What is backoffice? Learn about its importance and its impact on companies

Behind every great strategy and good results, there is a team of collaborators who planned, tested, took risks and sweated a lot. The stars of business performance are both on the front line and on the call. Backoffice, performing a series of fundamental tasks for the effectiveness of business activities.

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It's a fact: intelligent business management aims to do more, always with quality and speed, supporting a company focused on performance and financial sustainability. To this end, it always seeks to develop and manage innovation to continuously improve the provision of services.

In view of this, it is important that managers know how to optimize the Backoffice to increase productivity and avoid failures in the business process, maximizing results and ensuring the company's success in the market.

But, after all, what is it and how does it work Backoffice? And how can we use it to create faster, safer processes?

What is backoffice?

The term”Backoffice“refers to the internal activities and processes of an organization that underpin its operations, but that are not directly visible to customers or end users.

To better understand what it is Backoffice, let's take a look at how business activities are separated:

• front desk: that direct service to the public, whether in the provision of services or in sales;
• Front office: who deals with customer service in relation to marketing, after-sales and support;
• Backoffice: responsible for basically organizing the entire infrastructure so that other professionals can operate.

That is, the Backoffice It is the department responsible for preventing operational errors and identifying and resolving Gaps in the daily life of your business. To do this, it manages the company's internal processes, ensuring the necessary support for external activities to work efficiently.

The importance of the backoffice

Just as the spine is fundamental to the support and coordination of the human body, Backoffice is crucial to ensure the stability, efficiency, and harmonious functioning of a company.

Check out some points that encompass the importance of Backoffice for companies:

Structure and support

O Backoffice provides the necessary structure for a company to function in an organized manner, encompassing a wide range of internal processes that underpin all of the company's operational activities.

Coordination and connection

O Backoffice facilitates coordination between different departments and functions within a company, allowing the exchange of information and the synchronization of activities, in addition to ensuring that resources are allocated in an appropriate manner.

Protection and safety

O Backoffice deals with a large amount of sensitive data, including customer information, financial data, and employee information. And we know that ensuring the security of that data is vital to prevent cybersecurity breaches and protect the trust of customers and business partners.

What are the advantages of the backoffice?

Um Backoffice Organized can bring a number of significant benefits to businesses, such as:

Reduction of communication noise

As we have seen, Backoffice plays a crucial role in promoting clearer and more effective internal communication between the different areas of the company. By automating and standardizing internal processes, Backoffice reduces the possibility of communication errors and misunderstandings between departments.

For example, imagine a customer order process that involves several steps, from order entry to product delivery. If the Backoffice with an automated system that tracks each stage of the process, relevant information can be efficiently shared between sales, logistics, inventory, and billing areas. This reduces the chances of delivery errors, ensuring that the right products are shipped on time, avoiding rework and customer dissatisfaction.

Data-based decision-making

O Backoffice is responsible for collecting and analyzing data that they may provide insights valuable about the company's performance. This includes financial metrics, inventory metrics, productivity metrics, and many others. The constant monitoring of these indicators allows the company to assess its performance against established goals and identify possible gaps or failures in the operation, making strategic decisions to fix the problem.

If the Backoffice detect an upward trend in production costs, for example, this may indicate the need to review manufacturing processes, seek efficiencies, or adjust product prices to maintain profitability. Proactively monitoring these indicators helps the company take corrective action before problems become serious.

Increased operational efficiency

According to Aberdeen Group, companies seeking to modernize their Backoffice increase employee productivity by up to 11.7 times. This is because, by tracking employee performance more efficiently, it is possible to quickly identify possible drops in performance and provide additional training and help. Such an increase in employee performance can be directly linked to the optimization of processes through automations and other resources derived from digital transformation.

Improved customer relationship and shopping experience

While not always evident, the Backoffice it also plays an important role in customer support and after-sales services. Keeping accurate records of purchases, transactions, and history of customer interactions helps provide a better and more personalized service.

In addition, by optimizing the operations of Backoffice, the company can free up time and resources to focus more directly on customer needs and delivering value to them.

Assistance in scaling processes

As the company grows, its operations in Backoffice need to be scalable to handle increased demand. Well-structured and automated processes allow the company to grow more effectively without burdening its internal infrastructure.

Which professionals are part of the backoffice?

Away from the spotlight, Backoffice she works incessantly with services that often the client does not even imagine happening. Overall, this area is comprised of professionals from various departments, who work to keep the company's organization up to date, in addition to ensuring that the team has the necessary tools and information to fulfill its objectives.

Check out some of the areas of expertise of Backoffice:

Financial sector

Divided into different segments, the financial sector takes on itself the set of responsibilities related to the most diverse financial issues: budget planning, accounts payable, budget review and oversight, and many other activities sensitive to the company's performance with regard to its capital.

Personal Department

O Backoffice the personnel department is responsible for taking care of the company's entire personnel management process, from recruitment and selection to performance and compensation management. They are also responsible for managing benefits, vacation control, and payroll.

In addition, this department normally works with document management of the entire company, so that all the organization and the available technology are combined with the good functionality of the sector.

Human Resources

HR is increasingly gaining a prominent role as methodologies for quality of life and humanization of relationships take center stage in relation to digital transformations at work. For this reason, the Backoffice in this area it is crucial for troubleshoot that directly involve your relationship with the company and can impact your quality of life and professional life.

Accounting sector

O Backoffice in the accounting sector, she manages all activities related to company accounting, being responsible for tasks such as tax bookkeeping, tax assessment, preparation of balance sheets and financial statements.

It's a fundamental part of the concept of compliance, of a transparent execution of its activities, with the government and with its clients, ensuring that the company complies with tax and accounting regulations.

Legal sector

Legal protection is very important for the use of different strategies, execution of good contracts, and an adequate relationship with clients, competitors, and the government. Legal advice is another key to compliance and of business security.

O Backoffice in the legal sector, it is responsible for carrying out various activities that guarantee the company's legal security, such as contract management, drafting of opinions and risk analysis.

It is also important to talk about the agility that these professionals are able to achieve after the development of Law and new technologies. When we talk about contract management, for example, we can mention digital signature as a means of optimize the routine of law firms, making it possible to sign legally valid documents in less than a minute.

Computer Technicians

Digitalization created a very special niche for IT professionals, who today have central responsibility for practically all of a company's procedures. In this way, the Backoffice in this area, it is essential to ensure that the company can use technology to boost its growth and improve its processes, in addition to taking care of information security of the business.

IT plays a vital role both in Backoffice How much no Front office, with support and daily activities, ensuring stability on the pages and that all the company's systems and software are fully operational.

Marketing

Marketing, especially digital marketing, has never been more important to add value to customers and collaborators, improving your journey and experience.

In this area, Backoffice certifies that the marketing team can concentrate on creative and strategic activities, while process management is in charge of itself Backoffice. This helps ensure that campaigns are launched within the established time frame and budget, and that marketing activities are in line with the company's business goals and objectives.

It also helps ensure that all activities comply with applicable regulations, such as General Data Protection Law (LGPD), for example.

Impacts of having an organized backoffice

O Backoffice Give it all the rear structure and because it does not generate direct conversion, it ends up being ignored by many companies, who do not realize how this support and this organization are the key to expanding and being able to adopt increasingly mature strategies.

Organizations that optimize their backoffice sectors are 714% more likely to decrease operating costs, according to Aberdeen Group

For your backoffice to evolve in a perceptible way and provide the means for all other sectors to grow together, it is important that you:

Make a plan

All sectors of Backoffice they need to communicate in a constant and fluid manner, so they can negotiate and review their plans and constantly recalculate their routes of action. Your goals can - and should - be synchronized with great synergy, and technological solutions such as ERP system (Enterprise Resource Planning), for example, can offer that tonic of integration that makes the difference.

Create goals

Starting with planning, it's time to start creating goals that are usually shared by the different sectors of the rear. This further encourages their internal organization and also the opportunity to find new solutions.

If the goals are not met immediately, it is important that the sectors carry out a constant analysis, together with corrections to plans.

A good example of a goal that the entire team of Backoffice Can you share it's the of cost reduction and the increase in process agility. After all, the entire company has to gain from this, don't you agree?

Follow the indices

O Backoffice it also needs to be closely monitored under different metrics. Os indicators That the Backoffice Produces have impact on the company's entire routine. Therefore, it is important to note what advance can be attributed to which party, so that the responsibility is shared, but also well attributed individually.

Create a productive environment

The environment has a strong impact especially among professionals who traditionally have little interaction with clients or environments. Avoid boredom, red tape, and stress creating a healthy environment, with good lighting, recreational space, healthy food, psychological and physical conditioning support.

Have good equipment that doesn't work with locks, and use very ergonomic chairs and tables to avoid pain and injuries caused by repetitive effort.

The technology makes it easier to monitor the company's backoffice

It's time to put optimization techniques into practice and make them routine in your company! The deployment of Backoffice high performance is a fundamental condition for your company to prepare for growth, and, with Clicksign, you go further with your venture.

To do this, how about walking side by side with the technological trends of the future, through strategies that transform Backoffice and reduce time, effort, and expenses in processes of compliance?

Check out some tips:

• Invest in digital accounting, centralizing processes in a single system and helping to reduce errors and increase efficiency;
• Apply to methodology Lean Office for all sectors of the company, mainly and primarily Backoffice;
• For a good document management It is necessary to work with cloud computing and storage;
• Learn what are the project management systems with agile methodologies and make them customary.

Benefits of automating the backoffice

We can't talk about technologies that can help the backoffice to be more efficient without talking about the possibility of automation.

Backoffice automation not only benefits internal processes, accelerating workflows and allowing for more agile responses to market demands, but it also has a direct impact on the customer experience.

In this sense, when we think about automating the creation and sending of documents, for example, a solution such as Clicksign Automation allows you to generate documents in record time, based on spreadsheets or forms to automatically create personalized documents, ready to be sent for signature.

If you want to know more about how signing documents online can revolutionize your processes, take a free trial and see how you can make a legally valid signature in less than 1 minute. Try it, no credit card required!