Here’s Your Quick Guide to Back Office Operations

First impressions last, especially in choosing which businesses to support. That’s why a good Back Office Operations is essential. 

All of us make a decision about whether or not to do business with a company based on our emotions. If you can make them feel good, that means loyalty and income.

But there’s a lot to be done here. It’s not all magic. You have to put in the effort. 

However, there is a secret that firms do to stand out. They outsource their back office operations.

A business runs on the teamwork of many departments. Most people don’t get to see or interact with others during the duration of the purchase. Nonetheless, these people are the gears of the company.

They are collectively called back office operations. 

What is Back Office Operations?

Back office operations are important parts of a business. Even if they don’t usually or necessarily face customers. They’re in contrast to front end operations, who transact with customers directly and are the front line of the enterprise. 

Business functions such as accounting, data entry, and bookkeeping are all part of the back office operations. 

Back office operations focus more on producing services and products that the company sells. As well as further serving as a support to the front end by securing the information.

The Importance of Back Office Operations

Back office operations are the heart of the enterprise. Serving as the very backbone of the business. Back office functions essentially provide for everyone to make sure that the buyer’s experience is seamless.

The Processes Involved in Back Office Operations

Back office tasks cover a great amount of ground. Like from running the business to making sure the right staff is hired for every role. Back office functions help run the business and hire the right people for each role.

Back office operations come in many forms, most of which are already familiar to most of us.

Administrative Management 

Administrative tasks are considered a part of back office operations. All because it handles the responsibility of making sure that the business itself is running smoothly.

Human resources, office management, reception desk and security are part of administrative tasks. While not directly serving customers, administrative duties are vital to overall operations. They’re in charge of making sure working conditions are safe and conducive.

Data Management

Proper processing and securing data is essential to every enterprise. Businesses pride themselves in providing not only the best services, but efficient security and safety as well. 

While data management staff do not directly transact with customers. Instead, they process data essential to both sides of the transaction. Data entry falls under this category. 

Financial Management

Among all back office jobs, financial management can be considered the farthest from direct contact with customers. 

Financial management includes account payable, bookkeeping, bills payment and collections among a few. An essential part of any business, financial management is an internal role rather than one that directly impacts customers.

The People Involved in Back Office Operations

Back office staff are more familiar than a lot of people expect. While the term ‘back office’ is not thrown around a lot, they are everywhere. They are analysts, encoders and many more. Most probably you had dealt with them, at some point:

Human Resources

Human resources is exactly what the name suggests: 

It provides human capital to the business, making sure that the right people are hired for the job. 

Human resources also make sure that employees work in a conducive environment. They do this by providing them with benefits and regulations that protect them while keeping their morale high and intact. 

Office Manager 

The office manager focuses on keeping workplace safety and making sure staff are provided with the necessary tools and supplies they need to work productively. Other operational necessities as business permits and other housing requirements are constantly updated and secured by the office manager.

Compliance Manager/Officer

This handles one of the most crucial functions in a business – securing and safekeeping necessary documents. It is possibly the most popular example of back office tasks. 

Many industry specific businesses require constant renewal of certain certifications and permits. Which the compliance dutifully secures and maintains to keep the business running smoothly. 

Accountant

The accountant’s duties are straightforward; overseeing the management and flow of funding and expenses. Accountants handle the majority if not all financial affairs of the business. Examples of these are from issuing payments to collecting payments.

The Tools and Equipment Used in Back Office Operations

There are many different tools that back office operations use to operate. Traditionally, back office tasks use document processing applications such as spreadsheets.

But in the digital age, many of these tools became obsolete. With much more precise and convenient software and apps taking their place:

Work Management Software

Work management software effectively streamlines tasks. Software such as Asana, Jira, and Trello make work management more convenient and accessible. Plus you can easily download them on your computers and smartphones. These software include features that ensure timely distribution and monitoring of tasks assigned to staff. 

Digital/Online Ledgers

Gone are the days when bookkeepers and accountants had to sift through piles of books to keep track of expenses. Many companies now commission their own digital ledger, which makes it easier for accounting staff to locate records. 

Customer Relations Management Software 

Customer relations management softwares (CRM) makes account management and client servicing easier. It has features that allow managers to log calls, emails and other transactions. It also helps in finding, organizing, and referencing information.

The Importance of a Smooth Process

A smooth business operation is not only good for customers and the overall customer experience, but for internal staff as well. 

An organized enterprise with well-managed staff is more likely to be more productive, and in turn, produce the best quality of services. Giving the business sizable returns, as well as a good impression to both regular and new customers.

The staff is the heart of the business. And the quality of services rests on the efficiency of the people who create and handle it. It is a proven fact that knowledgeable staff makes good business. 

Back Office Always Has Your Back 

While not directly dealing with customers, the back office is just as essential and efficient as the front end. 

Without efficient back office operations, the business suffers and the staff productivity dips. The back office accounts for a majority of the business functions. From financial matters to providing manpower.

It’s just as important to fine tune your back office just as much as your front end. Be sure to get the best staff for the most important functions.

Speaking of the best, we are Magellan Solutions. And we are considered as one of the premier BPO in the Philippines.

We have over 18 years of experience, and also one of the few ISO certified BPO in the country.

Get in contact with us right now and let’s talk about how our company can help you.

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