There is not a single business that does not have some type of clerical work that needs to be accomplished. Filing paperwork, managing records, reception duties, data entry and other administrative tasks all fall under the responsibility of a clerical worker or clerical assistant. The scope of duties will vary from day to day so they are often considered to be a jack of all trades in and around the office.
Workload for clerical positions tends to be very inconsistent. Some days there is not enough hours in the day while most days are spent waiting around for the next project. Because of this inconsistent workload the trend for small to medium sized businesses is to get these administrative tasks completed by using a clerical outsourcing service.
Handling Administrative Tasks
Most SMEs are working with a limited budget and are only employing the absolutely necessary staff to operate. In the beginning it is unlikely they employ someone dedicated to administrative tasks so the clerical business functions are placed on the back burner until one of the key players has time to work on it even though it is usually out of their area of expertise. This inevitably leads to prolonged processes and poor quality of work.
BPO companies are filled with experienced staff that are experts in handling clerical work. This limits the requirement and costs that come with recruiting and training new employees. SMEs are also free from the costs and time it takes to manage the newly hired employee. With clerical outsourcing companies pay a flat rate per month for the service needed without having to worry about payroll, taxes and insurances.
Hire a Service
When companies engage in outsourcing they are hiring a service instead of hiring an individual employee. Companies are only charged for the administrative work that is actually completed with no consideration to the actual employee performing the job. No additional resources are needed from the client for completing the outsourced tasks. Time and money is not wasted on checking personal emails, social networking and internet browsing with clerical outsourcing.
Clerical Outsourcing Duties
Using today’s advanced technology enables companies to have almost any administrative task completed remotely. Clerical duties are extremely varied depending on each company’s needs but here are the 12 most common tasks:
- Answer telephones, take messages and transfer calls
- Communicate with customers and employees
- Maintain and update inventory and database systems
- Basic bookkeeping and banking transactions
- Process and prepare documents
- Prepare meeting agendas and record minutes
- Compile, copy and file records and transactions
- Complete and mail bills, contracts and policies
- Compute, record and proofread data and reports
- Type, format, proofread and edit correspondence from notes
- Complete work schedules, manage calendars and appointments
- Make travel arrangements for personnel