Overview

This week’s mentoring session is more of a discussion than a demonstration. There are too many best practices for you to ever implement them all in your business. You have to make and manage your own list of issues and future improvements, then follow up the list regularly to make the value of your business grow. Before you start, consider the following:

Why is implementing Readysell best practice important?

Readysell has sites where everything is automated. The the owner can go on holidays for 14 days and nothing is out of place when they returns to their business. You can have this level of automation, improving the value of your business to you today and to anybody interested in buying your business in the future.

Why does it require continuing planning after Readysell is implemented?

You can't increase the value of your business without having a list of current issues and list of future planned improvements. Then checking things off that list when they are complete. The best way to do this is to keep your Readysell issues list in tickets and you monthly Readysell improvement list in your Outlook or similar calendar. If you don't plan by having a list, you will not move your business forward and your business's value will not grow as well as it possibly can.

Why is talking to Readysell management important?

The owners of Readysell are business owners like yourself, they understand where your at. Sometimes the best processes possible at your business and Readysell's just will not do the job. If you are trying but not getting the results you need, calling Readysell to help get the problem solved.

Mini new feature implementation projects that can improve the value of your business:

The top priorities should be:

1. 1. Purchase receipt scanning for stock coming in and sale shipment scanning for stock leaving the business
  2. Readysell integrated payroll
  3. Uses email batch defaults with images and hyperlinks to catalogue/flyer pages for marketing and accounts receivable follow up
  4. Low margin report, put an entry in your calendar to run this every week!
  5. Automatic warehousing
  6. Mobile app for picking, stock put away, delivery drives and service work

Also use the suggestions below to create your own list of BEST PRACTICE wants and needs, and create your own list, and set goals / target:.

Auto email all statements, you should be doing it, are you? See:
- Sending Customer Statements Using Email Batch and a Criteria
Commencing batch email debt collection. See:
- Sending an accounts receivable follow up using an email batch
Auto email batch delayed (at night) automatic all invoices. See:
- Setting up automatic email batches for customer invoices
Get your customers trained to reprint invoices and statements from the web. See:
- Discuss with Office Brands IT support if you are an Office Brands dealer otherwise discuss with Readysell
- Readysell always sets this up for you, see technical note Setting up "office brands" API user for Invoice On-demand Upload
Customizing / HTML’ing your Email batch defaults. This is a bit hard to learn, but has useful benefits, you will communicate better with your customers! See:
- Email batch defaults
Make one computer the master for screen layouts, then customize your screen layouts by dragging fields off the screen that your team do not use. See:
- Working with Lists
Review security, are there any fields or windows that you can block from view by some groups of users in your business? See:
- /wiki/spaces/INT/pages/622799
Find our how to apply customized HTML code and images to your invoices or statement footers. See:
- Reports system type
Launch freight integration. See:
- Setting up Smart Freight integration
- Entering and processing a sale shipment
Improve your retail business:
- Capture postcode and prospect information from walk in customers. See:
  - Creating a new customer from a sale order
- Create machines to generate sale leads and prompt you about supply and replacement of higher value items. See:
- Integrated EFTPOS with either Tyro or your bank for retail to speed transactions and reduce errors. See:
  - /wiki/spaces/INT/pages/26018286
- Review the split of stock locations between retail and warehouse
- Locations in administration
- Use the Orders button to make back orders from sale shipments
Transition from current payroll to Readyselll payroll. Get your staff to run their own pay reports via the web or Workzone app.
- Payroll
Paperless supplier invoice handling and other document management
- Attachments
Auto Rec’ing Suppliers EOM statements in a flash.
Automated bank recs to save staff time
- Setting up and using automatic bank reconciliations
Payment Runs to suppliers based on supplier card payment terms
- Generating supplier payments using a supplier payment run
Dead stock clean out, move salable dead stock to a single location in front of your telemarketing team, sell it to the customer who last bought it, make retail dump sale bin at the front of your retail shop and just dump unsaleable dead stock
- Cleaning up your product data
Review your automatic warehousing settings in terms of printers/mobiles used, number of shipments, max shipments in the warehouse, max customer shipments per order
- Automatic warehousing training guide
Implement FM Audit to capture customer paper and toner usage and use it to generate sales
- Setting up FM Audit integration
Auto Warehouse scanning IN and OUT
Contract Management, where to start, what to do on-going.
- Contracts
Running a bad GP report (downloading from Readysell store) or from your invoice list
- Key Analysis Reports Overview
Best practice purchasing for you? Min/Max purchasing for ‘must stock’ items like toners. Average weekly sales purchasing for the rest
- Best Practice Guide - Purchasing
Automatic min/max level updates
- Processing a Min Max Update Run
Using Supply Types better, priority to move stock to key customers, ignore to print stock on picking slips every time etc. See:
- Supply types
Are you in the red or black each month/qty. How to find out real quick. See:
- Live Profit and Loss report
Using cases to help track debt collection status. See:
- Cases
Using Workflow status changes to create alerts / notifications. See:
- Action Rules
- Workflow Nodes
Using alert rules to create alters/notifications/emails when exceptions to acceptable business due dates etc. occur
- Action Rules
Setting up colour coding and using lists (Covered in some detail next week). See:
- Changing the formatting on lists using appearance rules
Improve warehouse layout by location and zone. See:
- Locations in administration
Improve stock on hand accuracy by closing the inventory loop between automated purchasing, receipt scanning and stock out scanning:
- Scan checking purchase receipts
- Scan checking a sale shipment
- Generating Purchase Orders using a Purchase Run
Regularly run and use key reports like DIFOT and the new actionable metrics/business health check dashboard
- Analysis Reports
Turn on some of the invoice layout customization. There are a lot of options in the standard customer invoice layout that can help your invoice communicate better to your customers
- Reports system type
Take advantage of some free training options:
- Use Readysell's you tube channel : Readysell You Tube Training Channel
- Call Readysell about quick questions
- Use the videos and instructions in the Readysell Training Guide
Start using the Readysell web client for 24/7 access to Readysell from computers and tablets.
Start using eBay integration
- eBay Integration
Implement the mobile app to improve your business processes, including:
- Shipment picking
- Stock put away
- Replacement label printing
- Delivery truck control and customer signature capture
- Service orders
  - Staff enquiries via phone when out of the office

Managing Readysell in your business:

Did you know:

Priority 1 Manage issues and new mini-projects through lists

The top priority for getting Readysell to work better in your business is to maintain a list of issues and planned mini implementation projects. Unless you have your issues and plans in a list you can’t manage them
The best way to maintain a list of issues is to submit a ticket to Readysell. Even if it may not be a Readysell issue, submit a ticket. An email may not get answered as fast as a ticket due to staff member being on leave. Readysell will point you in the right direction if it is an Office Brands, IT or other issue
The best way to maintain a list of mini-projects is to add appointments each month to your Outlook or other time management app.
Reviewing your tickets in Readysell. You and your team must know how to:
- Log a ticket
- Lookup your tickets
- Lookup all tickets for your business
- Block out ten minutes of your time each week in your calendar to do nothing else but review your Readysell/WebX action item list.

Then make a list of action items for the next week
Contact Readysell and your team and let them know what you want done
Review your action item list at the same time next week

Priority 2 Communicate your issues and future plans to Readysell

Readysell often gets calls from dealers telling us about long standing issues that have been annoying the dealer for a long time, but which Readysell did not know about.
Phone Readysell if the Readysell program is not performing as expected. Readysell regards you being happy with your Readysell system as their top priority. Also call them if you want advice on moving ahead.
Read the automatic wiki updates that display on your Readysell
Priority 3 Make the best use of training
The first fifteen minutes of a call to Readysell are free, make sure you and your team use the free call service if the documentation does not answer your call. Make sure your team also feel free to make quick calls to Readysell, often this is enough to resolve easy issues without a ticket
Mentor your Readysell plans with outer dealers, you will both benefit
Encourage your team to want to be trained. You will not succeed unless you and your team must want to be trained.
You will not succeed unless you have a financial budget for continuing training of at least twelve hours a year.
You have to invest in training in order to implement minor improvements, implement new features and correct bad practices that creep in over time. Accept there will be a cost for this training and check you get value in return
Use video conferencing for your Readysell training and save the results for later reference
Use the free training materials, like the Readysell YouTube channel and the OB university

Priority 4 Continuously improve your Readysell practices with mini projects

Move your business to Readysell best practice one step at a time. You have to plan in order to move ahead.
See the mini projects list below, this is just a starter list, Readysell can provide a more complete list if you require, once you complete the list below

Other interesting things to add to favourites / read:

- Best practices:
  - https://readysell.atlassian.net/wiki/pages/viewpage.action?pageId=79757387
- Most recently updated documentations:
  - https://readysell.atlassian.net/wiki/display/RSELL/Home. Good to see what has been updated / changed.
- Attaching something to anything:
  - https://readysell.atlassian.net/wiki/display/RSELL/Attaching+a+document+to+almost+any+item%2C+such+as+contract+file+attachments
- Am I making money or losing it. Lets see real quick:
  - https://readysell.atlassian.net/wiki/display/RSELL/Live+Profit+and+Loss+report
- Warehouse + purchasing perfrormance: Delivery in Full OnTime:
  - https://readysell.atlassian.net/wiki/pages/viewpage.action?pageId=67174423
- Handling eway orders in Readysell:
  - https://readysell.atlassian.net/wiki/display/RSELL/Handling+eway+web+orders+for+Office+Brands+dealers
- How to increase the value of my business:
  - https://readysell.atlassian.net/wiki/display/RSELL/How+to+increase+the+value+of+your+business

What next?

Reading about improvements is not enough, take action!:

- Decide what mini project is most relevant to you now.
- Is there anything that could really make a big difference and save you time. Choose that one!
- Understand how / what benefits are likely to flow from implementing.
- Allocate someone to learn / get training on the feature.
- That person to then share their learning with other staff internally.
- Roll out the change.
- Monitor / keep list of any glitches or hitches experienced.
- If comfortable, move to next mini project.
- Readysell Pro Best Practice Training Guide
- Stage 5 post implementation best practice customer checklist

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