Workplace Management System Criteria For Small Business Owners


Owning and operating a small business is a huge undertaking. These entrepreneurs have to deal with the usual stuff like hiring the right talent, establishing a brand and developing a loyal customer base. But they have additional challenges that make their job even harder.

Workplace management software systems can help entrepreneurs make it from new to established; small to, well, less small. The biggest benefit is that it streamlines and automates tasks that a lot of owners and managers are still doing manually.

Even if you are a team of two or three, a practical, user-friendly system can lay the foundations for a highly productive business. Having structured processes and procedures in place from the beginning makes it easier for small companies to expand with fewer growing pains.

In this article, we’ll cover some of the qualities that small business owners should look for when choosing a software system.

5 Common Challenges That Slow Small Business Owners Down

Workplace Management System Criteria For Small Business Owners

No matter what industry they are in, small business owners almost always run into these challenges. These issues are common, but owners must be able to overcome them within a reasonable time. Otherwise, they will run out of resources and may be forced to put their goals on hold.

i. Too dependent on too few clients

If a single client makes up more than half of a company’s income, the owner may feel like they’re more of a contractor than an independent business. No matter how big or small the business is, every owner wants to acquire more customers.

But that can be very challenging if no one has heard of you. Gaining a customer’s trust and business is harder when there isn’t much proof that you can do what you say you can do. When you get your first client, make sure to deliver.

But don’t put growth plans on the backburner for too long. You may even ask current clients to refer you if you have a strong relationship. Word-of-mouth can be the best way for new businesses to attract customers.

ii. Limited cash flow

It’s impossible to operate a business without money. Though handling business accounting and taxes may be within the capabilities of most business owners, it’s best to hire professional help.

The complexity of a company’s books increases with each client and employee. Having a bookkeeper on board can prevent owners from feeling unnecessarily overwhelmed. 

iii. Burnout

The long hours, the amount of work and the constant pressure to perform wear on even the most passionate entrepreneurs. Though they yearn for a break, small business owners may feel like the entire company will collapse if they take a few days off.

But owners should take time to recharge, even if that means they’ll be behind when they return. That’s because fatigue can make it harder for people to make smart decisions about the business. And, it will take a toll on an owner’s physical and mental health.

iv. Learning to share responsibilities

By delegating responsibilities, owners can focus on bigger issues and tasks. Sharing the work helps entrepreneurs manage burnout.

But it’s not easy for most owners to let go of decisions and responsibilities as the business grows. Trust your team, and make yourself available so that employees are comfortable coming to you if they do encounter problems.

v. Managing workflow

This point ties into the previous one. Owners have so much to do, and they simply can’t achieve everything on their own.

In addition to delegating work, entrepreneurs are encouraged to find and use tools that will help the entire company work more efficiently.

Automation is arguably essential to small businesses. Implementing time-saving strategies can be a significant benefit to improving performance and achieving success.

1. Balancing Growth With Quality of Product/Service

Clients love the attention they receive from smaller businesses. But as companies start to grow, clients may feel like they are getting less and less important. Keep in mind that there is a middle ground between poor work and perfection. It’s up to the business owner to find a happy compromise.

2. Workplace Management Software For Small Businesses

When looking for a workplace management system, cost will come into play. Entrepreneurs have limited financial resources, and they shouldn’t invest in something that they can’t afford. But, that doesn’t mean they should select the cheapest option and call it a day. Smart owners will invest in a product that offers value for what they pay.

In addition to saving entrepreneurs time and money, many of these systems are scalable, meaning they will grow with you. If the company can find a system that works for everyone, it won’t have to worry about having to learn new programs every couple of years.

It is important first to identify what the company’s needs are, and find a software solution that can cater to them. each industry holds its own unique and essential requirements to ensure smooth business operation. Specific industry needs are important to consider. The products or services offered by your business will have an immediate impact on your software requirements.

3. Communication

Effective and efficient communication is a must. If you can’t share information with your employees or your clients, your business won’t get far.  It is important to identify and make use of initiative workflow software in order to maximize the efficiency of business communications.

Communication software like Skype and Slack will allow your team to collaborate, no matter where they are working from. For more formal notices, document sharing, and announcements, take advantage of any communication features built into your workplace management software. You can write one message, and send it to all of your teams, or just one group, in a couple of minutes (or less).

Many systems, such as Office Control, give users the option to use the mobile app. That means your team can stay on top of company updates regardless of where they are. Even the simplest communication programs can help your small business stay organized and efficient.

4. Time Tracking

Time tracking software allows employees and owners to engage in effective time management through the detailed documentation of work performance on different tasks. While most employees won’t appreciate having to track every single thing, it can be very useful to log hours spend on big projects.

Similarly, tracking the time it takes to complete requests from clients, or perhaps service requests from staff, can help you identify weak spots or inefficiencies.

5. Space Optimization

You may be a small team today, but if things go well, your numbers could double in the next few years. Workplace management software will help you optimize the space you have today, and help you make smart changes for the future.

If you add more desks, or require staff to book a workspace before they come in, the software can do the heavy lifting.

While these are little things, the small stuff can add up. Small business owners may save an hour or more each day with the help of software. 


Workplace management software can be a great ally to a small business owner. Many platforms offer users multiple features in one program.

This allows them to see the bigger picture, as well as focus on the smaller details. The platform you choose should be easy to use, and be capable of making your life simpler, not harder.


Author: Sabrina Castillo