1. OPERATIONS 102: What Needs to be in Place to Grow to the Next Level
Laurie Beppel 2007

2. OPERATIONS 102: Ask Yourself: “Do I want to grow my business?”
Laurie Beppel 2007

3. OPERATIONS 102: How? Network with your Peers Additional training
PayChoice functionality
Staffing
Controls in place
Marketing
Sales
What “NOT” to do
Laurie Beppel 2007

4. OPERATIONS 102: Networking with your Peers:
Smaller, Newer, Larger, Older Businesses
Join payroll organizations: IPPA, APA, User Groups
Network with others outside of your immediate market
Monitor competition
Follow legislation
Share your experiences
Listen to others experiences, missteps, ideas
Monitor technology
Learn techniques for increasing sales, marketing, pricing
Attend PAI Conferences
Laurie Beppel 2007

5. OPERATIONS 102: Training: Financial Controls: Software Training:
A/P
Financial tracking/reporting
Software Training:
PayChoice training
Online Employer Products
Training from Vendors (Microsoft, Printers, etc)
Owners/Employees:
Payroll and Tax Filing (APA Pay Train)
PayChoice Basic Training
PayChoice Advanced Webex training sessions
Selling Techniques/Skills
Customer Service Skills
Clerical Support:
Laurie Beppel 2007

6. OPERATIONS 102: PayChoice: Are you using PayChoice to your advantage?
Batch payroll processing
Set up payrolls to run after release to another machine
Auto Pay
Set up clients who have standard salaries, hours
Create payment transactions for all EEs
Release and run as Batch
Phone in and fax in payrolls drain resources-automate as much as possible: PCOL, VCOL
Print payrolls as they process
Laurie Beppel 2007

7. OPERATIONS 102: PayChoice Continued: Load new payrolls ONE time
YTDs, balances, etc
Set deadlines for your Clients
Payroll In
QTD, YTD: adjustments, etc
ACH
Process in place
Procedures in place for your employees and communicated
Taxes
In House or outsourced or not at all
Adding services affects the Bottom Line
Time
Employees
Supplies
Revenue!
Laurie Beppel 2007

8. OPERATIONS 102: Staffing A:
Clients, most employees do all tasks except sales
300+ Clients key areas are assigned to personnel and evolve into specialization
Sales
Payroll Specialist (Data Input and CS)
Hardware/Software Technology
New Client Set up
Operations Supervision
Tax Control
Funds Transfer and Impounding
Facilities, Supplies, Phones, etc
Owner/Manager
Laurie Beppel 2007

9. OPERATIONS 102: Staffing B: Training Production Levels
APA, PayChoice Basic and advanced sessions
User Conferences
Cross training of employees
Production Levels
Based on methods of operation
Full time vs part time employees
Types of payroll input
Any ‘special handling’
General Rule of Thumb: payrolls processed per day per full time employee; with certain assumptions
Laurie Beppel 2007

10. OPERATIONS 102: Controls Necessary: Employee: OT approvals
Employee job descriptions
Employee payroll policy in place
Employee HR policy in place
Laurie Beppel 2007

11. OPERATIONS 102: Controls Necessary Continued: Business-
Monthly financial reports including income and expense tracking
Recon of Client funds held in-trust daily
Logs of reruns, undos and adjustment payrolls
Weekly billing recon and monthly billing review
OT approvals
Customer Service Surveys
Client attrition tracking and analysis; monthly
Standardization of new client install procedures
Standardization of pricing and service profile
All procedures and Policies in place, communicated to all employees
Reruns
QE, YE
Laurie Beppel 2007

12. OPERATIONS 102: Marketing:
Current Clients: Remind them that you are there:
Control your business
Customer care
Quality of our service
Client referrals
Market additional products and services to current base
Keep Sales in the loop
Informational bulletins with payrolls EACH pay cycle
Different colored paper each time
One page
Use bullet points
Wrap it around the checks so they see them
Topics:
Office hours
New product or product of the month
EOQ, EOY, regulation changes
Laurie Beppel 2007

13. OPERATIONS 102: Marketing continued: Website
Mailers, newsletters, payroll stuffers, etc
“Drip” system
Ads
Referral partners
etc
Laurie Beppel 2007

14. OPERATIONS 102: SALES: Sales rep/reps in place Type of compensation
Sales Goals in place
Properly trained on all services offered
“Sales Only”
New business
Laurie Beppel 2007

15. OPERATIONS 102: What NOT to do: Don’t Assume:
You can grow to the next level using the same method of operations as you have done so far.
You can grow to the next level without a sales force, sales and business goals and a sales plan.
That all sales reps can service all clients.
You can continue to perform all special handling requests that you have done to this point.
The Owner/Manager can continue to be all and do all and be involved in all……
Laurie Beppel 2007

16. OPERATIONS 101: CONCLUSION: “Do I want to grow my business?”
OPERATIONS 103: Four Types of Clients and How to Tailor Your Service
Laurie Beppel 2007