employees both personally and professionally and keeps conducting one-to-one with them will find them giving the best output and with all the dedication. A leader tries to know more about his employees personally; about his tastes and preferences; his family, and also his idea of an amendment to the working ethics and culture so as to maximize the overall output of the company. This way the employees will feel to be a part of something big and will remain motivated.
  • Empowering Each Individual

    A good leader knows the value of each employee. Every person’s contribution is counted in the final outcome. That’s why a good leader keeps trying to harness the best out of each employee by tapping on their full potential. Empowering them to excel in their role, no matter how large or small, creates a sense of ownership that will help them meet and exceed their own expectations.
  • Supporting New Ideas

    If an employee comes up to you with a new idea, it shows that he/she cares for the betterment of the company. A good leader understands that and listens to the idea carefully, and if it is really useful, he’ll simply adopt it and also reward him for his contribution. This will not only encourage that particular employee but also others to come up with new ideas.
  • Encouraging Friendly Competition

    A competitive environment is a productive environment. Employees can be motivated by organizing healthy and friendly competitions. This will provide them with the spirit of a sportsperson. They will feel energized and highly motivated to work for achieving new heights for themselves and for the company.
  • Rewarding Accomplishments

    An employee takes his accomplishments as his identity in the company. He wants his accomplishments to be recognized by others. And, if it comes from top of the management or the owner, it means a lot for him. A good leader understands this and keeps rewarding his employees in many ways: by sharing their success with fellow employees and management, or by giving him some gifts from the company’s side, or by throwing a party in the office for celebrating his success. A reward or recognition for his accomplishments is the fuel of motivation for an employee- the more his tank will be full, the higher he will feel motivated.
  • Knocking Out the Boredom

    One of the most important tasks of a leader is to keep his employees motivated by avoiding boredom in the office. People have a short attention span. Not only the employees but even the leaders can feel bored in doing their work in a routine manner. Hosting a cupcake bake-off, planning a happy hour, start a push-up contest in the middle of the office on a Wednesday, or allowing a different person to run the weekly meetings can break the monotony. These little fun moments during the job will not only re-energize the employees but also help build a friendly ecosystem that will lead to an increased camaraderie.
  • Fostering Creativity

    Thinking outside the box helps in coming up with new ideas. It will lead to increased creativity. An employee never knows about his true potential himself unless he is able to tap on that creative section of his brain. A true leader is the one who helps his employees in being able to dig deeper and come up with those defining ideas out of their brain.
  • Treating Them Like Investors

    Another way to keep your employees motivated is to make them feel valued by sharing the same information with them that you share with the investors. You can also ask for their ideas on it, and if found suitable, can be implemented for the growth of the business. This level of transparency will engender a feeling of trust in them and can motivate them to feel more connected to the company.

  • A good leader possess all the essential qualities and tries his best to keep the employees motivated that helps in the growth of small business. He should also work towards employee retention strategies so he can retain the top talent that helps in increasing the productivity and profitability of his business.

    Employee retention is one of the biggest challenges that companies are facing today. The costs of losing a valued employee are substantial. According to a study by SHRM (Society for Human Resource Management), finding and training a replacement for an outgoing employee can cost as much as the equivalent of six to nine months of salary.

    Read more about Employee Retention Strategies.

    Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.