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Cut costs, boost your personal value

by on
in Admins,Office Management

Saving your employer time and money is one of the few measurable ways to demonstrate the contribution you make at work.

Here’s how Amy Gurren, an administrative manager at CPA firm Dorfman-Robbie and winner of OfficeTeam’s Administrative Excellence Award, proactively found ways to save her employer some of both:

1. Switch from paper to digital. Admins at the Albany, N.Y., firm used to bind draft and final copies of financial statements for clients. Finally, Gurren asked, “Could we send them by e-mail to speed up the processing time on our end and the time in which the client receives them?”

Now, the firm sends 98% of the financial drafts digitally. The company saved paper costs (each statement is 25 to 30 pages with 20 plus drafts), binding, postage and the personnel time. As for time savings? It takes 30 minutes to copy five drafts; creating and sending a PDF of a statement takes five minutes.

2. Comparison-shop for your vendors, keeping in mind not only the best price, but also what’s most important to your company.

Example: When shopping for a copier, Gurren needed a company that would provide fast maintenance service. In the past, the company was told that during tax season they’d have to wait two days for a repair technician.

Gurren negotiated to get the price they wanted and a guarantee that if the machine goes down during tax season, a technician will arrive within two hours. “That in itself is a cost savings,” says Mazie McMahon, marketing director at the firm.

3. Consider whether an external job can be brought in-house. “You need to shop the cost,” Gurren says.

Example: Gurren’s firm used to buy newsletters to send to clients until Gurren helped the firm write, copy and mail a high-quality, in-house newsletter. “All of a sudden we find out that we have people on staff who really like to write articles,” says Gurren.

“We’ve found it’s cheaper. Clients and prospects—the people who receive it—they know the difference. They’ve said, ‘I can tell you know my industry, and that you know what I need.’”


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