Trending March 2024 # 5 Easy Process Documentation Benefits For Your Business In ’23 # Suggested April 2024 # Top 3 Popular

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In this research, we aim to explain what process documentation is and to discuss its top 5 benefits to businesses. We also round-off the article by comparing process documentation with process mapping and revise tools that can also automate process documentation.

What is process documentation?

Process documentation is a method that helps gather all the relevant information to execute a business process in an organization to achieve the delivery of the expected result. 

Process documents include comprehensive descriptions of any tasks and activities necessary to a process. Some process document examples are performance reviews, product delivery processes and customer support guides. Process documentation can help such documents be more concise, straightforward and reader-friendly. 

Process documentation software

Users can generate documents by capturing all relevant points with process documentation software. Some vendors allow users to integrate process modeling tools and documentation software to generate documents within the models. 

More modern approach to process documentation is process mining since it automatically discovers and models business processes with all details in much shorter time than traditional tools and methodologies. 

Process models vs Process documents

Process models illustrate the process and its execution. It can overlook details such as the duration of each step in the process or responsibilities for each step. Process documentation enables including such information in the model.  

For instance, process documents contain the delivery date, information and product specifications for a purchase order request process. 

Facilitate training for a smoother onboarding  

While training the staff, explaining operational flows is a major challenge. 

Process documents can overcome this challenge by allowing employers to fully comprehend their roles and tasks that are crucial for a seamless execution. HR teams can use these documents as best practice guides during the onboarding of a new employee or training of the relevant teams over the newly introduced processes.

For example, suppose a new employee in a logistics firm learns how the company manages their delivery after an item is purchased by the customer. The employee goes through dashboards and frameworks that represent the order of activities and related tasks once the purchase is taken, such as checking the inventory, preparing the product, entering the delivery address information and conforming the payment. 

Eliminate inefficiencies 

Without documents, employees have a higher risk of making mistakes, duplicating activities or missing steps, resulting in lost money and customer dissatisfaction. 

Process documentation allows analysts to go over the process details and identify existing or potential inefficiencies in any activity. Consequently, they improve these bottlenecks by modifying the process and eliminating unnecessary steps. Analysts can also discover activities that can be automated to increase efficiency. 

Suppose a customer rep resolves a customer complaint about a customer who did not receive the ordered item. The agents go over their systems and redirect the products to the customer’s address. Yet, the problem repeats because the agent skips the final step in the complaint resolution, which upsets customers and harms the firm reputation.  

Prevent re-designing and increase consistency 

When there is no document, each team member executes the work in their way, re-designing the process every time. Often, employees share their experiences to establish an efficient way of working, but process knowledge relies on the individual. If a key employee leaves, it is often a challenge to write down all necessary process information and pass this to the newcomer. 

With process documentation, process generation is not re-designed every time. Thus, process knowledge is stored and becomes accessible to all and does not get affected by employee changes. 

Provide clarity 

Process documents include every detail relevant to the process execution. Therefore, documentation clarifies the tasks and activities, which reduces operational ambiguity. Process documentation prevents confusion and low-quality work errors by removing the knowledge gaps and internal doubts.  

With documents, process maps or models become easier for the rest of the team since documentation gives more details and aligns maps and models with the purpose of the process. By supporting process maps, employees can understand the priorities and deliverables and perform their tasks accordingly, improving efficiency and productivity.  

Streamline communication and time management

Process documentation can save time by facilitating communication across teams and decreasing the time for meetings.  

For example, a smooth mortgage approval process is only possible with good communication between back and front offices. When the approval process is not documented well, employees at the front office might need to mail or call the back office every time to solve the issues prolonging the approval period for the client. Therefore, clients can become unsatisfied with the service and might switch to another bank.

Further reading

Explore more on process technology and intelligence:

Learn process mining in-detail by downloading our whitepaper:

If you believe your business need process documentation, feel free to review our data-driven vendor lists for process mining.

And if you still need help to find the right vendor, let us help you:

Hazal Şimşek

Hazal is an industry analyst in AIMultiple. She is experienced in market research, quantitative research and data analytics. She received her master’s degree in Social Sciences from the University of Carlos III of Madrid and her bachelor’s degree in International Relations from Bilkent University.

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Common Data Service For Business Process Flows

Before setting up a business process flow in Power Automate, we need to create a CDS (Common Data Service) first. In this tutorial, we’ll mainly discuss how to create a CDS prior to creating a business process flow. 

A Common Data Service is Microsoft’s way of consolidating all the data we have that are coming from all the different directions in an organization. 

For example, if we are a retail store, we have data coming in from our POS or Point of Sale system, cashier system, HR software, payroll software, and from our vendors such as invoices. All of those get captured into different software. 

CDS allows us to ingest all of those and put them all in one place. Once we have all our data in a Common Data Service, then we have one place to access all the information. Moreover, all the apps that we need to build can be built off of CDS. With this, we can build a flow, or applications using these data.  

Additionally, we can apply certain business rules around Common Data Service. One example of a business rule is when every time we get POS data, we need to make sure that it’s complete. So, we need to make sure that it captures transactions from every single cash register. 

The third and final benefit of having a Common Data Service with Microsoft is that it’s secure and creates lots of backups. Hence, if for some reason our data crashes, all our data is now in the CDS which is backed up and can be recovered. 

Those are the benefits of CDS. Again, we need to set up a CDS in order to use business process flows.

We can think of Common Data Service as a data layer between all our different sources of data in an organization and the apps that use the data.  Within that data layer are what we called Entities.

Entities are different tables that we have in our CDS layer. 

This will open up our Power Apps page that contains the Entities.

Each one of these Entities is a table. Microsoft already preloaded common entities that it finds in businesses into our common data service layer. Therefore, no matter what type of company we are, we’re going to have a table with contact information, email information, and so on. 

In another tutorial, we’re going to create an Entity, then we’re going to make a business process flow around it. Again, the whole reason we’re doing this is to set up all of the infrastructures that we need in order to create a business process flow.

Another thing to know about CDS is the environment. Right now, we’re in our default environment. We can see it by looking at the top right side of our page. 

Unfortunately, we can’t create entities in our default environment without permission from the organization. So, let’s first construct a new environment to have the necessary permissions for creating an entity.

It will redirect us to the Environments page where we can create a new environment and see the list of the created environments.

Let’s name it Env1.

For the Type, let’s use Trial. We don’t want to make it a sandbox environment because we need a database that we can only get by using the Trial type. 

We can choose any region that we want. For this example, let’s leave it to default which is Asia. The Purpose textbox is optional so let’s just leave it blank.

Again, we need a database so let’s toggle this to Yes. 

We don’t need to change anything on this next part except toggling the Deploy sample apps and data option to Yes. This is for us to have a sample PowerApps data to go through. 

It’ll take a few minutes again to load up. Once done, the new environment we’ve created will be listed on this Environments page and we’ll see that it’s currently in a preparation stage. 

Then, we can see that the State of our environment is ready. 

Then go to the Security roles.

After that, let’s add people. 

Let’s add ourselves by adding the email that we’ve used for signing up. 

We’ve given Henry Legge (the account that we’re currently using) permission to create or delete entities, and add or remove data. 

Now, if we put this into production, it’s good to have security roles like this. This is for us to know exactly who can do what and which permissions they have after setting the infrastructure up.

After creating an environment, we can now go back to our Power Apps Entities page and refresh this page so we can switch to our new environment. 

We’re now redirected to our new environment. As we can see, there’s a notice that this will expire in 29 days. That’s fine because this is just for a tutorial. However, if you have actual data that you want to keep, make sure to export it within 29 days. 

In brief, we’re able to create a Common Data Service which is essential when creating business process flows. Again, CDS allows us to have one place for all of the information that we need when building applications. In simplest terms, it’s a data storage and retrieval system, like a database.

It also makes our information safe because of the backups that are automatically created. Keep in mind that before having a CDS, we need to set up an environment where we can create entities. As mentioned, we’ll discuss how to create entities in a separate tutorial.

All the best,

Henry

5 Best Hp Rack Server For Your Business

5 Best HP Rack Server For Your Business

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Finding the right server for your business is a crucial task, and at times can turn into an overwhelming experience. That’s happening for a reason.

You need to consider several factors while looking for a server, including the current requirements, as well as the ability to scale the server to meet future demands.

Rack servers from HP are some of the most popular options for small businesses.  These are compact servers that don’t take much space in your office but are powerful enough to handle day to day tasks.

In this article, we have listed the best HP rack servers to help you find the best one for your business.

Powerful Intel Xeon processor

Enterprise SAS hard drive

SATA III Solid State Drives

Durable

Great value for money

Hard drives aren’t installed

Check price

Firstly, HP ProLiant DL360 G5 is powered by dual (2) Intel Xeon Silver 4210 10-Core 2.20GHz 13.75MB CPUs. Moreover, it packs no less than 256GB registered memory.

With extensive storage options and a powerful processor, this is one of the best HP rack servers you can buy.

10th Gen HP rack server

Powerful Intel Xeon Quad-Core processor

1Gb Ethernet Network port

Upgradable

Does not include a hard drive

Check price

The HP ProLiant DL20 is a premium 10th Gen rack server from the computer manufacturer and comes with top of the line specification for the price.

You should know that it comes with an Intel Xeon E-2134 Quad-Core processor paired with 16GB of DDR4 SDRAM with the Serial ATA hard drive interface.

 It does not include a hard drive, that’s also an aspect to take into consideration. However, it features a 1Gb Ethernet Network port.

Powerful HP rack server for small businesses

Intel Xeons Tetradeca-core processor

Matrox Graphics Controller

Plenty of storage options

Latest BIOS/firmware

Bulky

Check price

If you are a small business that is planning to grow big soon, the HP ProLiant DL380 G9 is an ideal next step for your business. It is an expensive 2U rack server powered by two Tetradeca-core processors.

HP ProLiant DL380 G9 comes equipped with an Intel Xeon processor with maxed out capacity. For storage, it comes with 64 GB RAM that can be further expandable up to 768 GB.

Even more, do note that it has Environmental Certification: WEEE, EU WEEE, not to mention that the latest BIOS/firmware updates are already applied.

Mid-range HP rack server

Power Intel Xeon processor with plenty of storage

HPE DL20 Rail Kit included

Memory: 64GB

Free shipping

Hard drives installation required

Check price

If you are looking for a mid-range rack server from HP, the HPE ProLiant DL20 is the latest entrant to its 10th Gen servers.

It is a feature-rich rack server that is ready to use out of the box. HPE ProLiant DL20 comes with an Intel Xeon -2134 Quad-Core processor coupled with 64GB of RAM and 4TB hard drive.

It also comes with HPE DL20 Gen 10 Rail Kit. However, do note that the hard drives and memory upgrades are not installed.

Reliable mechanical hard drive

Wide operating system compatibility

Celeron CPU

Extended memory

Very sturdy

Pricey

Check price

This is another server worthy of your attention. The HP ProLiant DL380 G10 2U Rack Server packs an Intel Xeon Bronze 3106 Octa-core (8 Core) 1.70 GHz processor.

Moreover, it comes with no less than 16 GB Installed DDR4 SDRAM. As for the operating system, chances are to appreciate diversity.

In this case, we are talking about the usual Windows, along with Linux and even VMware support.

Whether you have an established small business and looking to upgrade or working on a startup, the HP rack servers offer reliable and robust networking solutions.

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It Democratization: Business Benefits & Challenges For 2023

Software development was measured to be slow, challenging and relies on technical resources as of early 2010s. This led businesses to rely on humans to do machine-like repetitive work in low-income regions which led to challenges in governance, data security and quality.

Technologies like RPA democratize certain types of software development (i.e. automation software), reduce repetitive work and grew rapidly as enterprises chose automation over outsourcing. As analysts witnessed such developments, democratization was ranked number 3 on the 2023 tech trends. An important trend within technology democratization is IT democratization which is about providing non-technical users access to easy-to-use solutions for automation and app development. 

Empowering non-technical users to build solutions is powerful but risky. What happens if a core system relies on a poorly documented solution developed by a non-technical user?

To address questions like this, we will explain IT democratization, its challenges and our suggestions on overcoming those challenges.

What is IT democratization?

IT democratization is giving users, who do not have professional training, the ability to build new automation solutions or applications. This is crucial since most processes are run differently in different companies. Democratized solution development allows companies to automate their specific processes without necessarily following boilerplate templates.

Anyone can be a photographer. Image source: Apple

1. Democratization of app/bot development  1.1 Democratization of app development 

Democratization of application development gives citizen developers, who have no programming knowledge, the ability to develop different applications, turning them into capable developers. 

There are currently 24.3 million software developers globally. But with the predicted shortage of 500,000 of software developers by 2024, it’s important for businesses to start being self-sufficient when it comes to application development. 

Through add-ons and no-code tools provided by vendors, the capable developers can develop applications to enhance their processes and to maintain their competitiveness without necessarily having expanded IT resources. 

1.2 Democratization of bot development 

Some use cases of RPA bots developed through drag & drop capability, screen recording technology, and easy-to-use interfaces include: 

2. Democratization of data 

Data democratization ensures that those that can generate value with data can access it. Certain data can be democratized across the company and others may be shared publicly via data marketplaces.

For example, financial market data used to be accessible in paper form or shared during shareholder meetings. Democratization of financial market data ensured academics to analyze years of financial market data and identify drivers of stock market returns. Similarly, citizen investors armed with stock market data and a social media audience have outperformed established hedge funds.

3. Democratization of data science

Democratization of data science gives non-technical users the tools to analyze data and build machine learning models.

As with any technical development, data science began as a domain restricted to PhDs. However, as technologies like automated machine learning have been developed, citizen data science emerged as non-technical users started building machine learning models via no code or low code interfaces.

4. Democratization of know-how

Although AI consultants exist for companies to employ to aid them in their AI adoption, vendors pushing IT democratization offer free access to knowledge bases, such as forums, communities, and websites, where users can:

1. Lower solution development costs

With IT democratization, software development can be done at scale quickly, and at lower costs. For example, most RPA vendors today offer free tutorials on YouTube and their website on navigating the software interface, building a bot, troubleshooting, etc.

Moreover, online communities and forums, too, can help fellow citizen developers with their issues.

This eliminates the need of allocating a budget specifically for hiring an IT team to help you build a bot, maintain it, and customize it.

2. Higher productivity 

A typical rules-based process can be automated up to 70-80%. Lower software development costs enable companies to automate more repetitive work, increasing productivity of companies.

3. Increased adaptivity

Lower solution development costs and higher productivity will enable companies to react faster to market conditions, getting ahead of their rivals

4. More data driven decisions

Democratization of data and data science ensures that more decisions can rely on data vs the past when data scientists were the only ones capable of building machine learning models. This will help businesses progress on their AI transformation.

What are the challenges of IT democratization? 

The main challenge of IT democratization is the limited flexibility of its engine, the low-code/no-code tools that enable IT democratization. Therefore, if a company needs to build an complex app, bot or a machine learning model, no code tools may not be the right solution

Recommendation

Before purchase, companies should understand the capabilities of the no code tools that they will rely on. Using them on a PoC would help understand the capabilities and limitations of different tools.

Vendor lock-in

Most no code tools produce vendor specific, closed source code. Companies become locked in to their no code tool vendor after building solutions using that platform since they can not port their apps, bots or machine learning models to other platforms.

Recommendation

Enquire vendors about the portability of their no code solutions. Increasingly, vendors are building no code tools that produce code in open source languages, allowing their buyers the possibility to switch platforms with ease

Read more on the challenges of low code / no code platforms.

For more on no-code technology

To learn more about no-code technology and its applications, read:

Finally, if you believe your business would benefit from the following automation tools, we have data-driven lists of vendors prepared for each:

We will help you in your selection journey:

Cem regularly speaks at international technology conferences. He graduated from Bogazici University as a computer engineer and holds an MBA from Columbia Business School.

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5 Ways To Prepare Your Online Business For Holiday Rush

The holiday season is all about those wonderful gifts, new clothes, social gathering and, of course, the good food. You can’t ignore the colorful atmosphere of the festive season and the lovely rush that you see outside and online.

According to a National Retail Foundation survey, 4o percent of holiday shopping starts before Halloween, with another 41 percent in November and about 18.7 percent in December. Additionally, emarketer predicts this year that the retail holiday sales growth will reach 5.7 percent this year. As a seller, you need to buckle up and prepare away ahead of the season in order to make a happy & profitable ending. Here are five ways a business can prepare itself to tackle the holiday.

1. Prep Your Staff

You already have the data about the last year’s holiday season and this should help you to prepare yourself and your staff to plan for this season. If you think that new staff needs to be hired, then arrange it so at the earliest possible time. Analyze the previous holiday season sales- repeat the strategy that worked good for you and alter the ones which didn’t. Your staff needs to be empowered so that they know what’s coming up. Train your team on how to engage with customers as there would be less time and more to do. The promotional offers, special discounts, and deals should reach to the target customers via social media, email marketing and other off line modes. Engage your customers before they are bombarded with all sorts of offers. The existing customers definitely should be treated special and the first-timers too shouldn’t feel any less.

2. Use Live Chat Tactfully

Let you live chat system be a support system for your e-commerce business. People around the holidays are in a rush and they have no time to revisit your site to find things they didn’t find the first time; they will simply switch to another one. Be sure that the staff is adequate and knowledgeable to use the live chat and is quick and skillful enough to resolve the matter in a jiffy. You can’t afford to lose a single customer just because he or she didn’t get a simple query resolved. The staff needs to be trained as well as authorized to solve any matter that comes to them. This saves the customer’s time and increases your sales number. If you haven’t installed live chat yet, you can try tools like Tagove, Zopim, or Velaro.

3. CRM Is Your Friend

A quality Customer Relationship Management (CRM) system like a best friend who keeps all your secrets. This nothing-to-hide system is a blessing for small businesses especially around the holidays. The moment you take the call you know the history of the caller and this should be put to the maximum use. Use the detail of the existing customers to offer them something they weren’t expecting so that they stick around to you even when the competition is tough and other offers attractive. Use CRM to do the thinking part and strategize the process to keep up with the existing customers and gain the new ones. Leading software tools like Skyward CRM and SugarCRM offer custom CRM solutions that fits your organization and help you in all means. They can customize your requirements as your business needs.

4. Gear Up Your Web and Mobile Sites

Whether people are shopping via desktop or through their mobile, make sure the website is never down. The website should be able to handle the traffic, and the transaction processing shouldn’t take more than five minutes. Make arrangements so that the website is working round the clock. Also, have a backup plan in case of an emergency. Emarketer has predicted that the m-commerce sales are going to rise this year to 32.2 percent, almost double than the last year’s 14.2 percent; so, if you aren’t yet on mobile, you’ll potentially lose out on a significant opportunity.

5. Plan Inventory and Delivery

You know what sold like hot cakes last year. A thorough analysis of the last year’s sales would give you reason to stock up the items so that you never have to say no. The range of items with relation to the quality, quantity, and pricing should be stocked up ahead of time, before they become costly to you. Talk to your supplier for the number of items that you would need for the season and also have few other suppliers ready, maybe you would need them.

Stick to the delivery date that you promise your customers and make sure you stick to it. According to NRF, 46.7 percent of consumers said that shipping promotion or free shipping are important factors in their decision on where to shop. Communicate a realistic shipping date to your customer and make arrangements for it. We know you aren’t a superman but an eagerly waiting customer may get miffed by the delay. So, the best thing is to strengthen your supply and make provision for the on-time delivery.

How To Improve Your Small Business Marketing In 5 Steps

No business can survive without effective marketing. Especially when it comes to small businesses, having solid marketing techniques is extremely essential for its survival and success against some really challenging competition in the field.

As a small business owner, you must be having some kind of plan or strategies on how to take your business forward.

However, if you stick to the same old marketing techniques, chances are that your marketing strategies will lose their effectiveness.

It is important that you should learn new methods and practices that would help you improve your visibility and presence in front of your audience.

In case, your business still lacks lustre even after all the marketing strategies you have applied or in case you are still wondering what to do, here are 5 steps that can help your small business to improve.

1. Look Up and Understand Your Competition

You can’t really compete with others in your line of business unless you understand what they are doing and what strategies are they applying to improve their business.

You need to do a thorough, in-depth research of which strategies are working for your competitors and which ones are backfiring.

If you own a local store-based business, then the best tip for you is to visit your competitors’ stores.

Observe how they are operating and what are that key factors that attract customers to them. As a small business, you should start by looking at what your direct competitors are doing in the area.

Make notes about everything and do not forget to note down what your competitors are not doing. This will help you in sculpting your marketing plan and you can add that missing factor to your small business to gain customer support.

Along with that it is also a golden opportunity to fraternize with your local, small business community. However, if own a small e-commerce business, then it boils down to extensive research online.

Here are a few things you can do while you are studying the competition and researching the market

Make notes- Document everything you have researched and found

Create Charts – Compare your strengths and weaknesses with your competitors. The visuals make it easy to remember and understand everything. Offering a loyalty programme or discounts not offered by other business owners

Same strategies – List down all the strategies that you can also make use of without creating any conflicts with others in the same business. For e.g, creating a Facebook page.

2. Display Testimonials on Key Points

A very effective business strategy for small business owners is to work on eliciting genuine testimonials from the people who have actually used their products.

With so much competition and so many different offers, people prefer to read the reviews about them. Be it a restaurant or an ecommerce store for baby clothing, they definitely put faith in reviews.

Buyers want assurance that whatever they are buying, be it food items or any other product, they will get good value for their hard earned money.

Also, the reviews can help convince the potential customers why buying from you is a better choice than your competitors.

If you have a website, then it is best to place the reviews written by customers who have already purchased from you in multiple places strategically so that potential customers don’t miss these reviews.

Also read: 11 best ways to Improve Personal Development and Self-Growth and its Benefit on our Life

3. Embrace Modernism – The Social Media

Embracing modernism in today’s world means ensuring that as a small business you have a strong online presence.

There is a lot of misconception about the local businesses that they only attract local customers and thus you don’t need to be present online.

It is really a false notion. With an online presence, you will not only be able to attract new customers within your area of operations, you will be able to attract customers beyond your surrounding area as well.

A very good example is of a donut seller in Folsom, California. Now this particular donut shop is so famous because of its donuts that it has been attracting customers from beyond their vicinity since decades.

However, in the recent years, their business has increased manifold because of their online presence.

Now, they have customers not only from all over USA but donut lovers around the world make sure to visit this shop when they are visiting America.

According to statistics, three quarters of all mobile searches are location-based and the turnover is more than 75% offline purchases.

Your online presence and interaction with your customers on Social Media platform ensures that when visitors are searching for local businesses, yours does not miss the train.

Google, Facebook, LinkedIn, and Instagram all are platforms where you can engage with your present loyal customers and have a line potential clientele waiting for you.

Here’s what you can do to make sure you are a step ahead of your competitors on social platforms:

Updated Account Information:

Accurate updated account information is indispensable. It includes addresses, website, pictures, logos, and working hours and reviews too.

Daily Dose of Fresh Content:

Sales and Deals:

Come up with unique deals and whenever something is on sale on the local front, the news should first reach your social media platform. It will keep your customers happy and enthusiastic about new posts.

4. Be Visible in Local Marketing Platforms

Socializing is not only important on social media but the local platforms as well. Whether you are an entrepreneur working from home or your business is present in a storefront, you need to interact with your customers-personally!

Are your customers come to you, that’s really good but to completely leverage your clientele, you need to go out where they are. It means going to all the local business events.

Whether it is a booth, a table or whether you are a service provider, be there and make sure people visiting can really see you.

Keep tabs on all the events happening in the local market. Go to all kinds of customer markets expos. Flea markets, farmer’s markets, festivals and fairs or any other local event where there is a chance to introduce your product or service, be there.

The question is that is it important that your products get sold at these events. The answer is no. It is not necessary that people may definitely buy your products.

They may not buy at the time but by introducing them a sample, giving them a brochure and business card can lead to potential clients or you can simply ask them to sign up for your emails by giving out miniature samples.

5. Stay Steadfast and Persistent – Don’t Waver

When it comes to small businesses, your biggest strength or your greatest weakness can be your own will power. It is something that can make or break your business.

The key to help your small business to stand up firmly on its feet lies in persistence. You need to stay steadfast and persistent when various challenges from the lack of sales to bad reviews are thrown your way.

There may be times when it would look easier to simply give in to the competition and close down the small venture that you have started. However, that is when you need to be adamant and face the challenges bravely.

The tips given above are tried and tested ways to help small business make its mark. Don’t waver. Study and observe yourself and other successful businesses.

See what is lacking in yours and what can you do which will give you more exposure and what strategies will bring in more loyal customers – believe in yourself that you can do it.

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